AL AMEEN ENGINEERING COLLEGE

Department of Civil Engineering

Guidelines for Preparation of Report
1. REPORT PRODUCTION

1.1. Paper Size and Quality

The dimension of the report should be in A4 size (210 mm wide and 297 mm long).

White bond paper weighing 7090 gsm or more with above 95 per cent whiteness should be
used. Essentially the same quality of paper should be used throughout.

Oversized figures and tables, if any, should be reduced to fit with the size of the report but the
reduction should not be so drastic as to impair clarity of their contents. One may also fold
these pages to fit with the report size.

1.2. Binding
Report copies to be submitted for evaluation are to be soft bounded. The cover page should be
printed on flexible glossy light pink card of 300 gsm or above.

1.3. Printing

It is suggested that the report be printed on one side of the paper.

Doublesided printing can be done only if the paper is opaque enough not to impair
readability on the other side in normal lighting conditions.

In a doublesided report, a new chapter always starts on an oddnumbered page. Therefore, if

a chapter ends on an oddnumbered page, the backside of the previous sheet of paper has to
be kept blank.

1.4. Non-paper Material

Digital or magnetic materials, such as CDs and DVDs, may be included in the report. They
have to be given in a closed pocket in the inside of the back cover page of the report. Please
note that their formats may become obsolete due to rapid change in technology, making it
impossible to guarantee their preservation and use.

All nonpaper materials, as above, must have a label each indicating the name of the student,
title of seminar and copy write notice.

2. FORMAT OF THE REPORT

2.1. Font

The preferred font text is Times New Roman and size of the text is 12 point, but in no case
should it be less than 11point.

The minimum font size of materials within a table or a figure can be 8 point.
Details

Font Type

Font Size

Spacing

Chapter Heading

Times New Roman

14pt Bold Capitals

Left Adjusted

Section Headings

Times New Roman

12pt Leading Bold

Left adjusted

Subsection Headings

Times New Roman

12pt Sentence case

Left adjusted

Body of the report

Times New Roman

12pt

Justified with 1.5

spacing for text

2.2. Margins

A margin of 3.75 cm (1 inch) is to be given on the binding edge while on the other sides it
is to be 2.5 cm (1 inch).

No print matter (including headings, figures, tables, and notes) should appear in the margin
except the page numbers.

2.3. Page Numbers

All page numbers should be centered inside the bottom margin, 2 cm from the bottom edge of
the paper.

Page numbers for the prefacing materials (Title page, dedication, certificate, declaration,
acknowledgements, abstract, table of contents, etc.) shall be in small Roman numerals. The
numbering of the prefacing material starts from the Inner Title Page.

Page numbers for the body of the report should be in Arabic numerals and pagination should
start with the first page of Chapter 1 and should continue throughout the text (including
tables, figures, and appendices)

In a doublesided report, the oddnumbered pages are always on the right and evennumbered
pages are always on the left.

In a doublesided report, each side of a sheet of paper should be counted as a page, even if the
back side of a sheet of paper is blank.

2.4. Line Spacing

The line spacing in the main text should be 1.5.

Single line spacing should be given for abstract, undertaking, acknowledgement, figure
captions, table titles, figure legends, footnotes, and references.

Equations, tables, figures, and quotations should be set off from the main text both before and
after with spacing of 1.5.

2.5. Tables/Figures

As far as possible tables and figures should be presented in portrait style. Small size table and
figures (less than half of writing area of a page) should be incorporated within the text, while
larger ones may be presented on separate pages.

Table and figures shall be sequentially numbered chapterwise. Table number and title will be
placed above the table while the figure number and caption will be located below the figure.
For instance, if there are 11 tables in chapter 3 the table numbers run from Figure 3.1 through
Figure 3.11.

Make sure that figures and tables are complete in other respects such as legends, references
(if any) and coordinate labels with units. Each figure and table must be explicitly referred to
in the text and located where its first reference occurs, preferably after the reference.

The titles must be in the same font as the regular text and should be single spaced.

Reference for Table and Figures reproduced from elsewhere shall be cited in the last and
separate line in the table and figure caption, e.g. (after McGregor [12]).
Sample

Figure 1: Suspension Bridge

Table 1: Table Heading

Heading 1

Heading 2

Heading 3

Heading 4

2.6. Equations

The numbering of equations should be sequential, chapter wise. Numbered equations must be
explicitly referred to in the text.

