SRI MANAKULA VINAYAGAR

ENGINEERING COLLEGE
(Approved by AICTE and Affiliated to Pondicherry University)
(Accredited by NBA-AICTE, New Delhi & ISO 9001 : 2000 Certified Institution)

Madagadipet, Puducherry.

Project Report
Format Guide Lines

Specimen-4: Different Heading Levels

1. PREFACE

CHAPTER - 1

A project is a significant undertaking, appropriate to the fine

and applied arts or to professional fields. It evidences originality and
independent thinking, appropriate form and organization, and a
rationale. It is described and summarized in a written abstract that
includes the project significance, objectives, methodology, conclusion
and future enhancement.

<Font Style Times New Roman - Font Size - 13>

INTRODUCTION
<Font Style Times New Roman - Font Size - 15>
1.1 OVERVIEW <Font Style Times New Roman - Font Size - 13>
1.2 PRESENT E-MAIL WORLD
<Font Style Times New Roman - Font Size - 13>
1.2.1 General
<Font Style Times New Roman - Font Size - 13>
1.2.2 E-Mail Applications <Font Style Times New Roman - Font Size
- 13>
1.2.2.1 Education <Font Style Times New Roman - Font Size - 13,
Italic>
Two spaces below the chapter, the title of the chapter should be
typed centrally in capital letters. The text should commence 4 spaces
below this title, the first letter of the text starting 20mm, inside from
the left hand margin.
The division and sub-division captions along with their
numberings should be left-justified. The typed material directly below
division or sub-division heading should commence 1 space below it
and should be offset 20mm from the left hand margin. The division or
sub-division heading should commence 3 spaces below to the last line
of previous paragraph. Within a division or sub-division paragraphs
are permitted. A new paragraph should commence two spaces below
the last line of the preceding paragraph, the first letter in the paragraph
being offset from the left hand margin by 20 mm.

A report is a written document of the systematic study of a

significant problem of a particular domain. It identifies the problem,
states the major assumptions, explains the significance of the
undertaking, sets forth the sources for and methods of gathering
information, analyzes the data, and offers a conclusion as well as a
future enhancement. The finished product evidences originality,
critical and independent thinking, appropriate organization and format,
and thorough documentation, This guide has been developed for the
use of students of Sri Manakula Vinayagar Engineering College,
Puducherry, India, in preparing their reports in final form, for
presenting to the College on behalf of University Examinations.
Initiation, preparation and approval of reports shall be
governed by the procedures included in this document. Henceforth in
this guide, the term report will refer to the main project reports,
unless specified otherwise. Students, in consultation with their report
committee members shall be held responsible for understanding and
meeting the standards for reports and projects stated in this guide.
The guide includes information about report Requirements
(major chapters), style and format regulations, and the steps for
submission of reports to the college. In addition, sample pages of
some of the essential elements of the reports like the title page, table of
contents, approval pages, etc., are provided in the appendix.
It is strongly recommended that all students and their faculty
advisors become thoroughly familiar with the contents of this guide
before preparation of the reports. Students are strongly advised not to
refer the previously submitted reports concerning to the style or format
requirements since numerous changes have been made in the

requirements and few of the previously written reports follow all

requirements completely.

Specimen-3 : Table of Contents

Furthermore, departments have specific style and format

guidelines for project reports that complement those given in certain
aspects. For example, different departments use different style for
footnotes, endnotes, and other specific materials prescribed by the
respective department. Therefore, it is important for students to check
with their respective departments to ascertain their specific
requirements.

TABLE OF CONTENTS

In all matters, college-wide approved policies and procedures

shall not be contradicted by those at the department. No guide or
manual can encompass all possible questions or situations, which
might arise in the course of preparing reports. If a question occurs that
is not addressed in this guide, students are advised to consult their
report committee or the Report Scrutinizing Committee (RSC) of the
college, for an answer.

<Font Style Times New Roman - Font Size - 15>

CHAPTER NO.
TITLE
PAGE NO.
<All sections Font Style Times New Roman, Font Size 13>
ABSTRACT

iii

LIST OF TABLES

xi

LIST OF FIGURES

xii

LIST OF SYMBOLS

xiii

LIST OF ABBREVIATIONS

xiv

The effective date of this report guide and its complementary

department guides will be at the start of the even semester of the
Academic Year 2005-2006 i.e. December 2005 onwards. All reports
submitted on or after that date must adhere to them.
The shared goal of students, faculty, staff and administrators is
to have efficient and fair report preparation and acceptance procedure
and to assure quality reports in terms of both content and style.

