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Table of contents
2 STRUCTURING A REPORT.............................................................................7
3 LAYOUT OF A REPORT.................................................................................12
3.2 Numbering................................................................................................................12
3.3 Tables........................................................................................................................13
3.4 Graphs......................................................................................................................14
4 LANGUAGE ASPECTS..................................................................................17
5.2 Realisation................................................................................................................18
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Guide for writing technical reports
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Guide for writing technical reports
2 Structuring a report
2.1 Laboratory reports (TP)
In general, depending on the type of experiment, for your “Travaille Pratique” report
you may use something like this:
• Title
• Purpose of the experiment
• Theoretical background
• Description of the experiment
• Results of the experiment
• Calculations
• Discussion of results
• Literature
• (List of symbols)
• Appendices (may be put ahead of “Literature”)
Answers to questions in the TP instruction are to be integrated in the report in the
appropriate places.
Hereunder follow some clarifications and details in relation to the above example
layout.
2.1.1 Title
Every report must be clearly recognizable by its title. The title is here a compact
description of the experiment.
This title appears on a title or cover page, that also should contain the following
information:
• Names of the authors
• Class, affiliation
• Date
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Guide for writing technical reports
2.1.6 Calculations
Here belong:
• Calculations, where needed incl. accuracy calculations
• Extractions of measurement results from graphs
In case of a number of identical calculations you only need to show one calculation
example. Clearly indicate to which measurement it applies. The results can be collected
in tables.
2.1.8 Literature
Give here an overview of consulted literature.
2.1.10 Appendices
In the appendices you can put items that would interfere with the logic and readability
of the report, such as big tables (or too many), graphs or derivations, and items such as
computer print-outs, program code, process lists, data sheets and detailed component
descriptions. Make sure that the reader will not have to jump much to-and-from the
appendix.
We also want you to add all your original notes of the main experiments here.
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Guide for writing technical reports
2.2.1 Title
The title should indicate in a few words the subject and the way it is approached.
Example: a title like “Silicon microfluidics” is insufficient. “Silicon microfluidic
sensors” is better but lacks information on what has been done.
A better title is for example “Fabrication and test of silicon microfluidic sensors”.
However, a title like “Realisation and test of a novel microfluidic sensor” is more
appealing.
On the title page belong as well:
• Name of writer
• Time period or date
• Institute where the work was done
• Names of professor, assistants
2.2.3 Summary
Mention for who the report is primarily made. Inform the reader about the purpose, used
methods and results; give the main conclusions and recommendations (about half a
page). Stress the novelty and possible impact.
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Guide for writing technical reports
2.2.5 Introduction
Here you can indicate in more detail the purpose, background, starting points and
limitations. Explain briefly your approach and what is new. In order to get the attention
of the reader, it is good to write „top down“, i.e. mention the main achievement already
in the introduction.
2.2.7 Conclusions
Give all relevant conclusions, even negative. Stress novelty and scientific or industrial
impact. Also new insights, outlook and recommendations for improvement should be
put here.
However, do not introduce results or concepts that belong in the body of the report.
Bring structure in your conclusions.
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Guide for writing technical reports
2.2.10 Appendices
Hereunder fall things that would interrupt the fluidity of the body of the report, such as:
• Long derivations of formulas
• Calculations that would interrupt the body of the report (keep them compact)
• Large tables with measurements or calculated results
• Large drawings and schemes or layouts, series of pictures
• Part lists
• Computer simulation print-outs (listings, runs)
• Partial copies of articles
The report without the appendixes must be understandable and contain all important
information.
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Guide for writing technical reports
3 Layout of a report
3.1 Basic layout
Use A4 paper. In long reports, start each chapter on a new page. Use large margins (ca.
3 cm left margin, top and bottom). Preferably put explaining text next or under pictures,
especially in semester and diploma reports. Group the information in paragraphs.
On the cover, put title, names and date.
3.2 Numbering
3.2.2 Formulas
Essential formulas and formulas that are referred to in other places in the report must be
numbered.
For example:
f = 0.5 s / m (1)
If you do not have many formulas (say less than 20), you can use this type of
numbering; otherwise you can use (3.1) etc., referring to the chapter the formula is in.
3.2.3 Tables
Tables should be numbered, and indicated: Table 1, Table 2 (or Table 3.1, Table 3.2).
3.2.4 Figures
All graphics that are placed in-between the text, such as drawings, graphs, pictures are
called “figure”. You can number them Figure1, Figure 2 etc. (or Fig.3.1, Fig.3.2).
Together with the numbering you give a short and clear description (figure caption).
This should be self-explaining: all the relevant information has to be in the figure or in
the figure caption. State clearly what is shown: “Measured…”, ”Simulated…”,
”Theoretical…”, ”Comparison…”, …
The figures are placed close to the related text.
