Technical Report Writing

Guidelines
(Using IEEE referencing and formatting)

Academic Services

©2015, 2013 Centre for Academic Learner Services (CALS)

©2016 Academic Services

Adapted from the work of Betty Hersberger, Instructor, CALS

Updated by Bonnie Brightlee, Terry Davies, Karen Riley, Michael Sherrard,

and Rebecca Walsh, Instructors, Academic Services
Jessica Norman, Reg Erhardt Library
 Technical Report Writing
Guidelines
Technical reports conform to guidelines that include requirements for content,
formatting, and documentation of source material.

These guidelines are an agreed-upon,

Academic Services specific standard for
the writing of technical reports at an
advanced level. The guidelines are
based upon program accreditation
requirements and standards.

Your instructor, technology, discipline, or

employer may require a different
standard or a modification of this
standard.

Technical Report Writing Guidelines 2

Report Front Cover

Front Cover Protective Cover

 Create a report front cover made of cardstock or laminated paper.

 Include a protective cover made of clear plastic, if desired.
 Create a title that describes the type of report (e.g., Recommendation) and the topic that the report is about
(e.g., New Roofing on the Newell Home). Capitalize the first letter of key words in the title, or use all capital
letters for the entire title.
 Include the name(s) of the author(s) of the report and, if required, his/her/their position(s), department(s), and
company. List the names alphabetically by surname.
 Source the information on the reverse side of the front cover when using an illustration. If you create your own
illustration for the front cover, source information is not required. Any illustration on the front cover is NOT
considered as a figure or a table, does not need to be numbered, and does not need to be included on the
References page or on the List of Illustrations.

Inside Front Cover with Primary Photo Inside Front Cover with Secondary Photo

Technical Report Writing Guidelines 3

General Report Guidelines

 Type your report with standard one-inch margins on all sides.

 Use Times New Roman font in size 14 for first level headings and size 12 for all other text.
 Left-justify all headings in the report.
 Create a footer for the Introduction, body, References page, Glossary, and appendices that includes the report
title, authors’ last names, and page number.
 Single-space text within paragraphs and double space text between paragraphs. Do not indent the first line of
paragraphs. Left-justify all paragraphs.
 Indent ½ inch on both sides of a block quote consisting of four or more lines.
 Keep at least two lines of text together on each side of the page break.

General Writing Guidelines

When writing, check for the following:

 Is present tense used when referring to the report?

 Are third-person pronouns used throughout the report?
 Is the tone of the writing professional and objective?
 Is your language free of clichés, slang, and redundancies?
 Is the writing style uniform and consistent among all authors?
 Is your language gender neutral?

Personal Communication Guidelines

Consult your instructor whether you are required to list interviews, emails, phone calls, and lectures as part of the
References page. According to IEEE guidelines, they are not typically included in the list of references.

When citing personal communication within the text of the report, if you do not list the source in your references, then use
the source’s full name and title in the report.

If you do list the source on the References page, use the number as you would any other source.

Do you use a numeral or a word?

Use a numeral (6) for:

 Page numbers
 Tables and figures
 Expressions of 11 or more
 Numbers expressed in three or more words
 First of two numbers together (14 three-room apartments)
 Expressions for discount rates, warranty periods, interest rates, and credit terms (5-year warranty)

Use a word (six) for:

 Expressions from zero to ten (seven building sites)