INTRODUCTION
1.1
OVERVIEW
1.2
PRESENT E-MAIL WORLD
1.2.1 General
1.2.2 E-Mail Applications
1.2.2.1 E-Mail in Distance
Education Management
1.2.2.2 E-Mail in Business
Management

1
2
2
6
8
12

RELATED WORK AND LITERATURE SURVEY

2.1 INTRODUCTION
18

Specimen-2: Bonafide Certificate

2. RESPONSIBILITIES

SRI MANAKULA VINAYAGAR ENGINEERING COLLEGE

PONDICHERRY UNIVERSITY
<Font Style Times New Roman ><Font Size 16, Bold>

College Responsibilities, Regulations and Procedures Governing

the Project Reports

DEPARTMENT OF INFORMATION TECHNOLOGY

<Font Style Times New Roman - Size - 15, Bold>
BONAFIDE CERTIFICATE
<Font Style Times New Roman - Size - 14, Bold>
<Font Style Times New Roman - Size - 14>
This is to certify that the project work entitled EMAILANYWHERE is a bonafide work done by S. ARVIND
[REGISTER NO: 2005091], A. BALAKUMAR [REGISTER NO:
2005091] in partial fulfillment of the requirement for the award of
B.Tech., Degree in Information Technology by Pondicherry University
during the academic year 2005 - 2006.
HEAD OF THE DEPARTMENT
<Font Style Times New Roman - Size - 13, Bold>

GUIDE

Viva-Voce Examination held on..........................

<Font Style Times New Roman - Size - 14>
INTERNAL EXAMINER
EXTERNAL EXAMINER
<Font Style Times New Roman - Size - 13, Bold>

Responsibilities of the RSC

The RSC oversees and implements all policies and procedures
governing project reports. It also publicizes and disseminates the
articulation of these policies and procedures to the campus. This cell
also ensures that each report submitted, meets the approved format
guidelines and also assists in the verification of the respective
department guidelines are met. The RSC also transmits the final
approval to the Principal, indicating that the report requirements have
been satisfied, including the report binding process and also other
related procedures. The RSC does NOT check a report for subject
content or content quality.
Responsibilities of the Departments
Respective departments are responsible for ensuring that the
procedures exist for establishment and maintenance of project report
committees and for appropriate and adequate guidance of graduate
students engaged in preparation of reports.
The department will maintain information of how the report
has to be prepared including the format specifications specially
recommended by the department.
Information on department
requirements will be readily available in up-to-date written form at a
sufficiently detailed level.

The department, through its HOD, shall ensure that all reports
and the projects are properly reviewed by the department report and
review panels and confirm with the current guidelines before
submission to the RSC. All required corrections and changes are made
before reports are approved for final submission to the college library.
Once the faculty members agree to serve in the report and
review panels, they are responsible for the reviewing of all
submissions and presentations of the candidate in a timely fashion and
for offering appropriate constructive responses. They are further
responsible for meeting with other members (guides) to perform duties
and assessments as needed.
Responsibility of Students
Students themselves are ultimately responsible for the
successful completion of their reports, including submission of
information and drafts in a timely fashion. The students responsibility
includes not only completing the work of the report itself in a
professionally competent manner, but also knowing and adhering to
the requirements of college and department related to the reports. It
also entails adequate and regular contact, as appropriate, with
individual faculty members and committees.

APPENDIX
Specimen-1: Cover Page & Title Page
PROJECT REPORT
<Font Style Times New Roman - Bold><Font Size 14>
Submitted by
<Font Style Times New Roman - Bold> <Font Size 14>
S. ARAVIND
REGISTER NO: 2005091
A. BALAKUMAR REGISTER NO: 2005091
<Font Style Times New Roman - Bold><Font Size 14>
Under the guidance of
Dr. PALLAVA
<Font Style Times New Roman - Bold><Font Size 14>
in partial fulfillment for the award of the degree
of
<Font Style Times New Roman - Bold><Font Size 14, Italic> <1.5
line spacing>
BACHELOR OF THE TECHNOLOGY
<Font Style Times New Roman - Bold><Font Size 14>
DEPARTMENT OF INFORMATION TECHNOLOGY
<Font Style Times New Roman - Bold><Font Size 14>

<Logo size Height - 1.4 width - 1.3>

SRI MANAKULA VINAYAGAR ENGINEERING COLLEGE,
MADAGADIPET, PONDICHERRY
PONDICHERRY UNVIERSITY,
INDIA.
<Font Style Times New Roman - Bold><Font Size 15><1.5 line
spacing>
NOVEMBER 2004
<Font size 14>

Single spacing should be used for typing:

Long Tables
Long quotations
Foot notes
References

3. NUMBER OF COPIES TO BE SUBMITTED

N + 3 + 1 copies should be submitted, where N-is the number
of members in the batch.