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Guide for writing technical reports
3.2.5 Appendices
If you have only a few:
Appendix A. Tables of expansion coefficients
Appendix B. Specifications of current amplifier SRS 570
If you have many that can be grouped into types:
Graph A. First DC current measurement
Graph B. First AC current measurement
Mask 1. Back side
Mask 2. Front side
Mask 3. Metallisation
You indicate these in the Table of Contents as:
Graphs
Mask layouts
3.3 Tables
• Put above or under the table a description: Table 2, “short description”.
• Better not to make horizontal tables: such save space but are difficult to read.
Thus not:
U [V] 0 2.00 4.00 6.00 8.00 10.00
I [mA] 0.4 2.7 4.2 5.3 5.5 5.6
But like the following (with the cause in the left, and the result in the right
column!):
U [V] I [mA]
0 0.4
2.00 2.7
4.00 4.2
6.00 5.3
8.00 5.5
10.00 5.6
• Shift repetitive information from the columns to the heading. In the heading
above each column you mention:
o The contents, often using a symbol (e.g. U).
o The unit between brackets (e.g. [mV]); choose the unit to be convenient
in size,
e.g. 13.6 mV instead of 0.0136 V (only use brackets [] where needed!).
o The precision, if this is of importance and similar for all values.
• Try to shift as much as possible information from the heading to the description.
• Choose the sequence of columns in a logical way (put together what belongs
together).
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Guide for writing technical reports
• Don’t put very long or wide tables in the text if not necessary. It is better for the
reader if you put them in an appendix or split them up in smaller tables. Avoid
that tables continue from one page to another.
3.4 Graphs
3.4.1 Axes
a. Horizontally (x) you put the independent variable (the cause) and vertically
(y) the dependent variable (the result)!!
For example, if you measure the resistance as function of the temperature: then
you put the resistance on the vertical axis. But if you measure the temperature
as function of a heater resistance, you put the temperature on the vertical axis.
b. The divisions on the axis depend on the following:
o The space should be used efficiently.
o Usually the axes go preferably through the origin (0,0).
o If you don’t start at 0, it’s good to show it (but cumbersome with Excel):
3.4.3 Lines
• Ideally you draw a smooth line without trying to exactly force them through all
points, in accord with theory (expectation) and common sense (error bars are
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Guide for writing technical reports
helpful for that). With automated programs like Excel that may be a bit
problematic.
In some cases it is not beneficial to draw a line at all.
• Use different line styles, especially for lines that are close together or have a
different meaning, such as theory and measurement (solid, dashed,..).
• If theory predicts that the points lie on a straight line, draw a straight line as
good as possible through the points. If theory predicts the line to go through the
origin, show the origin in the graph. Depending on the circumstances, it may be
a good or a bad choice to force the line through the origin (comment on it in the
text if you think there is an offset of some kind).
An example of a bad presentation (Fig.1) and a good presentation (Fig 2) is shown
hereunder:
200
190
+
170
Evaporation rate [nl/s] 150
150
Evaporation rate[nl/s]
130 100
110
50
90
70
0
50 0 100 200 300 400 500
0 50 100 150 200 250 300 350 400 450 500
P[mW]
Power [mW]
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Guide for writing technical reports
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Guide for writing technical reports
4 Language aspects
4.1 Concise and simple sentences
The writing style should be precise, clear and scientific. Long sentences are more
difficult to understand than short ones and risk tiring your readers. Avoid unnecessary
words.
You should have less than 20 words per sentence on the average; avoid more than 35
words in the longest sentence. Sentences like this last one (separated by ; or : ) are
counted as two.
Avoid too deeply nested sub-sentences. A horrific example:
“The differential equations, the solutions of which that must be solved with eight
constants, to be derived from the boundary conditions, are known, have been derived”.
However, even short phrases can be difficult to understand. Try to avoid the so-called
overstressed construction, which happens for example when too many words are
squeezed in-between the subject and the related verb. Keep related words together.
Instead of: The lab equipment that we borrowed from the IOA turned out to be useless
for our purpose.
Better: We borrowed lab equipment from the IOA, but it was useless for our purpose.
Also, be to the point: keep unnecessary words and repetitions to a minimum.
Not: “By slow and careful evaporation of water we perform the needed dehydration
until it is dry.”
Better: “We dry it slowly.”
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Guide for writing technical reports
5.2 Realisation
There are many ways to do it, but what follows is, we think, a useful suggestion of how
you can do it.
a. First phase: inventory.
b. Write on a large piece of paper all main items that you must include in your
report. Check the TP/project description and your notes to see if you forgot
something.
c. Second phase: order and selection (see ch.2).
Make a draft chapter division. Try to include all the main items in these
chapters, and adapt them if needed. Order the chapters and items in a logical
way. Do not hesitate to put at the beginning what you did at the end if it makes
more sense.
a. Third phase: write your report (see ch.3 and 4).
b. Fourth phase: checking
Carefully read your report from start to end. You may also ask someone else to
examine it and comment on it.
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