Report Writing

Guidelines for Writing Reports:

Key features of reports

Reports:
• are designed for quick and easy communication of information
• are designed for selective reading
• use sections with numbered headings and subheadings
• use figures and diagrams to convey data.

Basic Structure of a Report

A report usually has these components:
1. Title page
2. Summary
3. Table of Contents
4. Introduction
5. Middle sections with numbered headings
6. Conclusions
7. References
8. Appendices

1. Title page
The title page gives:
• The course name and number, the department and university
• The title of the report
•The authors' names and ID numbers
• The date of submission

2. Summary
The Summary (~1/2 page) provides a brief overview of the substance of the report.
The summary
• states the topic of the report
• outlines the most important findings of the investigation
• states the key conclusions.
The summary does NOT
• provide general information
•explain why one is carrying out an investigation
•refer to later diagrams or references.

3. Table of Contents
The table of contents sets out the sections and subsections and their corresponding page numbers.
• Number the sections by the decimal point numbering system:
1.0 Title of first main section (usually Introduction)
1.1 First subheading
1.2 Second subheading
 2.0 Title of second main section
2.1 First subheading
2.2 Second subheading
2.2.1 First division in the second subheading
2.2.2 Second division in the second subheading

3.1 Title of third main section

• Number all the preliminary pages in lower-case Roman numerals (i,ii,iii,iv,…). One don't have to place the
number i on the title page. Just count it and put ii on the second page of the report.
• Number all the remaining pages of the report with Arabic numerals (1,2,3,4,…). Thus the report begins on
page 1 with the Introduction.

4. Introduction
The introduction (~1/2-3/4 page) provides the background information needed for the rest of the report to
be understood. It includes:
• a clear statement of the purpose of the investigation
• the background of the topic of the report
• a brief outline of the structure of the report if appropriate (this would not be necessary in a short report)
.

5. Body of the report

The body of the report
• presents the information from the research, both real world and theoretical
• organizes information logically under appropriate headings
• conveys information in the most effective way for communication:
− uses figures and tables
− can use bulleted or numbered lists
− can use formatting to break up large slabs of text.

6. Conclusions
The Conclusion (~1-2 paragraphs) relates directly back to the aims of the investigation. The Conclusions
section provides an effective ending to the report. This section
• states whether one has achieved the aims of the investigation
• gives a brief summary of the key information in the report
• restates the major findings of the investigation.

7. References
The two parts to referencing are:
1. citations in the text of the report which show that information comes from another source.
2. a list of references in the final section which gives the details of these sources.

8. Appendices
• These contain material that is too detailed to include in the main report.
• Each appendix must be referred to at the relevant point in the text.
 Resume Writing
What is a resume?
A resume is a marketing brochure about oneself. It describes the skills, experience (paid and/or unpaid), and
the education. The purpose of an effective resume is to get an interview.

Is one resume good for all jobs?

The job search materials should be customized for each position. If the search is focused on one type of
position, a single version of the resume may be fine, along with a cover letter that is tailored to the
employment target. If one is applying to a wider range of positions, one may need to revise the resume in
addition to creating a new cover letter. This customization is essential to the marketing and requires research
about the organization and industry.

What is a chronological resume?

The chronological resume is a commonly used format for undergraduate students. The experience section of a
chronological resume includes the positions, listed in reverse chronological order (beginning with the most
recent position and working backwards). Essential data includes: name of organization, location, the title, and
dates of employment/involvement. This is followed by several bullets, describing the skills and achievements.

How is an engineering resume different from others?

An engineering resume may include specialized section headings such as:
● Technical Skills
● Lab Experience
● Lab Skills
● Relevant Courses
● Engineering Experience
● Academic Experience
● Research
● Projects or Design Projects
An engineer often includes academic work including a list of courses and relevant project work. This academic
experience might be listed before work experience, if they have not yet interned or worked in an engineering
environment. Technical skills may also be listed at the top of the resume if required by the position.

What else to know about resumes?

● Survive the human scan. Resumes get less than 30 seconds of an employer's time.
● Survive the electronic scan. Make sure one has used appropriate jargon and keywords for the field.
● Capture the reader’s attention by keeping the resume to a single page. Check with a Career Advisor about
exceptions to the one-page rule.
● Use good quality paper in colors such as white, off-white or neutral if submitting hard copy.
● Check for spelling errors, and grammar usage.
● Include a customized cover letter that demonstrates how one matches the employer’s requirements.
How to email resume?
● Email resume and cover letter as one attachment (PDF format with the cover letter as page 1 and resume as
page 2).
● When emailing the documents to employers, include the first initial and last name in the title of the
document. When creating an appropriate subject line for the email, use the name and the position to which
one is applying.
● Include a short note in the email message to briefly introduce oneself, list the position to which one is
applying, and indicate that one has attached application to the email and look forward to connecting with the
employer to discuss the skills and experiences.