All quotations exceeding one line should be typed in an

indented space - the indentation being 15mm from either
margin.

In the individual copies (N copies), the submission and the

The impressions on the typed / duplicated / printed copies

should be black in color. The color prints can be used
wherever it is necessary.

3 additional copies should be submitted each to the respective

A sub-heading at the bottom of a page must have at least two

full lines below it or else it should be carried over to the next
page.
The last word of any page should not be split using a hyphen.
Certain symbols, characters or markings not found on a
standard typewriter may be hand written using Indian ink or a
Stylus pen (in case stencil sheets are used).
Corrections, interlineations and crossing out of letters or words
will not be permitted in any of the copies of the thesis intended
for submission.
Use italics to emphasis any particular term(s) or statement(s).
Binding
Report should be bound using hard cover of thick white art
paper Samples can be referred in the respective department libraries
consultation with the guide.
Creative Writings with the Reports
Students, in consultation with their project guide(s), shall be
permitted to place the creative writings (proverbs, Glossaries, etc).
The prescribed format will be supplied by the respective departments.

bonafide must refer all the batch members not the individual
candidate (refer the specimen-2 copy in the appendix section).
guide, department library and the central library. In these
copies, the submission and the bonafide must refer all the batch
members as above (refer the specimen copies in the appendix
section).

The last copy should be the softcopy in the CD form. It

includes the completed project with the final project report as
submitted in the hardcopy format which refers the group
submission.

The improved version of the same algorithm have been

proposed and adopted in the works [1] [3].

4. FORMAT REQUIREMENTS FOR THE

REPORT
Format requirements for project reports at Sri Manakula
Vinayagar Engineering College consist of College and individual
department guidelines. Students must consult their department report
committee regarding to the format requirements applicable to their
individual department before the writing process begins. Such
consultation should continue on a regular basis.

Sample of references
[1]

Barbara A. Kitchenham, Shari Lawrence Pfleeger, David C.

Hoaglin, and Jarrett Rosemberg, Preliminary Guidelines for
Empirical Research in Software Engineering, IEEE
Transactions on Software Engineering, vol.28, no.8, pp.192
-198, august - 2002.

[2]

Beerhouse Homayoun Far, Information Collection and Survey

on Methodologies for Agent-based Analysis and Design,
Tutorial Report, Department of Electrical and Computer
Engineering, University of Calgary.

[3]

Beizedr and Boris, Software Testing Techniques, Van

Nostrand Reinhold, Publisher name,edition,1990.

[4]

M.shell (Year) The IEEE website [online]. Available:

http://www.ieee.org

College Format Requirements

The following paragraphs state
requirements, which all reports must follows.

the

college

format

Note: All other aspects of format not explicitly specified by college

format requirements, are the responsibility of the department,
which shall maintain such requirements in up-to-date written
form at a sufficiently detailed level, and make them readily
available.
Arrangement of Contents of the Report
The following is the list of the arrangement of a report in the
order in which they should appear in the final copies:
1.
2.

Cover Page + Title Page

Approval page / Bonafide Certificate + Certificate from
external Body (if any)
3. Abstract
4. Dedication (if any)
5. Acknowledgments
6. Table of Contents
7. List of Tables (if any)
8. List of Figures or Illustrations (if any)

Publications
The listing should be typed 4 spaces below the heading
PUBLICATIONS in alphabetical order in single spacing leftjustified. The reference material should be listed in the alphabetical
order of the first author. The name of the author / authors should be
immediately followed by the year and other details.
Typing Instructions
The report uses one side of the paper only. The general text
should be typed in Font Style Times New Roman and Font Size 12.
One and a half spacing should be used for typing the general text
unless it is specified. Error correction by an opaque liquid and others
or any similar method is not acceptable.

Computer:

A computer is an electronic device composed of

hardware and software that stores, retrieves, and
processes data, and can be programmed with
instructions.

