Appendix A Report Contents and Content

MONTHLY PROGRESS REPORT - Content

PREAMBLE - a cover sheet with key information on the works.

General - Period for the report, costs to date, monthly & cumulative progress of work, &
assessments of progress and forward projections of progress plus actions
required to achieve programme. Content of report with respect to quality,
safety, environmental, visits, events etc.
Description of the works - brief description of the works in terms of overall
project/scheme context, length/span, weights, volumes, areas etc plus start
date, completion date duration and contract sum.
Contractual Organisations - tabular listing of Employer, Engineer, Architect, Contractor,
others as appropriate (Nominated subcontractors, QS etc.).
1.0

EXECUTIVE SUMMARY

Highlights of the month in terms of achievements, slippage in terms of safety, progress,

quality and actions taken to correct any slippage. Include significant claims or variations.
Can be itemised for larger projects under the following headings
1. Highlights/Synopsis - brief description of the month's work
2. Work in Progress - activities in progress on site, offshore, design, fabrication
etc
3. Contract Status - in terms of overall progress against baseline/recovery
programme. Rate of progress in monthly and longer-term view and
required/promised measures to rectify. Table of planned key dates/milestones
and those achieved plus forecasted dates. Schematic cartoon showing areas of
work and progress (Progress Diagram) plus indicative photographs and
Summary Progress Chart ('S' Curve and Major activities with percentages).
Table of subcontractors etc.
4. Payment Forecast - comment on payment to date and effect on cash
flow/budget
5. Claims & Variations - Number and status (rejected, under review, accepted).
6. Quality Assurance - departures or compliance
7. Safety - accidents incidents and follow up on previous incidents. General
view on safety 'attitude' or awareness.
8. Environmental - compliance with codes/standards. Complaints and actions
taken.
2.0

PROJECT STATUS

2.1

Achievements

Actual overall progress as a percentage compared with planned. Milestones achieved or

significant events in terms of completed work or deliveries.
2.2

Works in Progress

2.2.1
2.2.2
2.2.3
2.2.4

Site Activities
Offshore Manufacture
Offshore procurement & Delivery
Design Activities

2.3

Contractual Status of Programmes

2.3.1

Works Programme - current programme and status, make-up/short term/recovery

programmes for certain elements etc.
History of Submissions - past programmes, received dates and status
(accepted/rejected/superseded).

2.3.2

2.4

Progress Assessment (CPM Analysis) - based on ? programme - to be stated

2.4.1
2.4.2
2.4.3
2.4.4
2.4.5
2.4.6
2.4.7
2.4.8

Milestones Achievement
Element of Work #1 - progress slippage, knock-on effect, overall situation
Element of Work #2 - progress slippage and knock-on effect, overall situation
Element of Work #3 - progress slippage and knock-on effect, overall situation
Critical Areas
Rates of Progress - Trends
Forecast & Required Rates of Progress
Overall Outlook

2.5

Workforce & Quantities

2.5.1
2.5.2
2.5.3

Contractor's Workforce on Site - by area and/or trade

Analysis of Workforce - actual, planned and required
Quantities Placed to Date - planned vs actual by area and type
(steel/concrete/caldding)

2.6

Issues, Actions & Status (those affecting or likely to affect the overall progress of
works)

2.6.1

Issue - issue of principal concern,e.g. concrete strength, design information, rates

of progress, labour force, offshore procurement etc.
Action - what has been done / what is being done / what needs to be done
Status - effectiveness of action taken, when action will be taken
2.6.2 Issue etc

2.7

Claims & Variations

Numerical listing of claims notified and status. Identifaction of claims by title plus time
&/or cost related. Extension(s) of time plus effect on key dates etc included as a Table
2.9

Quality assurance & Inspection

2.9.1
2.9.2
2.9.3

Documentation
Programme
Review of ITP / Procedures

2.10

Safety

2.10.1
2.10.2
2.10.3
2.10.4
2.10.5
2.10.6

Accidents & Incidents

Safety Risks - reviewed against programme
Safety Plan - updates
Meetings
Inspections
Accident statistics

2.11

Environmental Issues

2.11.1 Water - Status/Equipment/Monitoring/Compliance/Complaints

2.11.2 Air
2.11.3 Noise
2.12

Materials

2.12.1 Laboratory
2.12.2 Quality Control
2.12.3 Test Results - by Material ; Number/compliance/deviations/Action

3.0

COST STATUS

3.1

Financial Summary

3.2

Tender Total & Estimated Final Contract Sum

3.3

Variation Orders

3.3.1
3.3.2

Pending
Issued

3.4

Further contingencies & Claims

3.5

Estimated Payment Forecasts

3.6

Claims Notifications, Settlements & Resolutions

4.0
APPENDICES
Management Control Reports (Current Month Only)
4.1
4.2
4.3
4.4
4.5
4.6
4.7
4.8

Incoming Correspondence Log

Outgoing Correspondence Log
Submissions Control Log
Request For Information Log
Critical Action / Approval Log
Quality Assurance Documentation Log
Quality Assurance Surveillance Report Log
Accident Statistics

Programme Control Reports

4.9
4.10
4.11
4.12
4.13
4.14
4.15

Activities Completed This Period (w/finish variance)