Equations are aligned to the centre of the page with equation number in the text has to be
given at the end of the line within brackets as given below.

Symbols used in the equations should be explained immediately after the equation when they
are referred
=

(Eq. 2.11)

2.7. Acronyms

Avoid acronyms (short forms) in the report except the following standard ones such as Eq(s)
for Equation(s) and Fig(s) for Figure(s). The words 'Table' and 'Chapter' are not shortened.

Mention the acronym in the brackets following its full form, whenever it occurs first. The
first word in a sentence is never a short form.

If any other acronyms have to be used, list them separately at the beginning (after
nomenclature).

2.8. Drawings

All engineering drawings must conform to relevant Standards and should include a title
block.

If drawings are large, they should be included at the back of the report in a separate pocket.

In case drawings are made using CAD packages, a CD ROM should be included which
contains all the files and details of the packages used.

2.9. Headings

The chapter title is the firstorder heading. A chapter may be divided into sections each of
which has a section title (secondorder headings).

Sections and subsections can be numbered using decimal points, e.g. 2.2 for the second
section in Chapter 2 and 2.3.4 for the fourth Subsection in third Section of Chapter 2.

Chapters, Sections and Subsections shall be included in the contents with page numbers
flushed to the right. Further subsections need not be numbered or included in the contents.
1. <CHAPTER NAME>

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1.1. <Section Heading>

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1.1.1. <Sub-section heading>

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Fourth Level Sub-heading

TNR 12pt, left aligned and italicized.

2.10. Paragraph Format

The first line of each paragraph should normally be indented by five characters or 12mm.

A candidate may, however, choose not to indent if (s) he has provided sufficient paragraph
separation.

2.11. Citing References

2.11.1. One or Two Authors
Raber (1971) investigated the effect of modelling.. Other researchers have also
developed similar technique ( Ahmed, 1980; Yang Lee and Shinowatra, 1982)
Raber and Long (1971) designed the model.
2.11.2. Multiple Authors and more than one publication in a year
Ram et al. (2005a) has designed the model .. when given in sentence.
Model AAB could regulate the control unit more efficiently (Ram et al., 2005b) .
while given in brackets.
2.11.3. Citing multiple references
When many authors are cited in sentence it is given as ..Similar work was also
proposed by Singh and Robin (2008); Ram et al. (2009); Prakash (2011)..
Similar work was demonstrated for varied data set by many researchers (Singh and
Robin, 2008; Ram et al., 2009; Prakash, 2011)..

2.12.

Readability

1. Except for acronyms do not use ALL CAPITALS.

2. Do not use underlining.
3. Use italics for emphasis or if the phrase is nonEnglish.
4. The text alignment should be fully justified.

3. REPORT ORGANISATION
3.1. Cover Page
The title of the project, list of students with roll numbers, name of guide (will not appear in case of
seminar report), department, year of submission along with the Institute address and emblem will be
included on the first cover. This may be made in special quality paper like plastic coated paper.
Title : The Title of the report consists of minimum number words but also it can give enough
meaning on the work studied in the report. Normally there shall not be any deviation of any kind on
the title from the approved title. However the guide with approval from HOD may marginally alter
the title depending on the extent of work completion when all the objectives are not achieved, if
necessary. However this is discouraged unless it is warranted.
Names and Roll Nos.: Student names shall always be associated with Roll no in parenthesis. In case
of more than one student, the order shall be as per the roll no. only. (Lowest number first and highest
number last basis).
College Emblem : Softcopy of this may be collected from the Seminar incharge, if required.

The report may contain three main parts. These include the preliminary part, body of the report, and
reference and appendices(if any) as the concluding or final part.

I.

Preliminary Part
Title Page (First Inner Page)
Bonafide Certificate
Acknowledgements
Abstract
Contents
List of Abbreviations, if any
List of Figures, if any
List of Tables, if any

II.
III.

Body of The Report

Concluding Part
References
Appendix or Appendices, if any

3.2. Preliminary Pages

Title Page
The title page (first inner page) should be similar to the cover page. Sample copy of the 'Title Sheet'
is appended.

Bonafide Certificate
The certificate will be signed by the Faculty Advisor(Seminar staff incharge) before the presentation
after verifying the format and by the Head of the Department after review at a later date.
Font Type Times New Roman and Font Size 14 with spacing 2.

