How to Write a Good Report

Tomas Maul
This talk is based on slides by Khalid Al Murrani and Michel Bister

Preface

Without publication, science is dead

(Gerald Piel)

Work, finish, publish

(Michael Faraday)

Khalid Al Murrani, "How to Write a Good Report", 2008-09

Structure

Front matters

Title: What is this? Author(s) & affiliation: Who wrote this? Abstract: Summary of the work Acknowledgements: Who helped? (Table of Contents) (List of Tables) (List of Figures)
Khalid Al Murrani, "How to Write a Good Report", 2008-09 3

Structure

Body of the report

Introduction: Method: Results: Discussion: Conclusions:

What are we talking about? How did we measure? What did we measure? What does it mean? What should be remembered?

Khalid Al Murrani, "How to Write a Good Report", 2008-09

Structure

End matters

References: Appendices:

Whose work was referred to? Extra information

Khalid Al Murrani, "How to Write a Good Report", 2008-09

Title

Short Accurate Informative Include key-words

Allow search engines to find the article

No abbreviations

Khalid Al Murrani, "How to Write a Good Report", 2008-09

Abstract

Summary of work Should be self-contained (no references) 1-2 sentences for each of the 5 main parts (introduction, method, results, discussion, conclusions) then streamline High information content

Khalid Al Murrani, "How to Write a Good Report", 2008-09

Abstract

No abbreviations 200-300 words Best (re-)written last All information should be covered in the body of the report

Khalid Al Murrani, "How to Write a Good Report", 2008-09

Introduction

Usually too long Best written last (or at least rewritten). The work it requires (e.g. background reading) needs to be done first. Provides background information

Starts wide and focuses quickly

Tries to catch the interest Introduces each and every new idea, concept, symbol, abbreviation
Khalid Al Murrani, "How to Write a Good Report", 2008-09 9

Introduction

Places paper in context

Relation to other work

Defines scope and purpose of the work. What problem(s) are we trying to solve? What question(s) are we trying to answer?

Khalid Al Murrani, "How to Write a Good Report", 2008-09

10

Introduction

Shows what has been done (by others) before

= literature review Refer to main authors/works in the field (most relevant work) Refer to most recent work in the field (use Citation Index)

Khalid Al Murrani, "How to Write a Good Report", 2008-09

11

Introduction

Shows what has NOT been done before (and was done in the present work)

Shows WHY the study needed to be done Objectives

Khalid Al Murrani, "How to Write a Good Report", 2008-09

12

Method

What method(s) did we use to address our problem(s)? What method(s) did we use to answer our question(s)? Must allow evaluation of the results Must allow verification of the results (convince) Describe experimental set-up, instruments, procedures, statistical processing Describe evaluation procedure
Khalid Al Murrani, "How to Write a Good Report", 2008-09 13

Method

Mention all settings, controls, variables, processing, etc. Assume basic knowledge of the field Can include photographs and/or diagrams May include limitations, assumptions, range of validity Describe what was actually done, NOT what should have been done
Khalid Al Murrani, "How to Write a Good Report", 2008-09 14

Results

Purely objective Only facts and observations

No opinions or interpretations! Summarizes most important results of tables and figures Guides readers through tables and figures Provides clarifying information Points to anomalies in the results
Khalid Al Murrani, "How to Write a Good Report", 2008-09 15

Text

Results

Figures

Label all axes Mention all units Use same scaling for figures that need to be compared Put caption BELOW the figure Number the figures sequentially Include the figure immediately after the first reference to it in the text (unless page layout does not permit)
Khalid Al Murrani, "How to Write a Good Report", 2008-09 16

Results

Figures

Put all required info on the figure (if possible) not in caption or text Avoid crowded figures Avoid the use of color

Khalid Al Murrani, "How to Write a Good Report", 2008-09

17

Results

Tables

Label all columns Mention all units Put caption ABOVE the table Number the tables sequentially Include the table immediately after the first reference to it in the text (unless page layout does not permit)

