Writing an Engineering Report

Chapter 6

Dept. of Civil Eng. Hashemite University

Technical writing Summer05 Dr. M. El-Mashaleh

Writing an engineering report

Exposure to writing reports whether as students or as professionals Engineering reports have their own specifications
Layout, organization and content, format, etc. American National Standards Institute (ANSI). Scientific and Technical Reports: organization, Preparation, and Production
Dept. of Civil Eng. Hashemite University Technical writing Summer05 Dr. M. El-Mashaleh
2

 Advantages of a required structure and format for engineering reports:

Familiarity to readers Can quickly locate information and know where to look for it

Note the repetition of some information within the different report sections
The need to emphasize Reading habits (quick scan, skipping)
Dept. of Civil Eng. Hashemite University Technical writing Summer05 Dr. M. El-Mashaleh

Standard components of a a typical engineering report

1. 2. 3. 4. 5. 6. 7. 8. Transmittal letter Covers and label Table of contents List of figures Executive summary Introduction Body of the report Appendixes (including references)
Technical writing Summer05 Dr. M. El-Mashaleh
4

Dept. of Civil Eng. Hashemite University

 Letter of transmittal
Basically a cover letter First paragraph tells the reader the name of the report Second paragraph communicates purpose and outlines the report contents
Dept. of Civil Eng. Hashemite University Technical writing Summer05 Dr. M. El-Mashaleh
5

Final paragraph encourages the reader to get in touch if there are any questions/comments Cover and label
See the book, p. 126-127 for practical issues on covers and labels

Page Numbering Example

Dept. of Civil Eng. Hashemite University

Technical writing Summer05 Dr. M. El-Mashaleh

Abstract and executive summary

Descriptive abstract
Overview of purpose and contents

Executive summary
Summarizes the key points in the report (introduction, literature, methodology, analysis, conclusions) Size: 1/10 1/20 of report; should not exceed 3 pages
Dept. of Civil Eng. Hashemite University Technical writing Summer05 Dr. M. El-Mashaleh
7

Table of Contents, List of Figures, and List of Tables

TOC example Levels of heading Indentation, spacing, and capitalization Vertical spacing

Dept. of Civil Eng. Hashemite University

Technical writing Summer05 Dr. M. El-Mashaleh

 Introduction
Purpose and topic Intended audience Situation that brought the need for the report (motivation) Scope (covered and not covered) Background

Dept. of Civil Eng. Hashemite University

Technical writing Summer05 Dr. M. El-Mashaleh

Body of the report

Main text of the report Headings Lists
Numbered Bulleted Two-column

Symbols, numbers, and abbreviations Sources of borrowed information Graphics and figures titles
Dept. of Civil Eng. Hashemite University Technical writing Summer05 Dr. M. El-Mashaleh

10

Cross references
Pointing readers to related information
Within the report (i.e., figure, appendix, etc.) Outside the report (i.e., books, reports, papers, etc.)

Dept. of Civil Eng. Hashemite University

Technical writing Summer05 Dr. M. El-Mashaleh

11

For cross referencing follow the following guidelines:

More discussion is shown in New Model Deployment section For detailed discussion, see Productivity improvement in the construction industry Interested readers are referred to Planning and scheduling: theory and practice More information is available in the Journal of construction engineering and management Tell your readers why do you want them to refer to other sources (i.e, for detailed information, for further discussion, etc.)
Dept. of Civil Eng. Hashemite University Technical writing Summer05 Dr. M. El-Mashaleh
12

 Clarity and writing styles

On your first draft, concentrate on getting the technical information out Edit to perfection! Unnecessary passive voice Overreliance on the Be verb (nominalization)
The user name window is for entering Use the user name window for

Unnecessary expletives
Dept. of Civil Eng. Hashemite University

the extensive use of it is, there is, there are, etc.

Technical writing Summer05 Dr. M. El-Mashaleh

13

Redundant phrasing Noun stacks

Jamming three or more nouns together into a phrase Example.

Dept. of Civil Eng. Hashemite University

Technical writing Summer05 Dr. M. El-Mashaleh

14

 Paragraph structure
Strengthen transitions between major blocks of thought Break paragraphs that go on too long Consolidate clusters of short paragraphs that addresses the same idea Write short paragraphs at the beginning and at the end of each section to help the reader know: Where he is heading What did he leave behind How things fit together
Dept. of Civil Eng. Hashemite University Technical writing Summer05 Dr. M. El-Mashaleh
15

Conclusions
Conclusions are one or a combination of the following: conclude, summarize, generalize Conclude
Based on data /discussion presented in the previous sections, draw conclusions/inferences/interpretations
Dept. of Civil Eng. Hashemite University Technical writing Summer05 Dr. M. El-Mashaleh

16

 Summarize
Summarize key points and ideas presented in more detail in previous sections

Generalize
Implications, applications, future development

Dept. of Civil Eng. Hashemite University

Technical writing Summer05 Dr. M. El-Mashaleh

17

Appendixes
What do you put in the appendix? Large tables, graphs Calculations Questionnaires Etc.

Documentation
Giving credit to others

Dept. of Civil Eng. Hashemite University

Technical writing Summer05 Dr. M. El-Mashaleh

18