Professional Documents
Culture Documents
The technical memorandum is attached outside of the front cover, before the title page of a
formal report. It should be the first document that a reader sees. The suggested format of a
technical memorandum is the standard block style. An example of a standard block style
memo is provided below. Memorandum templates are easily accessible on any word
processor. All templates will generally include headings such as date, to, from and subject.
It is essential that a memo writer knows his or her audience. Knowing this, a writer can
establish the vocabulary and tone that are appropriate for his or her audience. A mixed
technical audience increases the challenge of addressing each group appropriately. In this
situation, a writer may create different sections appropriate to different technical
backgrounds or reduce the level of difficulty so that all audiences can easily understand.
First person references such as "I" and "We" are perfectly acceptable practices in memo
writing.
Readers like to receive information quickly and clearly, especially when there are several
competing companies. Therefore, it is imperative that memos are brief and concise. The
Abtract Body Conclusion (ABC) method described by Pfeiffer and Boogerd (2003) addresses
all the essential components. To summarize, an abstract includes a well defined purpose
sentence and an outline of the main sections of the memo. The body includes supporting
evidence presented in a tactical manner with particularly strong and/or positive statements
located either at the beginning or end of ideally, short paragraphs. Reference to
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attachments is common especially when greater details are required to emphasize an
argument. Finally, the conclusion statement includes future recommendations. The
following memo is an example of memo writing adapted from Pfeiffer and Boogerd (2003)
Memo
To: Technical Staff
Last week we hired an editor to help you produce top-quality reports, proposals and other
documents. This memo will provide you with the necessary background on this change,
highlight the credentials of our new editor and describe how this change will affect you.
BACKGROUND
At September's staff meeting, many technical staff members noted the excessive time spent
on editing and proofreading. For example, some of you indicated that the final stage of
writing takes from 15 to 30 percent of the billable time on an average report. Most
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importantly, editing often ends up being done by project managers who are the employees
with the highest billable time.
Despite all efforts to edit effectively, there are still errors that show up in documents that go
out the door. Last month, I asked a committee called the Society of Technical Writers to
review our latest documents here at R & R Engineering Ltd. Their evaluation report reveals
serious problems with our editing process. Given the importance of our documentation, I
decided to seek a solution.
During next week's staff meeting we will discuss the best ways to utilize Jack's skills. For
now, he will be get familiar with our work by reading our recent reports and proposals.
CONCLUSION
By working together with Jack we'll be able to improve the editorial quality of our
documents, free up more of your time for technical tasks and save the client and ourselves
some money.
I look forward to meeting with you next week to discuss the best use of Jack's services.
2. Title Page
The basic aspects of an acceptable title page may be seen in the following example. Please
note a title page is not given a page number.
Title page example:
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Presented to: Angie Misseri, Project Supervisor
Laboratory Projects II
Queen's University
(Affiliation of author(s))
(Date of Submission)
I/we do hereby verify that this written report is my/our own individual work and contains
my/our own original ideas, concepts and designs. No portion of this report has been copied
in whole or in part from another source, with the possible exception of properly referenced
material. Furthermore, I/we have not and will not lend any part of this report (electronic or
hardcopy) to any other student, either now or in the future.
Author line (printed name and student number)___student signature___date
(Each member must print, sign and date underneath the plagiarism statement. Use one line
per author)
3. Abstract
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An abstract is situated immediately after the title page and before the Table of Contents. To
accurately reflect the content of a report, the abstract must be written after the entire report
is completed. An abstract is normally ½ to 1 page long. According to Macartney (1998) a
scientific style abstract consists of:
The Table of Contents lists everything from the Introduction to the individual appendices
with page numbers aligned on the right hand side. Lists of tables and figures include table
or figure numbers, description with page numbers aligned on the right hand side of the
document. They should be listed in the order they appear in the report.
Table of Contents
PAGE
ABSTRACT i
....................................................................................
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LIST OF FIGURES
........................................................................... ii
LIST OF TABLES
............................................................................. iii
1. INTRODUCTION
2. EXPERIMENTAL
.......................................................................... 35
List of Figures
PAGE
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Scott Double Pass Spray Chamber
2.0 7
...........................................