Activities started This Period (w/start variance)
Planned Start Slippage Report
Planned Finish Slippage Report
Activities in Progress & 3 Month Programme
Site Activities Not Completed -Past Due
Physical Progress reports by Cost Centre

Cost Control Reports

4.16
4.17
4.18
4.19
4.20

Cost summary report by Cost Centre

Payment Obligations Forecast Report
Claims Control Log
Variation Order Log
Interim Payment Schedule Milestone Report

Short Listing Of Tenderers

CONFIDENTIAL

Item No

PROCUREMNT MEETING
DATE OF MEETING :
16 APRIL 1998

SUBJECT

SUBMITTED FOR

INFORMATION

PREPARED BY

VETTED BY

CONTRACT xxxx
TITLE

MALCOLM PEART
TENDER CO-ORDINATOR (contact)

NAME
APPOINTMENT TITLE & CONTACT

ENDORSED BY

NAME
APPOINTMENT TITLE & CONTACT

DATE OF SUBMISSION

DD MONTH YYYY

SHORTLISTING OF TENDERERS
AIM
1.

The aim of this paper is to inform xx that aaa of the bbb prequalified tenderers for Contract xyz
have been shortlisted for detailed evaluation.
SCOPE OF CONTRACT

Contract xyz is for the construction of 3.5km of twin bored tunnels together with associated
transition structures and cut and cover tunnels, an on-line substation and two ventilation/escape
shafts together with utility diversions and canal diversion works. The contract also includes for
the co-ordination of and attendance on the System Wide Contractors including construction and
maintenance of the Staging Area.
TENDERS RECEIVED

Tenders were called on dd Month yyyy. At the tender closing date of dd month yyyy 1998 xx of
the yyy prequalified contractors submitted their bids as follows:A

$zzzzzzzzzzz

$ddddddddddd

A copy of the Schedule of tenders received is included in Appendix 1.

4

A of the contractors did not submit tenderers. B withdrew during the tendering period and C
withdrew prior to tenders being let. The A companies in question were:
aaaaa
bbbbb

withdrew prior to tender

withdrew during tender

ESTIMATED COST
5

The estimated cost of the contract based on the Clients evaluation is $.

EVALUATION

The Tender Committee comprising ABCD and the Tender Evaluation Team met on dd Month
yyyy to review the xx tenders and received the report of the Tender Evaluation Team.

A brief summary of the tenders received is given below and a summary is included in Appendix
II.
XXXXX

The tender sum for XXX is $ with a NPV of $. A number of alternatives have been proposed by
the tenderer which would result in a tender price of $ (NPV of $) if all were accepted.

The tenderers alternative offer comprises the following:

a)
b)
c)
The only alternative considered viable at this time is the ------- which results in a saving of $.

10

No conditions were imposed by this tenderer. The tenderer is in agreement with the Authoritys
interpretation of the ground conditions.

11

The tender submission is generally compliant with the clients requirements and provides all of
the items required by the Instructions to Tenderers with the exception of zzzzz. The submission
lacks detail in respect of some major technical items and details of middle management on site
and technical operatives.

12

The proposed Staging Area arrangement in respect of ground levels is unacceptable as it does
not comply with the requirements of the Contract. In terms of programme the submission is
generally compliant with the exception that some activities extend beyond Basic Structure
Completion and the commencement of tunnelling is later than anticipated by the Authority.
YYYYY

13

The tender sum for

14

No conditions.

15

The tender submission does not fully comply with the Instructions to Tenderers. The submission
lacks information on and to a great extent does not comply with the requirements of the Tender.
This will have to be corrected during detailed evaluation.

16

The tenderers programme is brief and is

CONCLUSION

42

Based upon the above analysis the following two lowest tenderers have been shortlisted for
further evaluation:
a)
b)

AAA
BBB

Accident Investigation Aide Memoire

(What, Why, When, How Where, Who)
Incident undesired event that could have resulted in personal harm, property damage
or loss (near miss).
Accident undesired event that results in physical harm to a person or damage to property.

Facts
What happened (who was
affected)
Where did it happen

Interpretation
Why did it happen

Recommendations
How will it be rectified & How
will it be prevented
Who will implement
changes/improvements

When did it happen

Immediate to 24 hours.
Factual Report
Location, date & time
Names of all parties involved.
Names of victims & how affected.
Description of damage
Description of incident/accident +
sketches/images.
Description of events immediately prior to
incident/accident.
Following Investigation
Findings Report
Determine contributory factors & root
causes of incident/accident.
Develop recommendations to prevent
recurrence and list actions required with
identified parties & target dates
Discuss findings with personnel involved
in incident/accident and those on the site at
the time.
Follow Up & Close Out
Ascertain if actions have been taken and
further recommendations as required.
Possible Issues to be addressed.
Braking performance
Supervision (experience)
Loads
Safety equipment fitted
Train configuration & planned
Adequacy of alarms/warnings
configuration.
State of track
Signaling procedure.
Speed
Diary of events
Location of personnel
Tool box talks
Training/experience of personnel
Environment (ventilation,
noise, temperature, gas)
Maintenance records & daily
Safety precautions (chains,
checks.
chocks, clips, buffers, gates,
auto stop).
Calculations for equipment
Speedometer on truck/loco.
including load, braking, stopping
distances.
Visibility
Risk assessments for runaway
(loco ops), segment handling.