Appendix
Appendices are provided to give supplementary information
which is necessary for understanding the work described in the report.
This may contain the details from other reports or books. If necessary,
this section may also include the Xerox copies of the resources where
the references are made. This should be carried out in consultation
with the respective project guides. Appendices should be numbered
using Arabic numerals, e.g. Appendix 1, Appendix 2, etc. Tables and
references appearing in appendices should be numbered as instructed
in the tables and figures sections.
References
For reference citation format, a report follows the guidelines
specified and must be consistent within the report. Any works of other
researchers, if use either directly or indirectly, the origin of the
materials thus referred to should be indicated at appropriate places in
the thesis. The authors publications during the period of research
should not be included in the references and can be separately
mentioned as instructed. The citation may be included in the text as
such as appropriate reference number should be placed within the
square brackets. The reference citation can also include website and
books referred.
The listing should be typed 4 spaces below the heading
REFERENCES in alphabetical order in single spacing left-justified.
The reference material should be listed in the alphabetical order of the
first author. The name of the author / authors should be immediately
followed by the year and other details. For example, if the following
examples are referred in the literature survey section, then the citation
should be appeared as follows:

9.
10.
11.
12.
13.
14.
15.
16.
17.

List of Symbols (if any)

List of Abbreviations (if any)
Chapters
Glossary (if any)
Photograph of the Hardware Model (if any)
Appendix or Appendices (if any)
References / Bibliography / Works Cited
Publications (on the Project reported) (if any)
Address for Communication (of the Batch members)

Size of the Report

The maximum size of the report is 200 pages of typed matter
including all other contents and appendices (if any). This limit can be
relaxed depending on the scope, importance and performance at the
respective level. This relaxation can be implemented in consultation
with department. Standard A4 (8.27 x 11.69) size paper can be used
for preparing the copies. The thesis should be prepared on good
quality plain white paper. Quality paper has a watermark indicating
the cotton content. The left, top, and bottom margins measures should
be around 1.5 inches and the right margin should be around 1 inch.
Page Numbering
All pages numbers (whether it is in Roman or Arabic numbers)
should be typed without punctuation on the bottom center- 20mm from
bottom. All pages, except the cover page, are counted in pagination.
The preliminary pages of the report (such as Title page,
Acknowledgement, Table of Contents etc.) should be numbered in
lower case Roman numbers (ii, iii, iv, etc.). The title page should be
numbered as (i) but this should not be appeared. The page
immediately following the title page shall be numbered (ii) and it
should appear at the bottom of page center. After the preliminary
pages, pages of main text, starting with Chapter 1 should be
consecutively numbered using Arabic numerals and are counted in
pagination.

Cover Page + Title Page

The title page is the first page of the report immediately after
the cover page. It is counted in pagination as page i, but the number
does not appear on the page. The date on the title page of a report
should carry the month and year in which the report is submitted to the
Department in the anticipated final approved form. No day of the
month appears in the date on the title page The date on the copyright
page, if one is included, should be the year in which the report is
submitted. Refer the specimen copies in the appendix section-I.(page
17)
Approval page / Bonafide Certificate + Certificate from External
Body (if any)
It is the students responsibility to ensure that this page has
been signed by the project guide(s), HOD and Examiner(s). It is
counted in pagination as page ii, but the number does not appear on
the page. In the bonafide certificate, the regular text should be in
double line spacing with the Font Size 14. For the individual
submission (N copies), the submission and bonafide must refer the
individual candidate (refer the specimen-2 copy (page 18) in the
appendix section) and for the group submission (3+1 copies), the
submission and bonafide must refer all the batch members not the
individual candidate (refer the specimen copies in the appendix
section). The format for the Certificate from the External Bodies will
be supplied by the respective departments. Refer the specimen copy in
the appendix section.
Abstract
Abstract should be an essay type of narration not exceeding
two pages outlining the research problem, the methodology used for
tackling it and a summary of the findings. The content should have
double line spacing with Font Size 13.

While referring to this equation in the body of the thesis it should be

referred to as Equation (2.8).
Chapters
The main text will be divided into several chapters and each
chapter may be further divided into several divisions and subdivisions. Each chapter should be given an appropriate title. For
headings and subheadings, individual department guidelines are to be
followed. Regardless of specific style, headings and subheadings of
chapters and sections are constructed and presented in a consistent
manner within a report. Refer the specimen-4 given in page 20.
Footnotes can be used sparingly. Footnotes or endnotes should be
indicated by a superscript (raised) number with no punctuation.
Placement of notes, (footnotes, etc.) is determined by individual
department guidelines, and should be consistent with the report
guidelines. They should be typed single space and placed directly
underneath in the very same page, which refers to the material they
annotate. The format for typing Chapter headings, Division headings
and Sub-division headings are explained in specimen-4 as in the
appendix(refer page 20). Algorithms or pseudo code can be presented
in a different form (font and size) in consulting with respective
department guidelines and project report committees.
Glossary
A report that contains many technical terms, which are
unfamiliar to an average reader, should include a list of these terms,
followed by their definitions. The glossary terms should appear in the
alphabetical order along with their descriptions. The rules for typing
regular text are applicable here also. The terms should appear in bold
and the descriptions / definitions should be continued as normal text.
Two lines space should be maintained between two successive terms.
An example is described as follows:

 Wherever it is necessary, the entire photograph(s) may be

reproduced on a full sheet of photographic paper. Photographs
if any should be included in the color Xerox form only. More
than one photograph can be included in a page.