Acknowledgements
Thank your guide, lab staff, faculty advisors, HOD and anyone else who has been helpful in the
Project. Keep this brief and avoid syrupy language like We want to thank our beloved It should
be limited, preferably, to one page.
Font Type Times New Roman and Font Size 12 with spacing 1.5.

Abstract
A concise description of the problem(s) addressed and method of solving it/them, followed by results
and conclusions. An abstract must be selfcontained. The number of words may be limited to 150
250 words and should not exceed threequarter of a page.
Font Type Times New Roman and Font Size 12 with spacing 1.5.
Contents
The table of contents should list all material following it as well as any material which precedes it. It
should be possible to get a complete picture of the project report by looking at the contents.
The contents should list the chapter headings, sections and subsections of the different chapters along
with page numbers of each. In addition include bibliography, appendices, drawings, program listings
and CD ROMs. Try to fit it into one or two pages.
The Title page, Bonafide Certificate and Acknowledgement will not find a place among the items
listed in the Table of Contents.
Font Type Times New Roman and Font Size 12 with 1.5 spacing.

List of Abbreviations
All symbols that appear in the report should be listed alphabetically. First give all Roman symbols,
then Greek symbols. Subscripts and superscripts should be listed separately if these are not an
intrinsic part of the variable name.
Ordering sequence: (1) Upper case symbols followed by lower case ones, (2) Unscripted variables
preceding superscripted and subscripted ones, (3) Superscripted variables followed by subscripted
ones.
List of Figures and List of Tables
Each list should give, in tabular form, the figure or table number, its title/caption and its page
number.

3.3. Body Of The Report

The report should be written in either British or American English, not a mixed mode. However,
because of increasing acceptance of both styles and blurring of the distinction between the two, what
is important is that consistency should be maintained all throughout the text.

3.4. Concluding Part

Appendices

If there is material that if included in the body of the report would break up the flow of
reading or bore the reader unbearably, it is better to include it as an Appendix.

Items which are typically included in appendices are: major derivations or theoretical
developments, important and original computer programs, data files that are too large to be
represented simply in the results chapters, pictures or diagrams of results which are not
important enough to keep in the main text etc.

Appendices should be numbered using Arabic numerals and should have a title.

Appendices, Tables and References appearing in appendices should be listed in Contents and
referred to at appropriate places in the body of the report

References

Number all the references in alphabetical order. Each listed reference must be cited in the text
of the report and vice versa.

Within a reference the line spacing should be single. Each reference should be separated by
one blank line.

Established acronyms may be used. E.g. AC, DC, ASME, ASTM, IIT, Jnl, etc., provided
there is no likelihood of any confusion.

Authors last name (if only one author), or both authors last names (if only two authors) or
the first authors last name followed by et al which means and others. The references are
listed in chronological order and in alphabetical order for each year.

The reference format to be followed for journal articles, text books, conference proceedings, reports
etc. are given below.
i.

Journal papers : name of the author(s), title of the paper, name of the journal, volume
number, issue number, particular pages (pp), month and year of publication.
Sample : Prasad, A.B., Kumar, C.D., Jones, E.F., and Frost, P.: Cable Television
Broadband Architectures, IEEE Comm. Magazine, vol. 39, pp. 134-141, June
1991.

ii.

Conference papers : name of author(s), title of the paper, name of the conference, place in
which the conference was held and date, month and year of the conference along with the
page numbers of the paper in the proceedings of the conference.
Sample : Bgfrd, M.M, Swerft A.J., Abqwesd, T.S. : A fuzzy complement edge operator, IEEE
Proceedings of the 14th Int. Conf. on Advanced Computing and Communications ADCOM
2006, Mangalore, Karnataka, India, 20-23 Dec., 2006, pp 344-348.

iii.

Books : name of the author, title of the book, name of the publisher, edition number, ),
publisher, location

and year of publication. If possible ISBN Number also can be quoted.

Sample : Jones, C.D., A.B. Smith, and E.F. Roberts, Efficient Real-Time Fine Grained
Concurrency, 2nd Ed., Ch. 3, pp. 145-7, Tata McGraw-Hill, New Delhi, 1994.
iv.

Report : authors, title, university/company, report number, year.

v.

Ph.D. or Masters Thesis : author, title, department, university, year.

4. SUGGESTIONS TO IMPROVE REPORT QUALITY

Numbers from one to nine should be spelled out. Numbers should also be spelled out when
they begin a sentence. For numbers greater than 9, use numerals.