Use Resume Checklist on following page to prepare the document:

RESUME CHECKLIST

FORMATTING & MECHANICS

● Document fits on one page without overcrowding. Check with a career advisor for rare exceptions.
● Font size is 10-12 point and is professional and uniform throughout resume.
● Resume is visually appealing.
● Dates are uniformly formatted, NOT placed in the left-hand margin.
● Judicious use of bold, italics, and underlines enhances appearance and readability.
● There are no errors in capitalization, spelling, word usage, grammar, and punctuation.
● Margins are no smaller than .5 inches.
● Entries are listed in reverse chronological order (current to oldest) in each section.

CONTACT INFORMATION
● Includes 1 address, 1 phone number, and 1 professional email address.
● If applicable, contact information may include links to a professional portfolio, website, or LinkedIn page.

EDUCATION
● Education is first section on resume, below contact info. Include honors/awards here
● Each educational institution (high school/college) includes name and location (City, State).
● Junior/Seniors’ resumes usually omit High School. Check with a career advisor for exceptions.
● Study abroad is listed (institution, country, and dates of study), if applicable.
● Degree, month, and year of graduation are identified
● Major(s) and minor(s), if declared, are listed.
● Including coursework is optional and can be a separate section. List selected courses relevant toρ
job/internship.
● Include 2 decimal places of the score. Do not round up.

EXPERIENCE (CAN BE MORE THAN 1 SECTION WITH TAILORED HEADINGS)

● Skills can be listed in a separate category.
● Skills are identified by type, including computer, language, technical, and laboratory skills.
● Proficiency level is included for languages (native, fluent, proficient).
● Do not include personal attributes or soft skills.

ADDITIONAL
● Include dates of participation for activities. A category of interests is optional.
● If publication section is included, it is appropriately formatted.
● Document does not include use of personal pronouns (I, me, we) or articles (a, the).
● List of references is not included.
 Public Speaking

Any one of the following activities may be conducted:

1. Prepared speech (topics are given in advance, students get 10 minutes to prepare the speech and 5
mintues to deliver.)

2. Extempore speech (students deliver speeches spontaneously for 5 mintues each on a given topic).

3. Story Telling (Each students narrates a fictional or real life story for 5 mintues each).

4. Oral review (Each student orally presents a review on a story or a book read by them).

5. Team Activity—Use of language Laboratory.

Guidelines

Know the room.

● Be familiar with the place in which one will speak.
● Arrive early, walk around the speaking area and practice using the microphone and any visual aids.

Know the audience.

● Greet some of the audience as they arrive.
● It's easier to speak to a group of friends than to a group of strangers.

Know the material.

● Practice the speech and revise it if necessary.
● If one is not familiar with the material or are uncomfortable with it, the nervousness will increase.

Relax.
● Ease tension by doing exercises.

Visualize self giving the speech.

● Imagine self speaking, the voice loud, clear, and assured.
● When one visualizes self as successful, one will be successful

Realize that people want others to succeed.

● They don't want one to fail.
● Audiences want one to be interesting, stimulating, informative, and entertaining.

Don't apologize.
● If one mentions the nervousness or apologize for any problems one thinks one has with the speech, one may
be calling the audience's attention to something they hadn't noticed.

Concentrate on the message -- not the medium.

● Focus the attention away from the own anxieties, and outwardly toward the message and the audience.
● The nervousness will dissipate.

Turn nervousness into positive energy.

● Harness the nervous energy and transform it into vitality and enthusiasm.

Gain experience.
● Experience builds confidence, which is the key to effective speaking.

Content for public speaking

In structuring the presentation, keep in mind the following principles that will result in better
reception, understanding, and retention of information for audience members.

Note the following points

1. Be sure that the presentation is focused and well-organized. Limit discussion to three to four main points.
2. Begin with a clear introduction that asserts the thesis or topic.
3. Provide a brief outline of the presentation so that audience knows what to expect and can follow along
more easily.
4. As one develops the discussion, clearly introduce each point that will support the topic.
5. Use skillful repetition and effective transitions to emphasize points and to keep audience’s attention.
6. End with a solid conclusion that effectively wraps up the presentation.