Workers (drugs, alcohol)

Negligence/Attitude of workers
Housekeeping
Escape routes / hop ups.
Training records
Driver/operator certification.
Weather
Procedures, Knowledge of
procedures, relevant risk
assessments.
Equipment breakdowns,
availability, malfunctions.

Incident Investigation Aide Memoire Ground Loss, Settlement, Movement

(What, Why, When, How Where, Who)
Incident undesired event that could have resulted in personal harm, property damage
or loss (near miss).
Accident undesired event that results in physical harm to a person or damage to property.

What happened (and any effects)

Interpretation
Why did it happen

When did it happen

How did it happen

Facts

Recommendations
How will it be rectified & How
will it be prevented
Who will implement
changes/improvements/repairs.

Where did it happen

Factual data.
Location, date & time
Description of damage
Depth of tunnel/excavation
Extent of settlement/damage
Excavation history
TBM history
Findings / Conclusions
Determine reasons for settlement

Chainage, Road, Building

Extent & magnitude. Photograph,
Depth to crown of tunnel, relative locations. Geology
Time/distance plot of settlement/TBM location. Contours.
Volume loss & K factor.
D-wall panels, strutting loads/sequence
Face pressures, grout volume, muck volume, stoppages,
thrust, torque, screw speed, additives in graphical format.
Over-excavation, face pressure loss, lack of grouting.
Loss of trench stability, late strut installation, overload of
strut. Incorrect excavation sequencing.
Changes to method, sequencing, design.

Develop recommendations to prevent

recurrence and list actions required with
identified parties & target dates
Discuss findings with personnel involved
Check accuracy of daily/construction records.
in incident/accident and those on the site at
the time.
Audit, Management Review.
Follow Up & Close Out
Ascertain if actions have been taken and
further recommendations as required.
Possible Issues to be addressed.
Training/experience of personnel
Diary of events
Supervision (experience)
Maintenance records & daily
Negligence/Attitude of
Procedures, Knowledge of
checks.
workers Equipment
procedures, relevant risk
breakdowns, availability,
assessments.
malfunctions.
Management briefing in difficult
Reviews of data (face
Risk assessments for TBM driving
areas
pressure & actual settlement)
and damage.
Pre-existing Damage
Other activity in area
Adequacy of ground
treatment/design.

Appendix B - Check List for Authors

The following checks should be made during the report writing process and must be
carried out prior to submitting the report for review, compilation or checking. The list is
comprehensive but not exhaustive.
Does the Title Page indicate the
title of the paper and any authors (if allowed/required)?
Does the Table of Contents contain
correct headings of each section or chapter
list of tables with correct reference/title
list of figures with correct reference/title
list of appendices
Does the Abstract/Summary
contain information that is not covered in the text (it should not)
cover the subject adequately
Does the Main Text
have a carefully designed structure
have all pages numbered
have all sections titled and numbered
have consistent headings and subheadings indicated
have headings and subheadings matching the table of contents
contain all due acknowledgements
Are all Tables

necessary
numbered consecutively
captioned in sufficient detail
consistent in presentation
correctly referred to in the text
checked for accuracy
labelled with units of measurement
designed to fit the text format (or included at the end)
correctly listed in the table of contents

Are all Figures

necessary
checked for spelling
checked for legends and correct use of symbols
numbered consecutively
captioned in sufficient detail
consistent in presentation with scale and axes as required

correctly referred to in the text

checked for accuracy
designed to fit the text format (or included at the end)
correctly listed in the table of contents

Are all Appendices

necessary
correctly titled
consecutively numbered/lettered
paginated
correctly referred to in the text
correctly listed in the table of contents
Does the List of References
contain all references cited in the text
have each reference correctly specified
have all references been seen (they should be avaialble)
Is the report produced to the required format with respect to format, font, spacing,
numbering, word processor requirements etc.

Appendix C - Checklist for Referees

When reviewing or refereeing a report the anagram CRAP should be kept in mind. A
good report should comply with CRAP but its content should be far from it. CRAP stands
for:
Content, Relevance, Analyses and Presentation
Overview
1.
2.
3.
4.
5.
6.
7.
8.

Is the subject presented logically?

Have any pertinent points been missed?
Does each sentence say what it means to say?
Can anything be omitted without losing effect or coherence?
Should anything be added to ensure coherence?
Can the work be shortened? If so, how?
Is the title suitable? Can it be improved?
Are the tables and figures clear and unambiguous? Are they all necessary?
Do they contribute to the text?
9. Do the abstract, summary and conclusions express the content suitably?
10. Is the work appropriate to the intended readership?
11. Is the scope of the work met/
12. Are all references that are quoted included in the section on references?
Organisation

Is it well organized
Are terms of reference/scope clearly stated
Is it logically developed
Are the conclusions sound
Are the recommendations convincing

Content

Is the content of the report adequate

Is it complete, correct and clear
Is the emphasis placed at appropriate points

Is it well laid out

Are the visual aids adequate
Does the general layout assist the reader in following the argument

Is the style of the required standard

Is the meaning precise
Are the sentences well constructed
Are the grammar and syntax correct