Khalid Al Murrani, "How to Write a Good Report", 2008-09

18

Results

Use EITHER table OR figure for a particular subset of results Do not use more decimals in a number than you could measure Give an estimate of the measurement error Also include negative results

They are often the source of the major discoveries

Khalid Al Murrani, "How to Write a Good Report", 2008-09 19

Discussion

Only place where the author can and should be less objective Interpret your results. Did we solve our problem(s)? Did we answer our question(s)? Put results in perspective Major patterns Relationships, trends, generalizations Exceptions to observed patterns and generalizations
Khalid Al Murrani, "How to Write a Good Report", 2008-09

20

Discussion

Differences with published work or expected results Possible explanations for differences/ discrepancies Point out potential shortcomings Recommendations for future work Theoretical implications Possible applications Possible generalizations
Khalid Al Murrani, "How to Write a Good Report", 2008-09 21

Discussion

Opinions can be mentioned Shows what new things were learned from the experiments/data No new results? Replication. What is the relevance of the present results what did we learn? Explain, analyze, interpret, compare Mention the things that are not readily observable from the data
Khalid Al Murrani, "How to Write a Good Report", 2008-09 22

Conclusions

What do you want the reader to remember? Should be self-contained (no references) Typically 2-3 paragraphs (1 idea per paragraph)

Khalid Al Murrani, "How to Write a Good Report", 2008-09

23

Acknowledgements

Thank all who have directly contributed to the work Thank any sponsoring organizations Thank any external reviewer Do not thank relatives and friends

Khalid Al Murrani, "How to Write a Good Report", 2008-09

24

References

All statements, ideas, figures, tables of others should be referenced Cite current AND recent publications

Current: reference (seminal) papers Recent: show that you know what are the recent developments in the field (use Citation Index, e.g.: Google Scholar Cited by ).

Reference only the works that you have actually read

Khalid Al Murrani, "How to Write a Good Report", 2008-09 25

References

Should be clear enough for the reader to locate it Should contain: author name(s), title, location, date Location:

Publisher and city (for books) Journal name volume and page(s) (for articles) Conference name, date, and location, and page in the proceedings (for conference papers) Department and University (for theses) URL (for Web pages)

Follow the imposed format

Khalid Al Murrani, "How to Write a Good Report", 2008-09 26

References

Refereed journals are better than conference papers Conference papers are better than Web sites Try to avoid Web sites

They are not reviewed They are transient try to locate similar information in regular literature

Encyclopedias, textbooks, lab sheets are poor references Review articles are particularly valuable
Khalid Al Murrani, "How to Write a Good Report", 2008-09 27

Appendices

Additional material that is only meant for technical reading

E.g.: mathematical proofs, raw results, circuit diagrams,

Non-essential to comprehension Further clarify report Each appendix should contain different data/information Appendices should be referred to in the text
Khalid Al Murrani, "How to Write a Good Report", 2008-09 28

Style

Paragraph

One idea per paragraph One paragraph per idea First sentence of paragraph is main idea Rest of paragraph defines the idea Passive Avoid use of pronouns (I, we, you, )
Khalid Al Murrani, "How to Write a Good Report", 2008-09 29

Tense

Style

Numbering

Number all pages Number all headings except abstract Hierarchical numbering of headings

Avoid repetitions Use formal and impersonal language Use a consistent style

Khalid Al Murrani, "How to Write a Good Report", 2008-09

30

Style

Respect the structure Use the standard model unless there is a strong reason for not doing so

E.g. several radically different parts split up methods, results (and maybe discussion) per part Advantages of standard model
Helps structure the report Avoids forgetting essential parts Helps separate data from opinions Helps readers to do selective reading

Khalid Al Murrani, "How to Write a Good Report", 2008-09 31

Grammar

Should be impeccable

Spelling also First time a process, part or concept is introduced: a or an Subsequently use: the No article for uncountable nouns (e.g. NOT a happiness)