Avoid using symbol %. Write per cent as two words.

Use of the pronoun such as "I", "We", "You", "He", "They" must be avoided.

Maintain a consistent tense in your report. Avoid flipping between past and present tense. It is
suggested to use passive voice (was done) in technical writing.

Listings of the developed computer software should be given in an Appendix. However, if the
code is longer than 300 lines, the listing should be given in a separate CD following proper
indentation and comments.

The report shall be made with reasonable good technical English, containing your own
drawings, tables, etc. However you may use available photographs, charts, tables etc. with
proper acknowledgement.

Use of spelling and grammar software is strongly recommended. Spellcheck cannot identify
correctly spelt words in the wrong context. For example, typing he in place of the may
alter the meaning of the sentence but the spellcheck will not indicate this.

The report must be complete, error free and referable. All references, figures, tables, equations,
etc. which are referenced in the text should be locatable in the report with the specified number
or reference. Conversely, all references, figures, tables, equations, etc. must be cross
referenced in the text.

Do not be too general. Avoid writing essays on historical developments.

Follow internationally accepted symbols, rules and conventions. Use the Int. system of units
(SI). If other quantities are mentioned, give their equivalent in SI units.

<THE TITLE OF THE SEMINAR REPORT SHALL LOOK

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CAPS

LIKE THIS LINE>

2 line gap

SEMINAR REPORT

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2 line gap

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Centered

Submitted in partial fulfilment of the requirement for the

Award of the Degree of
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Bachelor of Technology
In

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Italics & Centered

Civil Engineering
1 line gap

By
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<NAME>
(<Roll No>)

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Centered, ALL CAPS

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30 mm dia College
Emblem

Department Of Civil Engineering

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AL AMEEN ENGINEERING COLLEGE

Kulappully, Shornur 2
2015

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AL AMEEN ENGINEERING COLLEGE

Department Of Civil Engineering

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Italics & Centered

Certificate
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This is to certify that the seminar report titled <TITLE OF THE SEMINAR> is a bona fide record
of seminar presented by <NAME OF THE STUDENT> under my supervision and guidance, in
partial fulfillment for the award of the degree of Bachelor of Technology in Civil Engineering of the
University of Calicut for the year 2015.

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Centered

Mr/Ms/Dr. ABC

Mr/Ms/Dr. PQR

Guide

Professor and Head

Asst. Professor

Dept. of Civil Engineering

Dept. of Civil Engineering

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Place :
Date :

Provide Correct
Name (including
initials) and
Designation

Name of Faculty,
Student and Project
Title in CAPS

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Centered, ALL CAPS

ACKNOWLEDGEMENT
1 line gap

First and foremost, we wish to place on records our ardent and earnest gratitude to our project guide
Mr/Ms/Dr XYMNL, Assistant Professor, Dept. of Civil Engineering. His guidance was the leading
factor in translating our efforts to fruition. His prudent and perspective vision has shown light on our
trail to triumph.
We are extremely happy to mention a great word of gratitude to Prof. PQR, Head of the Department
of Civil Engineering for providing us with all facilities for the completion of this work.
Finally yet importantly, we would like to express our gratitude to our project coordinator Mr/Ms/Dr
XYZ for his/her valuable assistance provided during the course of the project.
We would also extend our gratefulness to all the staff members in the Department. We also thank all
our friends and wellwishers who greatly helped us in our endeavour.

<Student Name>

This is only a format.

Sentences can be changed as
per Students requirement
Similar formatting (without the
Students Name) must be used for
Abstract as well

Student and Faculty Member

names may be kept in Bold

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CONTENTS
Page No

ABSTRACT

iv
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ALL CAPS

LIST OF ABBREVIATIONS

LIST OF FIGURES

vi

LIST OF TABLES

vii

1. INTRODUCTION

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1.1

Background

1.2

Aim of The Project

1.3

Objectives

1.4

Scope of Study

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2. <TITLE OF NEXT CHAPTER>

2.1

<Section>
2.1.1

<Subsection>

.
.
5. RESULTS AND DISCUSSIONS

22

6. CONCLUSIONS AND FURTHER SCOPE OF STUDY

23

REFERENCES

24

APPENDIX 1

26

Title Page, Certificate and

Acknowledgement need not be
included in Contents. However
they are allotted page numbers in
Roman numerals