 Numbers that begin a sentence

Technical Report Writing Guidelines 4

 Front Matter: Transmittal and Title Page

Letter of Transmittal Recommendation

for
Albert Hall New Roofing
MEMORANDUM
Construction Central Inc. on the
220 1A Street NW Newell Home
Date:
Calgary, AB T2E1J7 9 April 20XX
To: Marcia Williams, COMM Instructor Prepared for
January 1, 20XXFrom: Jane Jones, Seamus O’Hara, and Amir Shadid, Chris Newell, Owner
Construction Management Students
Subject:
Jane Jones, Seamus O’Hara,SUBMISSION OF RECOMMENDATION REPORT
and Amir Shadid Prepared by
FOR NEW ROOFING ON THE NEWELL HOME
Construction Management Students Jane Jones, Seamus O’Hara, Amir Shadid
___________________________________________________
SAIT Polytechnic CVT Students
Calgary, AB T2M0L4
Introduce the purpose of the memo/letter (to submit the report). Construction Management Option
State the reader’s original request and/or the reason for the School of Construction
Mr. Hall: report. SAIT
You should
Introduce the purpose of the express
letter (toappreciation for the research
submit the report). State theopportunity, Requested by
reader’s originalacknowledge
request and/orhelp
thereceived,
reason forrefer
the to a section of special interest,
report. Bob Loblaw, CIVL Advisor
discuss any difficulties you may have overcome, provide an Marcia Williams, COMM Instructor
You should express appreciation for the research opportunity,
overview of the report, and/or advise of any follow-up needed. SAIT
acknowledge help received, refer to a section of special interest,
Be specific.
discuss any difficulties you may have overcome, provide an
overview of the Paperclip the memo/letter
report, and/or advise of anytofollow-up
the front of the report.
needed. Be 9 April 20XX
specific. Finish with an appropriate call to action.
Paperclip the memo/letter to the front of the report.
Sincerely, _______________ _______________ _______________
Jane Jones Seamus O’Hara Amir Shadid
Jane Jones, Seamus O’Hara, Amir Shadid
CVT Students
SAIT Polytechnic
[email protected]

Memo or Letter of Transmittal Title Page

 Write a separate and different memo/letter  Include the exact title that appears on the
for each person receiving your report, or front cover.
write the memo/letter to your primary reader
 Indicate the name of the organization or
and place your secondary readers’ names
person(s) the document was prepared for
on a cc line.
(the person(s) who can act on the
recommendation(s) in the document(s).
 Use a letter for an external reader; use a
Include his/her/their position(s),
memo for an internal reader.
department(s), and company if applicable.
 Keep your memo/letter to one page if  Include the name of the person(s) the
possible. document was prepared by (the author(s) of
the document). Include his/her/their
 Paperclip the memo/letter to the front of the position(s), department(s), and company if
report. applicable.

 Do NOT give your memo/letter a page  Provide, if applicable, the name of the
number. person(s) the document was requested by if
the name differs from the person the report is
 Write in first person (we, us, our). written for. Include his/her/their position(s),
department(s), and company if applicable.
 Write the introduction and conclusion as  List groups of names alphabetically by
separate paragraphs; use as many surname.
paragraphs as needed for the body.
 Include the date on which the document was
 Use a pen to sign your memo/letter. submitted.

Technical Report Writing Guidelines 5

Front Matter: Executive Summary

How do we paginate the front matter?

EXECUTIVE SUMMARY
 Use lower case Roman numerals to paginate the front
Xxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxx matter (italics are customary, but not necessary).
xxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx  Paper clip the memo/letter to the front of the report.
xxxxxxxxxxxxx. Do not give the memo/letter of transmittal a page
number.
Xxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxx  Consider the title page as page i; however, do not
xxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx include this numeral on the title page.
xxxxxxxxxxxxx.  Continue with this series of Roman numerals to the
 Xxxxxxxxxxxx. end of the front matter (ii, iii, iv, …).
 Xxxxxxxxxxxxxxxxxxxx.
Text  Xxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxx xxxxxxxx.

Xxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx
xxxxxxxxxxxxx. How do we paginate the report proper and the
References and Glossary of the end matter?

 Use Arabic numerals (1, 2, 3, …) to paginate the

report proper and end matter (except the
ii appendices).
 Begin this pagination on the first page of the report
proper.
 Continue with this series of Arabic numerals to the
Executive Summary end of the report proper and through the References
and Glossary in the end matter.
 Provide a summarized version of the
Introduction of the report.

 Explain the essence of each major section of

the body.

 Provide a summarized version of the How do we paginate appendices?

Conclusions and, if appropriate,
Recommendations of the report.  Start new pagination for each appendix.
 Begin each page number with the letter of the
 Ensure that your Executive Summary makes appendix.
sense on its own. A1, A2, A3, …
B1, B2, B3, …
 Do not alter the source pagination if an appendix is
secondary material with its own pagination. Paginate
only the title page of the appendix.

