Do not write the Summary at this stage. Revising the first draft This is the stage at which your report will start to take shape as a professional, technical document.
During year 1, term 1 you will be learning how to write formal English for technical communication. This includes examples of the most common pitfalls in the use of English and how to avoid them. Use what you learn and the recommended books to guide you.
If not, write it in a different way. If so, remove them. Diagrams, graphs, tables and mathematics It is often the case that technical information is most concisely and clearly conveyed by means other than words. Imagine how you would describe an electrical circuit layout using words rather than a circuit diagram. Here are some simple guidelines; Diagrams Keep them simple.
Draw them specifically for the report. Put small diagrams after the text reference and as close as possible to it. Think about where to place large diagrams. Consider graphs, bar charts or pie charts.
Dependent tables small can be placed within the text, even as part of a sentence Independent tables larger are separated from the text with table numbers and captions. Position them as close as possible to the text reference. Complicated tables should go in an appendix. Mathematics Only use mathematics where it is the most efficient way to convey the information. Longer mathematical arguments, if they are really necessary, should go into an appendix.
You will be provided with lecture handouts on the correct layout for mathematics. The report layout The appearance of a report is no less important than its content. An attractive, clearly organised report stands a better chance of being read. Use a standard, 12pt, font, such as Times New Roman, for the main text. Use different font sizes, bold, italic and underline where appropriate but not to excess. Too many changes of type style can look very fussy. Headings Use heading and sub-headings to break up the text and to guide the reader.
The use of numbering and type size and style can clarify the structure as follows; 3. Any phrases, sentences or paragraphs which are copied unaltered must be enclosed in quotation marks and referenced by a number. Material which is not reproduced unaltered should not be in quotation marks but must still be referenced.
It is not sufficient to list the sources of information at the end of the report; you must indicate the sources of information individually within the report using the reference numbering system. Information that is not referenced is assumed to be either common knowledge or your own work or ideas; if it is not, then it is assumed to be plagiarised i.
This is a serious offence. If the person copied from is a fellow student, then this offence is known as collusion and is equally serious. Examination boards can, and do, impose penalties for these offences ranging from loss of marks to disqualification from the award of a degree. This warning applies equally to information obtained from the Internet.
It is very easy for markers to identify words and images that have been copied directly from web sites. If you do this without acknowledging the source of your information and putting the words in quotation marks then your report will be sent to the Investigating Officer and you may be called before a disciplinary panel.
Now you must add the page numbers, contents and title pages and write the summary. The Summary The summary, with the title, should indicate the scope of the report and give the main results and conclusions. It must be intelligible without the rest of the report. Many people may read, and refer to, a report summary but only a few may read the full report, as often happens in a professional organisation.
Proofreading This refers to the checking of every aspect of a piece of written work from the content to the layout and is an absolutely necessary part of the writing process.
You should acquire the habit of never sending or submitting any piece of written work, from email to course work, without at least one and preferably several processes of proofreading. In addition, it is not possible for you, as the author of a long piece of writing, to proofread accurately yourself; you are too familiar with what you have written and will not spot all the mistakes.
When you have finished your report, and before you staple it, you must check it very carefully yourself. You should then give it to someone else, e. You should record the name of this person in your acknowledgements. This includes inaccurate content words, word order, style and layout. They allow for the incremental They can waste a lot of time by slowing production of a long document in down writing and distracting the writer portions which are stored and combined with the mechanics of text and graphics later manipulation.
They make the process of proofreading If the first draft is word processed, it can and revision extremely straightforward look so stylish that the writer is fooled into thinking that it does not need proofreading and revision! Recommended reading 1. Davies J.
It contains samples of every major document type resume', business letter, etc. It emphasizes the writing process, the structure and design of writing, and related topics such as graphics and oral presentations. Alphabetized for easy reference, a writing handbook is also included for quick checks of grammar and spelling. Totally updated, this text provides a text-specific Companion Website with numerous activities includinginteractive editing and revision exercises. Provides models of 17 different types of communications.
Offers helpful guidelines regarding other forms of communication skills that influence effective writing such as organization and speech. Discusses the explosion of electronic communication and provides format guidelines and samples of effective e-mail. Examines the role that writing plays in other communication arts such as graphics and oral presentations.
Excellent resource for corporate training seminars in writing.
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