Articles

Use short sentences

Khalid Al Murrani, "How to Write a Good Report", 2008-09 32

General recommendations

Be as brief as possible Avoid unnecessary abbreviations Know your audience Dont repeat the things the reader knows

Dont copy the information from the lab sheets

Remove unnecessary words, sentences, paragraphs Weigh each word

Every word should be accurate, justified and useful

Khalid Al Murrani, "How to Write a Good Report", 2008-09 33

General recommendations

The main purpose is to convey information

Dont try to entertain Good presentation is less important than sound technical content Dont over-emphasize format (you are not studying to be a technical secretary) Follow the imposed format right from the beginning

Khalid Al Murrani, "How to Write a Good Report", 2008-09

34

General recommendations

Proofread and let it be proofread Follow preferably the same structure (subheadings) in methods, results and discussion parts

Khalid Al Murrani, "How to Write a Good Report", 2008-09

35

General recommendations

A good report should demonstrate comprehension, not just state facts Check visibility and readability

Khalid Al Murrani, "How to Write a Good Report", 2008-09

36

Summary

Khalid Al Murrani, "How to Write a Good Report", 2008-09

37

Bibliography
UNiM Library:

DG Riordan, SE Pauley, "Technical report writing today, Houghton Mifflin Company (Boston), 1999 R Barrass, "Scientists must write: a guide to better writing for scientists, engineers and students," Routledge (London), 2002 JW Davies, "Communication skills: a guide for engineering and applied science students," Pearson Education Asia Ltd (Singapore), 2001 JN Borowick, "Technical communication and its applications," Prentice Hall (New Jersey), 2000 DF Beer, D McMurrey, "A guide to writing as an engineer," John Wiley & Sons, Inc (New York), 1997 R Ellis, "Communication for engineers: bridge that gap," Arnold (London), 1997 S Goodlad, "Speaking technically: a handbook for scientists, engineers, and physicians on how to improve technical presentations, Imperial College Press (London), 1996 HF Wolcott, "Writing up qualitative research," 2001 JN Borowick, "How to write a lab report," 2000
Khalid Al Murrani, "How to Write a Good Report", 2008-09 38

Bibliography
Web:

CD Ingersoll, Scientific Writing, http://www.healthsystem.virginia.edu/internet/MTPCI/Introcourse04/9.Ingersoll---Scientific-Writing.ppt , 23 Nov 2004 RL Boxman, How to Write a Good Paper, http://www.isdeiv.tavrida.com/instructions.ppt, last accessed: 14 Feb 2005 K Boone, How to Write a Technical Report, http://www.kevinboone.com/howto_report.html, 8 Jul 2004 The Stucture, Format, Content, and Style of a Journal-Stye Scientific Paper, http://abacus.bates.edu/~ganderso/biology/resources/writing/HTWsections.html, 25 Sep 2003 Scientific Paper Writing, http://www.geocities.com/EnchantedForest/Palace/1170/scipprwrt.html, last accessed: 14 Feb 2005 K Kastens, S Pfirman, M Stute, et al, How to Write Your Thesis, http://www.ldeo.columbia.edu/~martins/sen_sem/thesis_org.html, last accessed: 14 Feb 2005 R Irish, Laboratory Reports, http://www.ecf.toronto.edu/~writing/handbook-lab.html, 19 Aug 2002 How to Write a Scientific Paper?, http://www.bioen.utah.edu/faculty/KWH/teach/BE4201/How_to_w.pdf, last accessed: 14 Feb 2005 How to Write a Laboratory Report, http://www.mhhe.com/biosci/genbio/maderinquiry/supp/moorech5.html, last accessed: 14 Feb 2005 G Dillard, The Scientific Paper, http://bioweb.wku.edu/courses/Biol398/Paper/paperText.html, last accessed: 14 Feb 2005 M Longan, How to Write a Research Report and Give a Presentation, http://www.valpo.edu/geomet/geo/courses/geo361/presenting.html, last accessed: 14 Feb 2005

Khalid Al Murrani, "How to Write a Good Report", 2008-09

39