Technical 

Report Writing

Prepared by: Sima Rishmawi

What is a Technical 
Report?
Technical Report:

– A document that describes the process, progress,

or results of a technical or scientific research, in
addition to recommendations and conclusions of
the research.
– It can be used to describe the current state of a
technical or scientific research problem.
Rules

– The reader is the most important person.

– Keep the report as short as possible.
– No emotions or personal opinions allowed.
– Accurate referencing and citation.
– Accurate scientific information and facts.
– It should be checked for typing or grammatical errors.
General Appearance
General Appearance
– Use A4 white paper.
– Cover is also printed on A4 white
paper. (cardboard).
– Use a transparent A4 cover for
protection.
– Assemble the report using spiral
binding.
– Appearance should be professional
and consistent.
- Text should not wrap around figures
and tables.
- Tables and Figures – Large and close
to where they are first mentioned.
- All text should be black – Colors are
allowed in figures, tables, and
appendices.
- All figures and images should be of
high quality.
Report Template
Writing the Report

– The whole report should be written using Microsoft

Word.
Spacing

– The text of the report should have a Line Spacing

of 1.5
– Footnotes, references (double space between
entries), quotations, and table and figure captions
and legends should be single-spaced.
Margins

– Right Margin is 1"

– Left Margin is 1.75“
– Top Margin is 1"
– Bottom Margin is 1.2"
Fonts

– Use the font type Times New Roman as follows:

• Names of Chapters should be written in Upper Case
letters (size 14).
• Names of Sections should be written in italics (size
14).
• Names of subsections should be written in italics
(size 12).
Abbreviations

– Abbreviations of scientific terms can be used

throughout the text, provided that their full definition
is stated the first time they appear in the text. They
should also be listed at the beginning of the report.
– Example: Computer Numerical Control (CNC)
Direct Current (DC) Motor …
Computer Programs

– All codes used for programming or generating

data on a computer should be listed in the
appendix section.
– The codes should be clear, well-commented,
taking into consideration the margins used in the
text.
Page Numbering

– Preliminary pages should be numbered using Roman Numbers: I,

II, III, …
– Chapter pages and End Pages should be numbered using Arabic
Numbers: 1, 2, 3, ...
– Page numbers should be located in the center, at the bottom of
the page, 2 cm above the lower edge of the paper.
Tables

– Every table introduced in the text should be located in the center of the page on
a separate line, taking into consideration that it does not cross the margins.
– It should be given a title and a number, which is located at the top of the table.
– The numbering system is as follows: Table 2.1 means that the table is in Chapter
2 and it is the first table to appear in Chapter 2.
– If the data provided in the table is taken from a certain reference, then it
should be mentioned at the end of the table's title as a number in square
brackets.
– If you want to mention a certain table in the text you should say for example:
The data in Table 2.3 shows that ...
Figures and Graphs

– Every figure introduced in the text should be located in the center of the page
on a separate line, taking into consideration that it does not cross the margins.
– It should be given a title and number, which is located at the bottom of the
figure.
– The numbering system is as follows: Figure 3.4 means that the fourth figure in
Chapter 3.
– If the figure includes a picture, make sure it is clear with good resolution, taking
into consideration the brightness and contrast if you will be printing the report
in black and white.
Figures and Graphs

– If the picture is not drawn by you, i.e. taken from a reference, the reference
should be mentioned at the end of the figure title as a number in square
brackets.
– If the figure includes a graph, make sure the axes are all labeled. Every axis
should be labeled with the quantity it represents and its unit. When drawing
more than one set of data on the same graph, make sure you use different line
types and/or different colors if you are printing your report in colors, and
include a legend. Use reasonable axes limits and reasonable number of data
points.
– If you want to mention a certain figure in the text you should say for example:
Figure 4.2 shows that ...
Mathematical Equations

– All the equations used in the calculations should be listed in the text where
convenient. Provide derivations in the Appendix when needed.
– Equations should be typed using the Equation Editor in Microsoft Word, you can
use the add-on "MathType" which will make dealing with equations easier.
– They should be placed to the left of the page on a separate line, and they should
be numbered as follows (3.2) at the end of the line (flushed right). This means it
is the second equation appearing in Chapter 3, for example. Equations may take
more than one line, however the number is usually flushed right on the final line
of the equation.
– If you want to mention an equation in the text you should say for example: Using
the result of (2.1) we conclude that .. By substituting (3.1) in (3.2) we get ...
Project Sections

– The project should be divided into chapters as needed.