How do we paginate an appendix that is a digital

storage media device?

 Paginate with letters and numbers if the content of a

device has been produced by the report authors, (C1,
C2, C3, …).
 Do not alter the source pagination if the content of the
device is secondary material,
 Identify in the Table of Contents the type of digital
storage media device in place of a page number.
(See the Table of Contents in the thumbnail report.)

Technical Report Writing Guidelines 6

Front Matter: Contents and Illustrations

TABLE OF CONTENTS LIST OF ILLUSTRATIONS

EXECUTIVE SUMMARY.......................................................ii FIGURES

LIST OF ILLUSTRATIONS..................................................iv Figure 1: Present Roof........................................................2
INTRODUCTION.....................................................................1 Figure 2: Proposed Roof.....................................................3
Purpose...............................................................................1 Figure 3: Roofing Tile........................................................9
Background........................................................................1
Scope..................................................................................1 TABLES
Methods..............................................................................1 Table 1: Complete Re-roofing Cost...................................8
Preview...............................................................................1
CURRENT ROOF CONDITION............................................2
PROPOSED ROOFING SOLUTION.....................................3
Text
COSTS........................................................................................5
Materials.............................................................................5
Labour................................................................................6
Maintenance.......................................................................7
IMPLEMENTATION...............................................................9
CONCLUSION........................................................................10
RECOMMENDATIONS........................................................11
REFERENCES........................................................................12
GLOSSARY.............................................................................14
Appendix A: TILE WARRANTY............................................A1
Appendix B: CALCULATION OF ROOFING AREA............B1
Appendix C: TILE INSTALLATION...........................CD-ROM

iii iv

Table of Contents List of Illustrations

 Do not include the front cover, memo/letter,  List figures and tables separately. List figures
the title page, or the Table of Contents in the first, then tables. (See the List of Illustrations
listing. in the thumbnail report.)

 Show all other headings found in the report.  Show figures and tables in the order in which
List first-, second-, and third-level headings they appear in the report.
in the order that they appear in the report.
 Include the numbers and titles of the figures
NOTE: “Body” is never used as a heading. and tables. (Do not include source material.)

 Use exactly the same wording in the Table  Capitalize the first letter of key words in
of Contents as is used in the report. illustration titles (title case).

 Utilize all capital letters for each letter of the  Include the page numbers on which the
headings, or capitalize the first letter of key figures or tables appear.
words in the headings (title case).
 Create leader lines to connect the titles to the
 Use formatting to clearly distinguish between page numbers.
levels of headings.
 Include the source on the reverse side of your
 Include the page numbers that indicate front cover if your cover includes an
where each heading appears in the report. illustration. Do not include it on your list of
illustrations. (See page 4 of this document.)
 Use leader lines to connect the section
headings to the page numbers. Ensure that
the page numbers are aligned.

Technical Report Writing Guidelines 7

Report Proper: Introduction

Introduction
INTRODUCTION
 Begin by writing your report title as one sentence
Xxxxxxxx xxxxxxxxxxxxx xxxx xxxxxxxxx xxxxxxxxxx xxxxxx (e.g., “This report is a recommendation for a new roof
xxx xxxxxxxxxx xxxxxx xxxxxxxx xxxxxxxx xxxxxxxxxxx xxx
for the Newell home.”).
xxxxxx xxxxxxx.
Purpose  State the purpose of your report. Why is this report
Xxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxx being written? Who is the target audience (the
xxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx person(s) who could act on the information found in
xxxxxxxxxxxxx. this report)? What does the report accomplish for the
Background target audience? How will it address the audience’s
Xxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxx
Text needs?
xxxxxxxxxxxxxxxxx [1]. Xxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxx xxxxxxxxxxxxx [2].  Provide necessary background information specific to
Scope this project. What exists? What is the current
Xxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxx situation? What does your audience need to know to
xxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx understand this report
xxxxxxxxxxxxx.
Methods  Provide definitions in the Introduction for three or
Xxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxx fewer key terms. For more than three key terms,
xxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx advise the reader within the Introduction to refer to
xxxxxxxxxxxxx. the Glossary. Inform the reader that bolded or
Preview italicized terms (choose one style) are defined in the
Xxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxx Glossary.
xxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx
xxxxxxxxxxxxx.  State the scope and limitations of your project. What
was investigated within the boundaries of your
Recommendation for New Roofing on the Newell Home Jones, O’Hara, Shadid 1 project? What was included and excluded and why?
For example, your report may include the design of X
but exclude the cost of X because the information
about cost was confidential.