Figures contained on large size paper are to be folded to the

specified paper size and follow report margin requirements.

Figure captions should be placed below the figure with center

align
List of Symbols & List of Abbreviations
Standard abbreviations, symbols, etc. should be used. One
and a half spacing should be adopted for typing the matter under this
head. The abbreviation provided should be in the alphabetical order.
ABBREVIATIONS
CDM
Clean Development Mechanism
CEF(s)
Carbon Emission Factor(s)
CER(s)
Certified Emission Reduction(s)
SYMBOLS
Bi

h
k

Dedication (if any)

The dedication should be included in consultation with the
respective guide and department. It should be brief and not exceed
one page when typed in double spacing with the Font Size 13. The
prescribed format will be supplied by the respective departments.
Acknowledgements
The acknowledgement should be brief, not exceeding one page
when typed in double spacing with the Font Size 13. The prescribed
format will be supplied by the respective departments.
Table of Contents
The table of contents should list all material following it as
well as any material which precedes it. The title page, Bonafide
Certificate, Dedication and Acknowledgement will not find a place
among the items listed in the Table of Contents. But for them, the
page numbers in lower case Roman letters are to be accounted.

One and a half spacing should be adopted for typing the matter
under this head.

Biot Number
Fourier Number
Convective heat transfer coefficient W/m2K
Thermal conductivity W/mK

Rules for dealing the Equations

Equations appearing in each Chapter or Appendix should be
numbered serially, the numbering should commence fresh for each
Chapter or Appendix. Thus for example, an equation appearing in
Chapter 2 and if it happens to be the eighth equation in that Chapter
should be numbered (2.8) thus:
D N (P1 ,P2 ,P3 )=

D(P1 ,P2 ,Fr )

D(Pmin ,Pmax ,Fr )

First level headings (Chapter names) should be typed with the

Font Size 13, caps and bold.

Second level headings should be typed with the Font Size 13,
and in caps.

Third and further level headings should be typed with the Font
Size 13, and in title case.
A specimen-3 copy of the Table Contents for thesis is given in
the appendix(page 19).

List of Tables
Tables are comprised of data, such as statistical information,
which are typed in column and row format. The list should use exactly
the same captions as they appear above the tables in the text. One and
a half spacing should be adopted for typing the matter under this
head.
Table 2.1 Field Names for Different Employees
Field Name
Type
Size
Description
EID
Text
7
Employee ID
ENAME
Text
40
Employee Name
Rules for heading Tables

Tables are to be placed as close as possible to the first

reference to them in the main text or may be placed in
appropriate appendices at the end of the report.

A table including caption should be accommodated within the

prescribed margin limits and appear on the page following the
page where their first reference is made.

Table captions should be placed above the table and they must
be bold with center align.

Tables appearing anywhere in the report should have

If a table to be continued into the next page this may be done,

but no line should be drawn underneath an unfinished table.
The top line of the table continued into the next page should be
placed centrally and underlined, for example read Table 2.1.

Tables on half page or less in length may appear on the same

page along with the text. However, they should be separated
from the text both above and below by triple spacing.

All tables should be prepared on the same paper or material

used for the preparation of the rest of the report.

Two or more small tables may be grouped if necessary in a

single page.
List of Figures or Illustrations
Illustrative materials such as graphs, charts, diagrams, plans,
maps, and photographs, are referred to as figures. The list should use
exactly the same captions as they appear below the figures in the text.
One and a half spacing should be adopted for typing the matter under
this head.

appropriate numbers. The rule for assigning such numbers is

illustrated through an example. Thus, if a table in Chapter 3
happens to be the fourth then assign 3.4 to that table.

If tables appear in appendices then the caption should be

preceded with the letter A. For example table 3 in Appendix 2
will be designated as Table A 2.3.

Figure 2.4 Example of Kirchhoffs current law

Rules for Handling Figures or Illustrations

The rules stated for handling the Tables are all applicable for
Figures also except the placement of the captions. In this case,
the caption should be placed below to the figures.