Form

Style

Details of presentation
Does the contents page show:
Correct headings and captions
A list of appendices
A list of tables, figures, drawings and illustrations
Does the main text:
Have the status of each heading matching that shown on the contents page
Acknowledge information taken from elsewhere
Contain material that would be better placed in an appendix
Does the reference list
Show the references correctly so that each may be found by the reader
Show the date of issue of the publication
Contain all the works cited in the text including those on figures, tables and
appendices
Are the figures
Referred to in the text
Acknowledged if some or all of the information is taken from elsewhere
Oriented by a north point or some other means
Located by a town, street, grid liens etc.
Given a scale
Self explanatory
Captioned in sufficient detail
Placed after their mention in the text or included at end of report.
Are the tables
Referred to in the text
Captioned adequately
Placed after their mention in the text or included at end of report.
Do photographs
Have a scale
Have a top indicated
Have a caption indicating where it was taken, direction of view,
description of principal point of interest.
Are the appendices
Referred to in the text
Captioned adequately
Have all technical terms been adequately defined
Is there a need for a glossary of terms, abbreviations, symbols

Are all cross references accurate and relevant?

Have quotations from other works
Been checked for accuracy in spelling, punctuation, capitalisation and
word order
Been correctly acknowledged and page number identified
Are all localities and names spelled correctly in text, figures and tables.

Appendix E - Style and Word Usage

Adverbs
Adverbs of time sometimes, often and frequently relate to time rather than place.
There are frequent cracks in the concrete beam should use the phrase many cracks or
cracks at 5cm to 15cm throughout the concrete beam.
Partly and partially partially may be defined as with fondness rather than part of.
Quite means wholly or completely but is often used, incorrectly, to mean very or
rather
While is an adverb of time but is often used as a conjunction instead of and, but,
though and whereas.
Adjectives
Adjectives are often misused and should not exceed their purpose, e.g. very, excellent
and extremely are often exceed their purpose. Emotive adjectives should be avoided in
technical writing as they can be construed as matters of opinion rather than fact..
Alternative implies a choice but is often misused for other, new, fresh or revised
and should not be confused with alternate, meaning every other.
Approximate(ly) means very close(ly) and should not be used to mean about or
roughly.
Further, farther further implies time whereas farther implies distance.
Just is used as a rough indication of distance and efforts to give actual distances should
be given.
Due is an adjective and is commonly misused for the participle owing as in due
(owing is correct) to heavy rain the cliff collapsed. Due means due date or due
time.
Double negatives - In spoken English double negatives are used but in the written word
they should be avoided. Two negatives make a positive and the statement I did not do
nothing which is intended to mean I did not do anything is incorrect. The use of the
phrase It is not uncommon means It is common but implies that it is usual, most of the
time or under normal circumstances. Whilst double negatives (when used correctly) are
sometimes acceptable in speech or less formal writing they should be avoided in reports.
Similarly question asked in a negative sense such as Havent you done that? (Have you
not done that can prompt replies of No or Yes. No can mean I have done it
(correct) or, incorrectly No, I have not done it while Yes can mean Yes. I havent

done it (correct) Yes, I have done it. If seems confusing it is. So the rule is do not
use double negatives.
Everyday is an adjective describing an activity or event that takes place every day or is
routine or normal.

Former and latter are often used but the reader can be confused. It is better to repeat
words, particularly if the reader has to refer back through the text. Former and latter
should not be used if here are more than two nouns to which former and latter can refer.
Important is generally misused unless it accompanies a term showing why or how the
thing is important, e.g. commercially important. Words such as abundant or
conspicuous or tall can replace important.
Get or got or gotten have many meanings including obtain, procure, earn, achieve,
attain but is often used as a catchall. The English language has many alternative verbs
and more precise words than get.
Limited should be used in the sense of restricted and not as a synonym for small.
Use few instead of a limited number of and not useful instead of of limited use.
One is often used unnecessarily in sentences such as the problem is (a) difficult (one).
Practical/practicable practical means useful in practice whereas practicable means
feasible or able to be done but both may be appropriate on occasion.
Significant has a precise meaning of important or revealing and should not be used
as a synonym for considerable or large when describing numbers or quantities.
Located, Situated and present are often superfluous as in the site is (located, situated)
2km from the road and the people (present) in the office.
Unique is sometimes used to mean exceptional. Unique means having no equal and as
such a thing cannot be rather unique.
Various means different or diverse but is used to mean many or several.
Conjunctions
Conjunctions join words, clauses or phrases. Sentences may be started with and or
but if it is felt by the author that such conjunctions reinforce what is being said or
emphasizes objections.