 Indicate the methods you used to complete your

project. Where did you get your data? What data did
you get? What did you do with your data? Convince
your reader that your data is current, relevant,
thorough, and accurate.

 Preview your report by rewriting your Table of

Contents (not including the Introduction) as a series
of sentences. What does your report cover?

Note: Check with your instructor to see whether or not

subheadings (Purpose, Background, Scope,
Methods, and Preview) are required.

Technical Report Writing Guidelines 8

Report Proper: Body
Body: Content
++++++++++++++++++++++++++++++++++++++++++++++++
CURRENT ROOF CONDITION
+++++++++++++++++++  The body (the bulk of the information for your
One study shows that … xxxxxxxxxxxxxxxxxxxxxxxx report) is made up of several major sections that
xxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx reflect the preview of your report.
xxxxxxxxxxxxx [2].
 The organization of the major sections helps
Xxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxx your reader make sense of the information.
xxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx
xxxxxxxxxxxxx (Figure 1).  The body provides relevant data that fulfills the
purpose of your report.

 The body anticipates and answers any

Text questions that your reader may have and avoids
unnecessary discussion.

 The body provides verifiable evidence that leads

Figure 1: Present Roof your reader logically to your conclusions and
Source: Primary recommendations.
Xxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx
 The body interprets (explains the significance of)
xxxxxxxxxxxxx. the data you provide.

Xxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxx  The body shows an understanding of the

xxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx situation and of the readers’ needs.
xxxxxxxxxxxxx.
 The body synthesizes information rather than
Recommendation for New Roofing on the Newell Home Jones, O’Hara, Shadid 2 simply summarizing one or two sources.

 The body may include illustrations (figures

and/or tables) that clarify the data and/or
supplement the text. An illustration cannot stand
alone as a section.
PROPOSED ROOFING SOLUTION
 If illustrations are used, they should be relevant
Xxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxx and properly incorporated. (See the box below:
xxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx How do we incorporate illustrations?)
xxxxxxxxxxxxx.

Xxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx
deck xxxxxxxxxxxxx. Figure 2 shows xxxxxxxxxx.

Roof How do we incorporate illustrations?

 Make each illustration professional.

 Give each illustration a title. (Capitalize the first letters
of key words.)
 Number figures and tables separately.
Figure 2: Proposed Roof  Label the key elements in each illustration when
Source: Adapted from [3] appropriate.
 On a separate line, give the source of each
Recently reported in xxxxxxxxxxxxxxxxxxxxxxxxx [4]. illustration. Include the word Source.
Xxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxx.
 State the word “Primary” after “Source” if you create
Xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxx.
an illustration to acknowledge it is an original creation.
Xxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxx (See page 2 of the thumbnail)
xxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx  If you modify the illustration in any way, (e.g., arrows
xxxxxxxxxxxxx as shown in Appendix A. or labels), write Source: Adapted from [#].
 Refer to and discuss each illustration in the preceding
text.
Recommendation for New Roofing on the Newell Home Jones, O’Hara, Shadid 3

Technical Report Writing Guidelines 9

Report Proper: Body (continued)
Body continued: Documentation
According to [5] … xxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx  Acknowledge sources of information
xxxxxxxxxxxxx [2]. (paraphrases, illustrations, and quotes) in
your report by using a documentation style
Xxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxx that includes in-text citations and a reference
xxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx page.
xxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxxx.
Xxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxx.  Introduce paraphrased material (your own
Xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxx.
wording of information taken from your
research sources). Ensure that your reader
According to three experts, xxxxxxxxxxxxxxxxxxxxxxxxx. knows where the paraphrasing begins and
Text
Xxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxx. Xxxxx ends. Include an in-text citation that identifies
xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx x xxxxx xxxxxx the source of the paraphrase from your
xxxxxxxxxxxx [1:16], [4], [6].
reference page. (See [5] on page 4 of the
thumbnail report.)
Xxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx
xxxxxxxxxxxxx.  Sources which have page numbers are
identified in the in-text citation for each
Xxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxx referenced page.
xxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx [1:16]
xxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxxx. [1:16-18]
Xxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxx.
Xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxx.  Place quoted material (the exact words of
your original source) of four lines or fewer in
quotation marks; include an in-text citation
that identifies the source of the quote from
your reference page. (See [7] on page 5 of
Recommendation for New Roofing on the Newell Home Jones, O’Hara, Shadid 4
the thumbnail.)

