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:
Author(s) & affiliation:
Abstract:
Acknowledgements:
(Table of Contents)
(List of Tables)
(List of Figures)

What is this?
Who wrote this?
Summary of the work
Who helped?

Khalid Al Murrani, "How to Write a Good Report",

2008-09

Structure
Body

of the report

Introduction:

What are we talking

about?
Method:
Results:
Discussion:
Conclusions:
remembered?

How did we measure?

What did we measure?
What does it mean?
What should be

Khalid Al Murrani, "How to Write a Good Report",

2008-09

Structure
End

matters

References:

Whose work was referred

to?
Appendices:

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

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!

Text

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

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

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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

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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

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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

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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

Tense

Passive
Avoid use of pronouns (I, we, you, )
Khalid Al Murrani, "How to Write a Good Report",
2008-09

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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
several radically different parts split up
methods, results (and maybe discussion) per part
Advantages of standard model
E.g.

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

Articles

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)

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

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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

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