Since should be restricted to its primary meaning of a sequence of time (e.g. since the
start of the project) and writers should use because or as (the other meanings of
since) to prevent momentary ambiguity by the reader.
Nouns
Case or instance are often superfluous such as in some cases the roads head
eastwards.
Character, nature, conditions, purposes are sometimes used where they only contribute
to waffle such as:
the surface is (of an) uneven (character/nature). With proper drainage
(conditions), the land could be used for farming (purposes).
Data is the plural of datum. It is common to use the data is but the correct usage is
the data are.
Effect is something brought about by a cause, a result. The government's action had no
effect on the trade imbalance. Affect is a verb as in Inflation affects the buying power of
the dollar.
Horizon -has no thickness but is often used to describe geological units with a thickness
such as beds or stratum.
Majority or major in the context of the majority of or the major part of should not be
used when most would meet the need.
Phrases
Etc. when used after phrases such as for example, such as, including, and for
instance etc. is superfluous and improper.
Prepositions
Be wary of stringing prepositions together: up to is acceptable; of up to is not
acceptable; and of about up to is illiterate.
Many compound prepositions are clichs and should not be used in writing unless there is
no simpler preposition available. Examples of compound prepositions are: as regards, as
to, in connection with, in regard to, in relation to, in the case of, prior to, relative to, with
reference to, with regard to. Many of the latter may be replaced with a single preposition
such as in relation to may be replaced by for, over or with.
With is commonly misused for and.

Never end a sentence with a preposition such as with, unless you have not anything else
with which to end it. Of course the rule is not written in tablets of stone as was
demonstrated by Winston Churchill when he allegedly corrected himself after breaking
the rule and said This is the sort of thing-up with which I will not put which, although
grammatically correct loses meaning.
Pronouns
Pronouns are used to keep sentences brief and avoid repetitions of nouns but care should
be taken as they (pronouns) are easy to misuse and misuse of them (pronouns) can lead to
a misunderstanding of a sentence or report.
The first sentence in a discrete section of a report should be complete and not rely on a
heading or a previous section. It this and those should not be used alone as it can
confuse the reader and requires the reader to interpret the written word. Which must
also be used carefully.
It is often used to anticipate the subject and can cause confusion. Avoid commencing a
section or sentence with it be specific.
The use of it at the start of a sentence can leave the reader momentarily confused if the
noun to which it refers is at the end of the sentence. For example it is not practicable,
in view of its size, to provide a bibliography would be easier to understand if the
following were written a bibliography is not practicable as there are too many
references.

That and which. That is the defining or restrictive pronoun while which is nondefining, non-restrictive or commenting. A defining clause is not placed between
commas whereas a non-defining clause is placed between commas. That is an awkward
word because it is three parts of speech; a conjunction, a relative pronoun and a
demonstrative pronoun, as in I think that the drawing that we need is that one.
Whose -can refer to things as well as persons.
Verbs
There are many problems associated with the use of verbs and some of the commonest
problems are listed in this section
To be. The verb to be is best used to indicate existence or position. If it is used as a
principle verb it can make sentences feeble as in, the strongest winds are (blow) from the
north. The verb to be in forms such as is it was and there are are often used at
the start of sentences but such a form can multiply words or place the subject of the
sentence in an inferior position.

To occur means to exist, to be present or to be found. Occur is often used in

place of more applicable verbs such as trees occur (grow) in the valley. Efforts should
be made to use the appropriate, definitive verb.
Pomposity. The pompous writer uses expensive verbs. He does not go somewhere, he
proceeds: he never does anything, he conducts it or carries it out; he never starts
something, he commences or initiates it; he never ends something; he terminates it or
uses the passive tense and causes nit to be terminated.
Animate/inanimate. Some writers ascribe human qualities to inanimate things such as
the rock mass suffered deformation rather than the rock mass was deformed or
underwent deformation.
Range, vary are not synonyms. Range is used to express gradations in space, as in the
thickness ranges from 200mm to 500mm or, less commonly, time. Vary is used to
indicate fluctuations in time as in the river flow varies with the seasons.
Singular and plural verbs. The general rule is that if the subject is treated as a single unit
then the singular is used as in, 100 cubic metres of concrete was placed or 15 concrete
trucks were used.
Split infinitive in which to is separated from the verb to which it relates by an adverb
or other word should be avoided although, in some cases a split infinitive reads better, as
in to boldly go.
Develop is sometimes used to mean build , or mine (gold etc.) rather than seeking
the apt verb.
Following is not a preposition but is sometimes used for after as in following (after)
the rain there region was flooded

Appendix D - Referencing
Newspapers - use the newspaper name with the omitted and the date (Times, 24 Feb.
2003). If the author is known then the author-date should be used.
Personal Communication an entry in the List of References is not required but the
reference should be included within the text as in (Strange, A. 1996, pers.comm. 23
March)
Anonymous Works if the author is not known then the title of the article in italics
should be included as in (The Internet as a Reference Source, 1999).
Unavailable Publication Date if the date is unknown then n.d (no date) may be used
or c (circa) if an approximate date can be ascertained.
Organisations often there may be no specific author but the sponsoring organisation
may be available, this is particularly true of government or governing body publications.
Books the following general format should be used: <author surname>, <author
initials> <year of publication>, <title of publication>, volume number if applicable>,
<edition if applicable>, editor, reviser, compiler or translator if other than author>,
<publisher>, <place of publication>, <pages if applicable>. For example:
Gilbreath R.D., 1986, Winning at Project Management What Works, What Fails
and Why, Wiley, New York in Cleland D.I., 1999, Project Management
Strategic Design & Implementation, McGraw-Hill, Singapore, pp308 313.
Ong A.C.L., Kong S.P., Lim C.K., Tiwari R.S., Kwong A.K.S. & Quah A.T.M.,
2000, Your guide to e-commerce Law in Singapore, Drew & Napier, Singapore.
Journals and Proceedings the same format for book references is required except
that the title of the article is shown in single quotes as follows:
Larson, E.W. & Gobeli D.H. 1987, Matrix management: Contradictions and
insights, California Management Review, vol XXXIX, no4, Summer, pp 126138.
Menon, A.P.G. & Chin K.K, 1998, The Making of Singapore's Electronic Road
Pricing System, Proceedings of the International Conference on Transportation
into the Next Millenium, Nanyang Technological University, Singapore, 9-11 Sept
1998, pp.35-42
Electronic references in order to reference electronic articles the same format as for
books should be used with the following exceptions:

CD-ROM books should include [CD-ROM] after the title of the book
together with the accession number of the article.