5. Introduction
Keys to writing an introduction include:
Clear and specific objective/purpose based on sound theoretical principles
Complete review of the fundamental theory related to the research objective
Well referenced theoretical concepts
To describe fundamental theories, good use of structures, diagrams and/or equations are
recommended
Structures, diagrams and equations must be numbered and referenced in the body of the
text at least once.
A discussion of the previous work completed in the area
Limitations of the current work
6. Experimental
A well written experimental procedure will include the following components:
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7. Results and Discussion
A results and discussion section will include the following key points:
Presentation of data in a meaningful order and form. The form of the data may include
plots, tables, figures or appendices.
All raw data are placed into appendices
Use units consistently!
Sub-headings are useful to maintain organization. i.e. Effect of pH on Slurry Stability. It is
important to guide the reader in a logical fashion.
Use statistical analysis to compare experimental results i.e. F-tests, T-tests etc.
Interpretation of results include a discussion of major experimental trends, assumptions,
errors, inconsistencies, and comparison to the literature with references
8. Conclusions/Recommendations
Keys to writing a conclusion/recommendation section are:
9. References
Proper referencing of all materials is the obligation of all engineers and scientists. All ideas
NOT original to the author(s) of a laboratory report MUST be referenced. Referenced
material may include lectures, conferences, textbooks, journal articles, ideas from
coworkers etc.
Any idea that is NOT original to the report author and is not cited with a reference is
considered plagiarism. Plagiarism is a serious academic offense. Please refer to the Faculty
of Applied Science web site at:
www.queensu.ca/calendars/appsci/PolicyonAcademicDishonesty_973.htm for details on
academic dishonesty.
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There are many correct methods of citing references and writing a reference list. APA, IEEE
and MLA are commonly used systems. APA is the preferred method for CHEE Technical
Laboratory Reports. You can refer to Jordan (2000), pages 292-294 or Pfeiffer and Boogerd
(2003) page 477 for further background on citation systems.
Here are some examples of how references might be cited within a body of text (the last
example is not an example of APA format):
Example 1: According to Atkins et al., (1995), the kinetic energy of a body is defined as the
energy it possesses as a result of its motion.
Example 2: Atkins et al., (1995) concluded that the kinetic energy of a body...
Example 3: Atkins and coworkers (1995) stated that the kinetic energy...
Example 4: The kinetic energy of a body is the energy it.... (Atkins et al., 1995)
Example 5: The kinetic energy of a body is the energy it possesses as a result of motion [1].
(The number [1] refers to an author(s) listed in the reference section of the report. Authors
in this case are numbered in the order they are referenced to in the text.)
10. Appendices
Appendices contain a wealth of very detailed information that is not essential to the
understanding of the formal report. Items in an appendix may include primary data,
intermediate results or sample calculations. Appendices are numbered and listed in the
order that they appear in the text. In general, Appendix A or Appendix 1 should be the first
appendix referred to in the body of the report.
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Provide units, appropriate significant figures and definition of variables
Clearly label schematics
Plots should include one legend placed underneath the figure
Do not use a legend for a single plotted line
Do not include shading or horizontal lines
Do not use the title option provided by Excel when plotting graphs. Use your own title
caption placed below the figure.
If the above figure was not original to the student, then the authors and date of publication
would appear in brackets following the figure description as shown below:
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Figure 1: Calibration plot of Pb in seawater using an ICP-MS for metal speciation (Smith, J.K.
and Smith A.G., 2004).
Note that each plot above contains:
Question: Based on the information provided so far in this section, can you identify what is
wrong with the following figure?
Answer:
Range of the x-axis scale is too large. A scale of 0 to 60 is ideal
Range of the y-axis is too large. A scale of 0 to 3000 would be better
Both major and minor ticks on an x and y-axes are useful for the reader
A legend is not required for a single line
Gridlines are not acceptable
Do not use the title option provided by Excel. The title should be placed below the figure
caption.
Background of the plot is grey. A white background is preferred.
Title of the plot is too vague. The reader does not know what was measured and how.
Figure caption is not numbered
Figure caption is incorrectly placed above the plot. The figure title should be centred
below the plot
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12. Tables
Table do's:
Place descriptive titles (left-justified) above a table
Number tables in chronological order as they appear in the text
Include units on the category header only
Use appropriate degree of precision (significant number of digits)
Center numbers with respect to the decimal place
470 10
830 5
1060 <2