 Indent (from both the left and right margins)

quoted material of more than four lines
COSTS (block quote); include an in-text citation that
identifies the source of the quote from your
Xxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxx reference page. Single space longer quotes.
xxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx Do not use quotation marks around longer
xxxxxxxxxxxxx. quotes. (See [8] on page 5 of the thumbnail.)

Materials  Use an ellipsis (three dots) to show omitted

Xxxx, “xxxxxxxx xxxxxxxxx xxxxxxxxxxxxxxxx xxxxxxxxx parts of a quote. (See [9] on page 5 of the
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx thumbnail.)
xxxxxxxxxxxxxxxxxxxxxxxxxxxxx” [7]. Xxxx xxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx  Insert square brackets to show that you have
xxxxxxxxxxxxxxx organic mat xxxxxxxxxxxxxxxx. Xxxxxxxx
xxxxxxxxxxxxxxxxxxxx.
changed or added a word or words in a
quote. (See [10] on page 5 of the thumbnail.)
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxx. Xxxxxxxxxx xxxxxxxx  Ensure that you maintain the meaning of the
xxxxxxxxxx xxxxxxxxxxxxx xxxxx original text when using ellipses and square
xxxxxxx xxxxxxxxx. [8] brackets.

Xxxxx, “xxxxxxxxx … xxxxxxxxxxxx” [9] xxxxxxxxxxxxx  Cite illustrations, using “Source” below the
xxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxx. illustration. Provide an in-text citation that
Xxxxxxxxx, “xxxx [yyyy] xx” [10] xxxxxxxxxxxxx xxxxxxxx identifies the source of the illustration from
xxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx (Appendix B).
your reference page. (See [3] below Figure 3
on page 9 of the thumbnail.)
Xxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx
xxxxxxxxxxxxx.
Recommendation for New Roofing on the Newell Home Jones, O’Hara, Shadid 5

Technical Report Writing Guidelines 10

Report Proper: Body (continued)

Body continued: Definitions

Xxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxx xxxx
xxxxxxxxx shakes (wooden shingles) xxxxxxxxxxxxx. 1. Use a parenthetical definition if you have
Xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxx. fewer than three terms (other than the key
terms defined in your Introduction) that
Xxxxxx, “xxxxxxxxxxx” [3] xxxxxxxxxxxxxxxxxxxxxxxxxx require a definition or if a term is best defined
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
with one or two words. (See “shakes’” on
page 6 of the thumbnail report.)
As Xxxxxx states, xxxxxxxxxxxxxx xxxxxxxxxxxx xxxxxxxxxxx
xxxxxxxxxxx [3] xxxxxxxx. Xxxxxxxxxxxxxxxx xxxxxxxxxxx
xxxxxxxx. 2. If you have three or more terms (other than
the key terms defined in your Introduction)
Labour that require a definition, include them in a
Text
Xxxx, “xxxxxxxx xxxxxxxxx” [3] xxxxxxxxx woven valley glossary in the end matter. (See page 14 of
xxxxxxxxxxxxx.. Xxxx xxxxxxxx xxxxxxxxxxxxx xxxxx the thumbnail report.)
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxx pitch xxxxxxxx xxxxxxxxx xxxxxxxxxxx. 3. When you use glossary terms in your report,
“Xxxxxxxxxxxxxxx” [2:8] xxxxxxxxx xxxxxxxxx. Xxxxxxxx bold or italicize them (choose one formatting
xxxxxxxxxxxxxxxxxxxx. style) to indicate to the reader that the terms
can be found in the Glossary. (See “woven
Xxxxx, “xxxxxxxxx . . . xxxxxxxxxxxx” [9] xxxxxxxxxxxxx valley” on page 6 of the thumbnail report.)
xxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxx.
Bold or italicize the term only the first time it
Xxxxxxxxx, “xxxx [yyyy] xx” [10] xxxxxxxxxxxxx xxxxxxxx
xxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. is used.