Internet sites should include [online] after the title and the address of the
web site and the date accessed.
An example of a reference to an electronic article is shown below:
Clinton, W.J. & Gore A. 1996, Framework for Global Electronic Commerce,
http://library.findlaw.com/scipts/getfile.pl?file=/federal/ftc/ftc000187.html
[Accessed 23 September 2000]
Personal e-mail messages should be referenced as <Sender> <(senders e-mail address)>,
<date message was sent>, <Subject of message>,<e-mail to name of
recipient>,<recipients e-mail address>.

Appendix F - Punctuation
Full Stop
The full stop, or period, is required at the end of sentences and constitute an opportunity
to take a full breath after having made a point. Sentences must convey meaning and not
create ambiguity and, to this end should not be too short nor teutonically lengthy. Full
stops are also used after abbreviations with the following exceptions:

When the last letter forms part of the abbreviation, Mr, Dr (but Prof.).

After symbols or abbreviations of units of measurement, Fe, Cu, pH, kHz,

m.

After certain countries or states, USA, UAE, UK.

Well-known organisations, UN, IBM, UNESCO.

Full stops are not used after headings, unless they are used in running text, or table
headings, but are used at the end of figure captions.
Colon
A colon is deemed by some writers to be less than a full stop and more than a semicolon;
in effect a three-quarter breath. In general the colon is used in the following manner:

Preceding a listing of items

Preceding an explanation or elaboration
In ratios at a scale of 1:10,000

Semicolon
The semicolon marks a break of intermediate strength between a comma and a full stop;
in effect a half breath. Some specific uses of semicolons are as follows:

to separate clauses or phrases that already include commas.

before the following words: also, moreover, therefore, however, so, so

that, consequently, that is, e.g., namely.

in a form of reference within the text.

Comma
Commas are used within sentences to separate phrases and clauses that form the sentence
to provide meaning or for clarity; in effect quarter breaths. The use commas is generally
a matter of common sense but thee are some generally recognised conventions that
should be followed:

a comma is used before the final and and or in any listing. A classic
example is the Bishops of Winchester, Salisbury, Bristol and(,) Bath and Wells

which implies that, without some clerical insight, that there could be three or five
bishops rather than the correct number of four.

a comma is used between adjectives preceding a noun but there is no

comma between the final adjective and its noun. In lengthy descriptions commas
are only necessary between adjectives that relate to the same attribute

commas are used to emphasise an adverb or adverbial phrase, The words

therefore, however, perhaps, of course, in this instance such as, etc. often have
commas after them when they occur at the beginning of a sentence, or between
commas when they occur in mid-sentence.

pairs of commas are also an alternative form for information in

parentheses. (Mr X, the Minister of Information, addressed the audience and)

when clauses are descriptive or commenting on an observation. (He

visited the site, which was outside of London, He visited the site just outside of
London).

use commas before conjubctions, particularly disruptive conjunctions such

as but and yet unless a stronger form of punctuation is used (full stop, colon,
semicolon).

as a reference within text, e.g. West, 1997.

commas should not be used with dates, except the day Thursday, 30 June
1997.
Commas may or may not be used within numbers and is dependent on a preferred or
prescribed style. (e.g 23,000 or 23 000)
Hyphens
A hyphen is a dash but without any space on either side. The use of hyphens is
generally inconsistent but it is possible to indicate where they are used and where they
are sometimes used.
Hyphens are used for

colour combinations

coining numbers, quantities and fractions

avoiding ambiguity such as little-known locality, which means a

locality that is not known well as opposed to a little locality that is known. Coordinated can mean to assign geographic co-ordinates rather than place in order
or bring into harmony, hence no hyphen should be used.

aord divisions at the end of lines in typescript to be avoided wherever

possible

compound adjectives made up of noun, adjective or adverb, and a present

or past participle if they precede the noun they describe such as northeasttrending road rather than a road trending northeastwards.

compounds with well or ill when they precede the nouns they qualify
such as well-developed and ill-defined.


compounds qualifiers such as high-level meeting, four-wheel-drive
vehicle, hard-and-fat rule, and run-of-the-mill value.
Where possible the hyphen should not be used
Dash
The dash is usually used in pairs for a parenthesis, that is, a grammatically inessential
part of a sentence. In such sentences the sense remains intact if the material in
parenthesis is removed.
The dash is also used to clarify or explain, usually at the end of a sentence such as the
void ratio of the material is 0.35 a typical value in such an environment. The dash is
also used to mark abrupt change in a description but where the topic remains related and
in pulling together long sentences such as geotechnical, civil, electrical and mechanical
engineering and architecture all are necessary in the design and construction of a
railway station.
Where possible the dash should not be used.
Apostrophe
The apostrophe is used where letters or numerals are missing or to indicate possession if
used with nouns, not pronouns. Thus apostrophes may be used as follows:

the buildings faade or its faade means the faade of the buiding.
Note that its means it is whereas its is possession by it.

the worlds largest means the largest in the world.

