ME 195 A How to Write a Professional Technical Report Dr. Raghu Agarwal ME 195A Presentation: How to Write a Professional Technical Report 1

Contents Overview The Report and its Basic Structure Miscellaneous ME 195A Presentation: How to Write a Professional Technical Report 2

Overview What is the purpose of writing a technical report? To communicate information gained in the process of completing a project, which follows a logical sequence Should it be written in first person, second person or third person narrative? Always use a third person narrative ME 195A Presentation: How to Write a Professional Technical Report 3

The Report & Its Structure Organized in the following sequence: 1.Title Page 2.Executive Summary/Abstract 3.Introduction 4.Theory 5.Design 6.Sample Calculations 7.Results and Discussion 8.Conclusions 9.Appendices ME 195A Presentation: How to Write a Professional Technical Report 4

1. Title Page Title Page: Includes Project Title Authors’ Name Course name, number, and section Instructor’s name Date University and department affiliation ME 195A Presentation: How to Write a Professional Technical Report 5

Title Page (continued) Project Title: The Project title should be short, meaningful, and indicative of the project contents Good Title: Design of a Hydraulic jack Bad Titles: The lifter Car Assist Magic Jack ME 195A Presentation: How to Write a Professional Technical Report 6

2. Executive Summary/Abstract Include either an Executive summary or an Abstract (check with your professor for the preference) Executive summary is an extended version of Abstract, generally used when writing project reports Use of Abstract is common in research papers Both give reader the summary of why, how, and conclusions of the results ME 195A Presentation: How to Write a Professional Technical Report 7

Executive Summary/Abstract (continued) Executive summary/Abstract is always written last, after the project has been completed Abstract: – One paragraph, less than half-page length – Single-line spacing – Third person narrative – Describes the why, how, and conclusions of the results ME 195A Presentation: How to Write a Professional Technical Report 8

Executive Summary/Abstract (continued) Executive Summary – Maximum length is one to two pages – Describes the Why (the need, objective), how – (methodology), and conclusion of the outcome (results, functionality, etc.) – Written in third person narrative – Has an easily readable format (line spacing and fonts) – Intended to give a descriptive overview of the project ME 195A Presentation: How to Write a Professional Technical Report 9

Executive Summary/Abstract (continued) Abstract or executive summary shouldn’t include: General information Why you are carrying out the project Reference to diagrams or references. ME 195A Presentation: How to Write a Professional Technical Report 10

3. Introduction Define the work carried out in the project Define the objective of the project Include description of the problem and reasons for the work being done Give sufficient background information of the problem Must answer the question: Why was this project done? What is the specific purpose of the study? ME 195A Presentation: How to Write a Professional Technical Report 11

4. Theory Described the theory being used: Formulae, equations, hypotheses, etc. Provide references of the original source Include only the necessary and sufficient mathematics in the text, rest in the Appendix The theory section ascertains that your project is not ‘Jerry- rigged, it is based on the advanced engineering concepts ME 195A Presentation: How to Write a Professional Technical Report 12

5. Design This section will depend on the type of project being done. For design projects: – Give a detailed list of engineering specifications – Description of preliminary design and the steps leading to the final design – Reasons for the selection of parts, material, processes, etc. – Governing theories, formulae, equations, etc. – In the appendix, provide: A compete list of Bill of Materials Detailed parts-drawings and vendor catalog ME 195A Presentation: How to Write a Professional Technical Report 13

6. Sample Calculations Sample calculations are part of the Results section They are based on mathematical relations mentioned in the Theory section If the calculations are repetitive and large numbers, include only one sample calculation in this section, the rest should be included in the Appendix ME 195A Presentation: How to Write a Professional Technical Report 14

7. Results and Discussion Results should be analyzed, interpreted, and stated clearly Use figures and tables that are fully labeled Any deficiency, errors, or poor results should be discussed and explained how they affect the objective Numerical data should be included in graphs or tables ME 195A Presentation: How to Write a Professional Technical Report 15

Results and Discussion (continued) This section should answer: – What do the results clearly indicate? – What was the final outcome? – What is the significance of the results? – Are the results fully discussed and conclusions drawn based on the knowledge gained? – How did error or deficiencies occur? – Did any of the errors or deficiencies affect the conclusion of the project? ME 195A Presentation: How to Write a Professional Technical Report 16

8. Conclusion Summarize the significance of the results: Answer any questions raised in the introduction regarding the objective and the purpose of the project Explain the significance of the project Avoid discussion of new information not already mentioned in the report ME 195A Presentation: How to Write a Professional Technical Report 17

9. Appendices Include the useful information that was too lengthy to include in the main body Sample calculations Raw data Detailed drawings Bill of Materials Vendor brochure Any item included in the Appendix must be referenced in the report. ME 195A Presentation: How to Write a Professional Technical Report 18

Check List 1.Do the paragraph within a section flow in a logical manner? 2.Do the ideas in each section flow from general to specific, big picture to small 3.Does the report shows readers how the project was carried out? 4.Are the tables, figures, and diagrams fully interpreted and understandable? 5.Are the tables, figures, and diagrams appropriately labeled and referred to within the text? 6.Is the report written in third person narrative? 7.Is the writing clear and thoroughly revised for spellings, syntax, and grammar? ME 195A Presentation: How to Write a Professional Technical Report 19

Miscellaneous Use Numerals & not words: – If the number is larger than nine (double digits: 10, 11, 12, etc.) – When the number is connected to units of measure: 3 lbs, 2 sq- ft, etc. – Decimal and fractional numbers: 1.5, 2.7, etc. – A combination of numerals and words for very large numbers (especially in money): The Light Rail System will cost over $6 billion ME 195A Presentation: How to Write a Professional Technical Report 20

Miscellaneous When to spell out the numbers: – A number less than 10 (single digit) – A number in the beginning of a sentence: Fifty million dollars is a large amount. When single and multi digit numbers appear in a sentence: We have two labs with 6 computers in one and 20 in the other. Round numbers: – About a thousand units have been ordered To avoid confusion: – We ordered eleven 8 foot pipes ME 195A Presentation: How to Write a Professional Technical Report 21

References Journal articles Books Web sites ME 195A Presentation: How to Write a Professional Technical Report 22

References A journal paper that you have cited in the text: Babuška, IvoBabuška, Ivo; Banerjee, Uday; Osborn, John E. (June 2004). "Generalized Finite Element Methods: Main Ideas, Results, and Perspective". International Journal of Computational Methods 1 (1): 67–103Osborn, John E. Referencing a book you have used: Reddy, J.N. (2005). An Introduction to the Finite Element Method (Third ed.). McGraw-Hill. ISBN ISBN Referencing a web site: Finite Element Methods. Retrieved from Wikipedia 10/15/2014: ME 195A Presentation: How to Write a Professional Technical Report 23