This method is explained in Xxxxx, where it states that

Xxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxx [1:25]. Xxxxxx
xxxxxxxxxxxxx.

Recommendation for New Roofing on the Newell Home Jones, O’Hara, Shadid 6

According to Xxxxxx Xxxxxxxxxxxxx xxxx xxxx [10].

Xxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxx.
Xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxx.

Xxxx, “xxxxxxxx xxxxxxxxx xxxxxxxxxxxxxxxx xxxxxxxxx

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxx” [4]. Xxxx xxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxx organic mat xxxxxxxxxxxxxxxx. Xxxxxxxx
xxxxxxxxxxxxxxxxxxxx.

Maintenance
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxx. Xxxxxxxxxx rake edge xxxxxxxx
xxxxxxxxxx xxxxxxxxxxxxx xxxxx xxxxxxx
xxxxxxxxx. Xxxxxx recommends xxxxxxxxxxxxxx
[11:45].

Xxxxx xxxxxxxxx xxxxxxxxxxxx “###” [6] xxxxxxxxxxxxx

xxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxx.
Xxxxxxxxx, “xxxx xx” [10] xxxxxxxxxxxxx xxxxxxxx xxxxxxxx.
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.

Xxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx
xxxxxxxxxxxxx.

Recommendation for New Roofing on the Newell Home Jones, O’Hara, Shadid 7

Technical Report Writing Guidelines 11

Report Proper: Body (continued)
Body continued: Headings
Xxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxx xxxx
xxxxxxxxx “xxxxx” [12:67] xxxxxxxxxxxxx. Table 1 shows the
 Use headings to tell your reader what each
costs for xxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxx. major section of the body contains.

 Make your headings specific and precise. Do

Table 1: Complete Re-roofing Cost not use vague headings such as ‘Body’ and
A B C ‘Discussion.’ Make each heading unique; do
not use the same heading more than once.
1 Xxx Xxx Xxx
 Organize the Table of Contents to reflect the
[3]
order of the headings as they appear in the
Text 2 Xxx Xxx Xxx report.
[4]
 Ensure that the preview from the Introduction
Xxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxx xxxxxxxxxxx accurately reflects the headings in order and
xxxxxxxxxxx xxxxxxxx. Xxxxxxxxxxxxxxxx xxxxxxxxxxx in wording.
xxxxxxxx. Xxxx xxxxxxxx xxxxxxxxxxxxx xxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxx xxxxxxxx xxxxxxxxx xxxxxxxxxxx.  Use formatting to differentiate heading
xxxxxxxxx xxxxxxxxx. Xxxxxxxx xxxxxxxxxxxxxxxxxxxx. levels.

 Use all capital letters for an entire heading or

capitalize the first letter of key words in each
heading (title case).

 Avoid punctuation (periods or colons) at the

end of a heading; however, if the heading is
a question, end with a question mark.
Recommendation for New Roofing on the Newell Home Jones, O’Hara, Shadid 8
 Use parallel structure for headings of the
same level within a section.

 Do not have only one lower-level heading

IMPLEMENTATION
under a higher-level heading; have two or
Xxxxxxxxxxxxxxxxxxx “Xxxx xxxxxx” [6] xxxxxxxxxxxx. more lower-level headings or have none at
Xxxxxxx pitch xxxxxxxxxxxxxxxxxxxxxxxx all. Each heading must be followed by at
xxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx least one sentence in the section.
xxxxxxxxxxxxx.