The States lands means the lands belonging to the States, note the
apostrophe after States as States is plural - Statess is incorrect.
Apostrophes are used to indicate missing numbers as in, the 14-18 war, or the 66
world cup. Missing letters such as cant for cannot and couldnt for could not.
It is preferred that apostrophes are not used and full descriptions are used.
Solidus
Solidus, or virgule or slash is used to indicate alternatives such as yes/no, some
abbreviations (km/h), and fractions or ratios in mathematical expressions. The solidus
can also be used to in place of a hyphen to avoid ambiguity the Nepal/Punjab area
Nepal-Punjab could imply a distinct region (the latter) rather than an adjoining areas (the
former).

Quotation Marks
Quotation marks are used to indicate direct quotes from other authors or the spoken word.
Such quotes can be paraphrased so that the original meaning is not lost but should still be
referenced within the text to avoid plagiarism. Specific quotations should only be used if
felt to be absolutely necessary.
Single quotation marks () should be used rather double () quotes unless there is a
quotation within a quotation. For lengthy quotes the quotation marks should be at the
beginning of the quoted passage, the end of the overall quoted passage and at the
beginning of each paragraph.
Quotation marks are also used to identify words or clauses used within the text to identify
specific word to which the author is referring or emphasise that the word used may be not
be used in its strictest sense.
Brackets (or parentheses)
Brackets are used as an aside, as a clarification or explanation. The text in brackets may
be omitted form a sentence, or the entire text, without loss of grammatical meaning or
sense. Examples of usage are as follows:

explanation - Each pair is called a varve (Swedish, varv, a periodic

repetition) and sediments characterised by this annual banding are said to be
varved

elaboration the strength of eth clay is 20 to 30 kPa (very soft)

alternative (or parentheses)

sub headings (1), (2), (etc)

referencing other work or sections (Smith, 1999), (see Figure 3)

geographical co-ordinates
Brackets can occur within brackets as can other punctuation. If a complete sentence is
within brackets then the full stop is included within the brackets. If a sentence includes a
sentence with brackets at the end of the sentence then a full stop must also be placed at
the end of the sentence containing the parentheses.
Dots
Dots are used to represent intentional omissions from quotations. In such instances three
dots are adequate and the reduced quotation must remain intelligible and be in context.
Italics
Words are italicized for Latin names, foreign expressions, some references to journals
and to emphasise certain words or clauses.

Ellipsis () - It is used to show where words have been missed out when writing what a
person said. It can also be used to show that there is more to be said but the person
stopped at that point.
For example:
... one day all Americans will live peacefully throughout the world ... they will be
at peace with all other world inhabitants ...
So much more could be said ..
What are the fourteen punctuation marks in English grammar? They are the
period, question mark, exclamation point, comma, semicolon, colon, dash, hyphen,
parentheses, brackets, braces, apostrophe, quotation marks, and ellipses.
Sentence Endings
Three of the fourteen punctuation marks are appropriate for use as sentence endings.
They are the period, question mark, and exclamation point.
The period (.) is, according to yourDictionary.com, placed at the end of declarative
sentences and other statements thought to be complete, and after many abbreviations.
For example:
As a sentence ender: Jane and Jack went to the market .
After an abbreviation: Her Mar . birthday came and went.
Use a question mark (?) to indicate a direct question when placed at the end of a sentence.
For example: When did Jane leave for the market ?
The exclamation point/mark (!) is used when a person wants to express a sudden outcry
or add emphasis.
1.
2.

Within dialogue: Holy cow! screamed Jane.

To emphasize a point: My mother-in-law's rants make me furious !

The Comma, Semicolon and Colon

The comma, semicolon and colon are often misused because they all can indicate a pause
in a series.
According to yourDictionary.com, the comma is a punctuation mark (,) used to indicate
a separation of ideas or elements within the structure of a sentence. Additionally, it is
used in letter writing after the salutation and closing.
Separating elements within sentences: Suzi wanted the black , green , and blue shoes.
Letter Salutations: Dear Uncle John ,

 Separation of two complete sentences: We went to the movies , and we went to the
beach.
According to yourDictionary.com, the semicolon (;) is used to connect independent
clauses and indicating a closer relationship between the clauses than a period does. For
example: John was hurt ; he knew she only said it to upset him.
A colon (:) has two main uses. The first is after a word introducing a quotation, an
explanation, an example, or a series and often after the salutation of a business letter,
according to yourDictionary.com. The second is within time expressions. Colons have
been used throughout this article to indicate examples. Within time, it is used to separate
out the hour and minute: 12 : 15 p.m.
The Dash and the Hyphen
Two kinds of dashes are used throughout written communications. They are the endash
and the emdash. According to yourDictionary.com, an endash is A symbol (-) used in
writing or printing to connect continuing or inclusive numbers or to connect elements of a
compound adjective when either of the elements is an open compound, as 1880 - 1945 or
Princeton - New York trains.
However, the emdash has more complicated grammatical use. The symbol of is used to
indicate a break in thought or sentence structure, to introduce a phrase added for
emphasis, definition, or explanation, or to separate two clauses, according to
yourDictionary.com. Use it in the following manner: We only wanted to get two birds but
the clerk talked us into four pregnant parakeets.
A hyphen (- ) is the same symbol as the endash. However, it has slightly different usage
rules. Use a hyphen between the parts of a compound word or name or between the
syllables of a word, especially when divided at the end of a line of text. Examples of this
in use include:
Between a compound name: Mrs. Smith - Reynolds
Within a compound word: back - to - back
Between syllables of a word when text is on divided:
The thought ful girl brought cookies to her ailing neighbor.
Brackets, Braces, and Parentheses
Brackets, braces, and parentheses are symbols used to contain words that are a further
explanation or are considered a group.