– Every chapter can be divided into sections numbered as
follows: 1.1, 1.2 ...
– Every section can be divided into subsections numbered
as follows: 1.1.1, 1.1.2, ...
– The number of these chapters and sections depend on
the nature of the project and text.
Footnotes

– All footnotes should be single-spaced and

conform to margin and font requirements.
Language

– The whole report should be written in proper English, taking into

consideration vocabulary and grammar rules.
– Your sentences should be formal, clear, and straight to the point.
– Note that it is wrong to use abbreviations such as (info ...), and it
is not allowed to use short expressions such as (aren't, don't ...)
– You only need to provide the Abstract in both Arabic and English
Languages.
Technical and Assembly 
Drawings
– All technical and assembly drawings should be included
in the report.
– If these drawings can fit into the A4 page, then you
should scale them and print them on A4 paper.
Otherwise, if scaling will compromise clarity and details
then you can print them on A3 paper, since it can be
folded in half to the size of an A4 paper.
Report Copies

– Three printed copies should be submitted to the

department, in addition to a CD including a soft
copy of the report in .docx and .pdf formats, and
a copy of all programs and software used in the
project. The submitted copies should be final.
Report Contents
Main Divisions of the Report

1. Preliminary Pages
2. Text Pages
3. End Pages and Reference List
Preliminary Pages 
Title Page

– This page should include the following information:

1. The university's name and logo
2. Name of the faculty and the department
3. Title of the project
4. Students' names and numbers
Title Page

5. Name of the supervisor

6. Year of graduation/submission
The same margins used in the report should be
used in the title page and the information should be
arranged as shown in the Word Template.
Table of Contents (TOC)

– Here you should list the sections of the report in

order of appearance in the text, with the page
number on which the section starts.
List of Tables 

– It contains the numbers and titles of all tables in

the text, listed in order with the page number on
which each table appears.
List of Figures

– It contains the numbers and titles of all figures in

the text, listed in order with the page number on
which each figure appears.
Acknowledgement 

– In this section you can thank the people or

organizations or anyone that helped you
complete your project.
Abstract in Arabic and in English

– The abstract is a summary of the idea presented

in the project, it should not exceed one page, and
it should be written in English and Arabic, each on
a separate page.
List of Abbreviations (Optional)

– It contains all abbreviations used in the text listed

alphabetically with their full definitions.
Notations (Optional)

– This page contains all symbols used in the text. The list
should include the symbol, the quantity it represents,
and the units used to measure that quantity. Write the
units in italics inside a square bracket.
– These symbols should be listed alphabetically, English
letters first, then Greek letters.
Text Pages
General Guidelines

– Every Chapter should include an introduction to

the Chapter and a Summary of the Chapter.
– Do not use a large number of Chapters.
Chapter 1: Introduction

– Introduce your idea, state your problem, prepare the reader for
your project in general.
– 1.1 Background
– 1.2 Problem Statement
– 1.3 Thesis Scope
– 1.4 Thesis Organization
Chapter 2: Literature Review

– Discuss the history related to your problem, include any

relevant theoretical information, and state previous
works done in the area you are working on. You can also
discuss why your project is different and why did you
decide to implement it.
Chapter 3: Methodology (Design)

– This can be divided into several chapters.

– It should include mechanical, electrical and programming designs.
– You should include details of all parts: figures, technical drawings,
specifications .. and of course the selection criteria.
– When using parts or equipment that is readily bought make sure
you list the data sheets in the appendix.
– The design procedure should be systematic and clear, such that if
anyone reads your report can be able to rebuild your whole
project with all its details.
Chapter 3: Methodology (Design)

– This section should include at least:

1. Mechanical Drawing
2. Electrical Circuits Diagrams
3. Block Diagrams
4. Flow Charts
Chapter 4: Calculations

– This section should include all calculations needed for

the design and analysis of your results.
– You can include one sample of each calculation and then
list the results in tables.
– This can be included as a section in the Design Chapter(s)
Chapter 5: Prototype Manufacturing 
*(This is for the second Semester)

– This Chapter should discuss the manufacturing

procedure, materials and methods used, and
pictures of your prototype while in the making.
– You can also discuss the difficulties and problems
you faced while manufacturing the model.
Chapter 6: Results and Discussion 
*(This is for the second semester)
– Here you should discuss the results obtained.
Explain how you met your objectives.
Chapter 7: Cost Analysis *(Can be 
moved to the Second Semester)
– Discuss the costs of the various parts of your
project, was it reasonable? Can it be turned into a
commercial prototype? ...
Chapter 8: Conclusion and 
Future Work
– Summarize the problem and the solution. Discuss
if you met your objectives, what challenges and
problems you faced and then suggest some future
work to be done by following groups to improve
your research.
End Pages
References

– Whenever you use information from other

sources, whether in direct quotation or by
reference, you should state the reference used.
– Direct quotations should be written between " ",
but in either case, the reference should be
mentioned as a number in square brackets [ ].
References

– References should be listed right after the end of

the final Chapter. They should be numbered
according to their appearance in the text, and
they should follow the IEEE format.
– References you should use a variety of references
including books, papers, previous project reports,
websites ...
Referencing

– Note that all hyperlinks that will appear

automatically on Microsoft Word underlined and
in blue should be changed to black and have the
underline removed.
Appendix / Appendices (Optional)

– Appendices are optional. They are usually added to contain data

and information too lengthy for inclusion in the text. This includes
for example:
1. Detailed derivations of certain formula.
2. Lengthy data tables used in a statistical analysis.
3. Programming codes.
4. Data sheets of parts and equipment.
5. Any other information the writer feels necessary.
Appendix / Appendices (Optional)

– Appendices should be numbered Appendix A, Appendix B ..

– Appendices should meet paper and margin guidelines. Also, if any
figure or table is included in the appendices it should be labeled
and numbered and listed in the List of Figures/List of Tables.
– The material listed in the Appendices should be distinct, legible, of
professional quality, and properly referenced.
The End