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxx argues that

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx [12] xxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx What are the rules for+ making tables?
xxxxxxxxxx. Xxxxxxxxxxxxx woven valley xxxxxxxxxxxx.
 Place table titles above the table.
 Format the box headers differently from the data
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx boxes (shading or font choice).
xxxxxxxxxxxxx. Xxxx further claims that xxxxxxxxxxxxxx
 Follow the rules for incorporating illustrations found
xxxxxxxxxxxxxxxxx [12] xxxxx. Xxxxxxxxxxx xxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx (Figure 3).
on page 10 of this document.
 If possible, do not divide a table over two pages. If
your table is too large to fit on one page, use one of
the following options:
o change the orientation to landscape,
o reduce the font size, or
o place the table in an appendix as a fold-out.
 If none of the above options apply:
o write ‘continued’ at the point where the table
divides, and
o repeat the box headers where the table begins
Figure 3: Roofing Tile
Source: [3] on the following page.

Recommendation for New Roofing on the Newell Home Jones, O’Hara, Shadid 9

Technical Report Writing Guidelines 12

Report Proper: Conclusion and Recommendation(s)

CONCLUSION RECOMMENDATIONS

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxx xxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxx.
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
1. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxx.
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. The research 2. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
indicated the following: xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
 Xxxxxxxxxxxxx. xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
 Xxxxxxxxxxxxxxxxxxx. 3. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
 Xxxxxxxxxx. xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Text xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxxxxxxxxxxxxxxxx.Xxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxx.
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxx.
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxx.

Recommendation for New Roofing on the Newell Home Jones, O’Hara, Shadid 10 Recommendation for New Roofing on the Newell Home Jones, O’Hara, Shadid 11

Conclusion Recommendation(s)

 State the outcome of each section of the  Include a Recommendation section only if the
report chronologically. purpose of your report is to make a
recommendation (or recommendations).
 Indicate the main finding of your report
based on these outcomes.  Ensure that your recommendation(s) follow
logically from the data and discussion in the
 Ensure that your conclusion satisfactorily body and from your conclusions.
addresses the purpose of the report as
stated in the Introduction.  Write your recommendation(s) as actions that
the reader could take.
 Do not introduce new material.
 If appropriate, present your recommendations
 Ensure conclusions are not opinion-based. as a bulleted list or a numbered list when
priority is important (e.g., the top three
 Provide an introductory sentence followed reasons in order of importance).
by concise bullet points.

Technical Report Writing Guidelines 13

 End Matter: References and Glossary

REFERENCES GLOSSARY

[1] I.M. Author, Book Title, City of publication: Publisher’s Deck “Xxxxxxxxxxxxxxxxxxxxxxxxxxx” [13:4].
name, Year of publication, pp. 18-20.
Organic mat Xxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxx. Xxxxxx
[2] I.C. Author, “Article Title,” Internet-only Journal Title, Vol. xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
12, No. 1, p. 4, May 19, 2006. [Full Text]. Available: xxxxxxxxxxxxxxxxxxxxxxxxx [7].
Proquest, http://xxxxxxxx. [Accessed Feb. 29, 2013].
Pitch Xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx
[3] Name of Webpage, Oct. 20, 2009. [Online]. Available: xxxxxxxxxxxxxx xxxxxxxxxxx.
www.xxxxxxxxxxxxx.htm. [Accessed Jan. 15, 2013]. Xxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxx [2].
Text
[4] Creator or Poster, “Title of Video,” Name of website, May 6, Rake edge Xxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxx
2012. [Online]. Available: www.youtube.com/watchxxxxx. xxxxxxxxxxxxxxxxxxxxxxxxxxx.
[Accessed June 20, 2012]. Xxxxxxxxxxxxxxxxxxxxxxxxxxx [14].

[5] Name of Industry Contact. Position, Company. Interview (or Woven valley Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
phone call or email). City, Province. Jan. 19, 2013. xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
Xxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxx [3].
[6] Name of Organization, Title of Pamphlet or Brochure,
pamphlet or brochure number (if available). City, State,
2008.

Recommendation for New Roofing on the Newell Home Jones, O’Hara, Shadid 12
Recommendation for New Roofing on the Newell Home Jones, O’Hara, Shadid 14

[10] U.R. Instructor, STAT230 Lecture Notes, (or PowerPoint, or

Handout). City: School Name, 2013.