Parentheses (()) are curved notations used to contain further thoughts or qualifying
remarks, according to yourDictionary. However, parentheses can be replaced by commas
without changing the meaning in most cases. For example: John and Jane ( who were
actually half brother and sister ) both have red hair.
Brackets are the squared off notations ([]) used for technical explanations. For example,
yourDictionary.com uses them when you look up word definitions. At the bottom of each
definition page, brackets surround a technical description of where the word originated.
According to yourDictionary.com, braces ({}) are used to contain two or more lines of
text or listed items to show that they are considered as a unit. They are not
commonplace in most writing, but can be seen in computer programming to show what
should be contained within the same lines.
Apostrophe, Quotation Marks, and Ellipses
The final three punctuation forms in English grammar are the apostrophe, quotation
marks, and ellipses. Unlike previously mentioned grammatical marks, they are not related
to one another in any form.
An apostrophe (') is used to used to indicate the omission of a letter or letters from a
word, the possessive case, or the plurals of numbers, letters, and abbreviations.
Examples of the apostrophe in use include:
Omission of letters from a word: An issue of nat ' l importance.
Possesive case: Sara ' s dog bites.
Plural for numbers: Sixteen people were born on dates with 7 ' s in them.
The yourDictionary website defines quotations marks ( ) as Either of a pair of
punctuation marks used primarily to mark the beginning and end of a passage attributed
to another and repeated word for word, but also to indicate meanings or glosses and to
indicate the unusual or dubious status of a word. For example, whenever this article has
copied direct definitions from yourDictionary, quotation marks have been placed around
the item. Single quotation (') are used most frequently for quotes within quotes.
The ellipses is generally represented by three periods (. . . ) although it is occasionally
demonstrated with three asterisks (***). The ellipses should be used in writing or
printing to indicate an omission, especially of letters or words. Ellipses are frequently
used within quotations to jump from one phrase to another, omitting unnecessary words
that do not interfere with the meaning. Students writing research papers or newspapers
quoting parts of speeches will often employ ellipses to avoid copying lengthy text that is
not needed.

Appendix G - Abbreviations

A
alternating current
ampere
B
biochemical oxygen
demand

ac
A

H
hectare
hertz
high frequency

BOD

C
centimetre
circuit breaker
cubic centimetre
cubic metre per second
cubic millimetre

cm
CB
cm3
m3/s
mm3

D
day
decibel
decibel Active
degree Celsius
degree fahrenheit
degree (plane angle)
diameter
direct current
dissolved oxygen
double pole

D
DB
DBA
C
F

Dia
Dc
DO
Dp

E
extra high voltage
extremely high frequency
extremely low frequency

EHV
EHF
ELF

F
frequency modulation

FM

G
gallon
gallons per day
gallons per hour

Gal
gal/d
gal/h

ha
Hz
HF

kelvin
kilo (prefix)
kilogram
kilogram per cubic metre
kilogram per second
kilogram per square metre
kilohertz
kilometre
kilometre per hour
kilometre per second
kilonewton
kilovolt
kilovolt ampere
kilowatt

K
k
kg
kg/m3
kg/s
kg/m2
kHz
km
km/h
km/s
kN
kV
KV A
KW

L
litre per second
low voltage
lumen
lux

l/s
LV
Lm
Lx

gallons per minute

gallons per second
gram
gram-molecule

gal/m
gal/s
G
Mole

M
mega (prefix)
megabytes
megahertz
megavolt
megavolt ampere
megavar
megalitre
megawatt
metre
metre per second
micro (prefix)
microampere
microsecond
microvolt
milliampere
milligram
millilitre
millimetre
million gallons per day
millivolt

M
Mb
MHz
MV
MV A
Mvar
Ml
MW
M
m/s

A
s
V
MA
Mg
Ml
Mm
Mgal/d
MV

milliwatt

MW

N
Newton
not applicable

N
Na

P
polyvinyl chloride
potential of hydrogen
Pulverised fuel ash

PVC
PH
PFA

R
Reference

Ref

S
Square centimetre
Square kilometre
Square metre
Square metre per second
Square millimetre

cm2
km2
m2
m2/s
mm2

T
Tonnes per day (metric)

t/d

U
Ultra high frequency
Unplasticised polyvinyl
chloride
V
var
Very high frequency
Very low frequency
Volt
Voltampere

UHF
PVC-U

var
VHF
VLF
V
VA