[11] N.E. Author, “Name of Government Publication,” Additional referencing information can be found at:
Government Branch or Department, Nov. 2007.
http://libguides.sait.ca/IEEE
[12] Name of Webpage, Aug. 2010. [Online]. Available:
http://xxxxxxxxxxxxxxxx.pdf. [Accessed Feb. 5, 2013].

Recommendation for New Roofing on the Newell Home Jones, O’Hara, Shadid 13

References Glossary

 Cite all illustrations, quotes, and  If you have fewer than three terms that require a
paraphrased material within your definition or if a term is best defined with one or two++++
report. FAILURE TO DO SO IS +++++++++++++++++++++++++++++++++++++ words,
PLAGIARISM. use a parenthetical definition within the report. (See
“shakes” on page 6 of the thumbnail report.)
 Use the documentation style
requested by your instructor,  If you have three or more terms that require a definition,
discipline, technology, or include them in a glossary.
employer. The thumbnail report
 List the terms in the Glossary in alphabetical order.
reflects an IEEE format.
Provide sources for definitions.
 List numerically all the sources
 Place the term flush with the left margin; indent the
that you cited in your report (in the
definition of the term.
order in which they first appear in
the report). Once a number is  Use a consistent writing style for each definition.
assigned to a source, that source
is always referenced with the  Bold or italicize (choose one style) the terms when they
same number no matter where the appear in the report proper.
source appears in the report. Note: Acronyms are not included in the Glossary.
 Use n.d. if a source does not have Instead, use the full name the first time it appears in the
a date of publication or posting. text followed by the acronym in parentheses.

 Consult the materials provided by

Technical Report Writing Guidelines 14

 your instructor for more details
regarding referencing.

End Matter: Appendices

Tile Warranty

How do we orient a landscape

illustration?
Appendix A: TILE WARRANTY
Rotate a landscape illustration (figure or
Text table) so that the report binding is at the top
of the illustration. (See page A2 of the
thumbnail report.)

Recommendation for New Roofing on the Newell Home Jones, O’Hara, Shadid A1 Recommendation for New Roofing on the Newell Home Jones, O’Hara, Shadid A2

Appendices

 Use appendices for material that:

a. is of interest only to certain readers; Appendix B: CALCULATIONS OF ROOFING AREA
b. may be too large to fit easily into the
report proper (e.g., a fold-out map).
########################################
 Give each appendix an identifying letter and
#################
a descriptive title.
##########################
 Place the letter and title on a page separate How do we paginate appendices?
from the appendix material (as in Appendix ################################################
 Start new pagination for each appendix.
A), or place the letter and title on the same
 Start each page number with the letter
########################################
page as the appendix material (as in of the appendix.
Appendix B). Pick one style and use it A1, A2, A3, …
#################
throughout all the appendices. B1, B2, B3, …
 If##########################
an appendix is secondary material
 Letter the appendices in the order that they with its own pagination, do not alter the
are first referred to in the text. source pagination. Paginate only the
################################################
title page of the appendix.
 Make reference in your report to each
appendix by letter. (See pages 3 and 5 of the How do we paginate an appendix that is a
thumbnail report.) digital storage media device?

 If the content of the device is secondaryJones, O’Hara, Shadid

Recommendation for New Roofing on the Newell Home B1
 If an appendix is contained in a digital
storage device (DVD or flash drive), ensure material, do not alter the source
pagination.
that the appendix letter and title, the report
 In the Table of Contents, identify the
title, and the report authors’ names appear type of digital storage media device in
on the device. (See the illustration on page place of a page number. (See Table of
15 of this document.) Contents in the thumbnail report.)

Technical Report Writing Guidelines 15

Report Back Cover Binding

Coil Binding

 Choose hard-stock paper or plastic for the

back cover of your report.
 Do not include any text or illustrations on the
back cover.
 If your report includes a digital storage
device, attach the device to the inside back
cover on a hub or in a pocket.

Comb Binding

 Use a binding method that allows your report to lie

flat when it is open.
 Do not use duo-tangs or three-ring binders.

Where can we bind our report?

 SAIT Library Label for an appendix on a DVD

 XDOCS (G112 E.H. Crandell Building)
 Office and stationery supply stores
Technical Report Writing Guidelines 16
Notes

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Technical Report Writing Guidelines 17