Title Page

 Purpose:
 To identify the report
 Content:
 Title of the document
 To (Instructor’s Name)
 Course number
 For (name at client co.)
 By (Your name)
 Date submitted
 Format:
 Should have clear, consistent
design
Introductory Summary
 Purpose
 To briefly present a condensed version of the contents of
the report without going into detail
 Audience
 All readers at the client company
 Format
 Uses the same design as the chapters
 Is less than one page in length
Suggestion: Write the summary after you write the
chapters. Doing so will ensure a better quality abstract
because you have already written all the material that will
be summarized in the abstract.
Introduction Summary
 Content
 First paragraph
 Cites name of the report (in italics)
 Mentions request for proposals
 Second paragraph
 Explains the purpose of the report
 Gives a brief overview of the solution to their problem
 Third paragraph
 Gives the total cost (can include a brief breakdown), finish
date, and deliverables
 May include additional information as desired
Table of Contents
 Purpose
 Identifies sections of the
report
 Content
 Lists all the major sections
and their beginning page
numbers
 Format
 Align page numbers at the
right margin
 Use leaders between the
section list and numbers
 Uses attractive, consistent
design
List of Tables and Figures
 Purpose

Acts as a table of contents for the visuals in the
report
 Content
 Lists all the tables and figures used in the report by
table or figure number and title
A figure is any illustration, graphic, or chart, etc. that is not a table
 Uses a design that is identical to the table of contents
1: Technical Proposal
 Purpose
 To explain your design approach and how it meets the
requirements
 Content
 To give a detailed description of your design
 Divide the description of your design into logical divisions
 Use action verbs when describing your design and its
capabilities
1: Technical Proposal
 Must Include:
 Description of the original problem
 Explanation of Each phase of work, as well as any
justification needed.
 Explanation of the final product you will give the client
company

-Remember! This is the only place with technical

detail. You should clearly explain how they will get
from where they are now to where they want to be.
2: Managerial Proposal
 This section will include two main features: a labor
breakdown and a timetable. Make good use of
graphics!
 2.1: The labor breakdown details exactly who will do
what- will you use in house teams or hire out some of
the work? What will each of the teams do?
 2.2: The timetable specifies exactly what will happen
and when. There should be clear phases for work, as
well as descriptions of each stage and an explanation
of deliverables.
Cost Proposal
 Purpose
 To communicate to the client how and when you will
complete the project and what the cost will be
 Content
 Discuss the cost of each section in your planned
schedule and work breakdown structure
 Use graphics as needed to explain your plan
 Use the correct tenses to refer to work done vs.
planned
Bidder’s Capabilities
 Purpose
 To explain to clients what your qualifications and
experiences in the field are
 Your next step is to convince your audience that you are
not only capable, but the best candidate(s) for the job. To
do this, you need to describe the technical capabilities
(credentials) of both yourself and your other team/crew
members.
 The content of this section should include a short
introductory description, a listing of all potential crews
and managers, and resumes for key figures.
Rhetorical Concerns
Beginning the chapters

 Preview the major sections

This chapter explains how Team 1A plans to complete the bench test
system project. The schedule section addresses our proposed schedule for
the project and assesses our progress to date, the teams description section
details the composition and tasks of each team. The work breakdown
section examines the critical design tasks that the group determined to be
necessary for the success of the project.
Formatting the chapters
 Begin each chapter on a new right-hand page
 Use headings to divide chapters into sections and
subsections
 Number the sections and subsections using a
numerical hierarchy (2.0, 2.1, 2.1.1, etc.)
 Be sure each section and subsection has content
Formatting the chapters
 Use flush left alignment (do not justify)
 Use single or 1.5 (preferred) line spacing
 Put one blank line between paragraphs
 Best fonts: San serif headings with serif body
Sample Text:

Chapter 1: Technical Proposal

The main goal of this project is to create a
design for a web accessible serial
communication device. . .

1.1. Hardware requirements

The prototype should occupy a single printed
circuit board. . .
References

 Cite any sources used in the paper

 Use a standard citation system (IEEE, APA, MLA, etc.)
 List sources in alphabetical order
 Use the same design as the chapters
Appendices

 Include any important information that doesn’t fit in

the body of the report
 Large diagrams or tables of data
 Big chunks of sample code
 Background information that is too basic or too
advanced for the body of the report
 Anything that would be distracting if placed in the
body of the report
Appendices
 Start each appendix on Appendix 1
a new right-hand page Labor Budget

 Place a divider sheet

(front piece) in front of
each appendix
 The number of the
appendix
 Name of the appendix
Paginating your Proposal
Pagination

 Position page numbers at the bottom center of the

pages; use the footer option in Word
 All pages, except the letter, appendix pages, and
back cover, are counted
 Some numbers are not displayed
Remember—
hide page numbers on pages
that are not numbered
 Pagination scheme
Title page
Introduction
Table of contents
List of figures & tables
Technical Proposal (chapter 1)
Body chapters
References
Appendix front piece
Appendix pages
Back cover (blank)
Counted but not numbered
Not counted or numbered
Counted & numbered as ii
Counted & numbered as small roman numeral
Numbered as 1-1
Numbered as 2-1, 2-2, 3-1, 3-2, etc.
Counted but not numbered
Numbered as A-1, A-2, etc.
Not counted or numbered
Not counted or numbered
Table of Contents
 Purpose
 Identifies sections of the
report
 Content
 Lists all the major sections
and their beginning page
numbers
 Format
 Align page numbers at the
right margin
 Use leaders between the
section list and numbers
 Uses attractive, consistent
design
Writing effective sentences
and paragraphs
10. Know Your Subject

 If you begin a sentence with “this,” “that,” or “it,”

substitute or follow with a noun
 This process helps to clarify the exact meaning
Ex. 1: The microprocessor interfaced directly with the 7055 RAM chip.
It runs at 5MHz. (What runs at 5 MHz- the processor or the chip?)
Correction: The microprocessor interfaced directly with the 7055 RAM
chip. The 7055 chip runs at 5MHz.
9. Use active voice

 In active voice, the subject (actor) acts on the object

The dog bit the boy.
vs.
The boy was bitten by the dog.
 Active voice emphasizes the subject
 Active voice is easier to understand
…but use passive voice sometimes
 Passive voice reduces blame
The boy was bitten. (By whom? Why?)
8. Use complete sentences—
always

 A sentence should stand alone and

contain a complete thought
 A sentence should have a subject and a verb

Fragment: Nearly 60 percent of U.S. households had VCRs by the

end of the 1980s. In spite of the microwave being the most popular
appliance of the decade.

Correction: In spite of the microwave being the most popular

appliance of the decade, nearly 60 percent of U.S. households had
VCRs by the end of the 1980s.
7. Eliminate fused or run-on
sentences

Improper: The gain of the antenna is 9 dB, this entails that the received signal
will be amplifed by 9 dB going into the next part of the radar block diagram.

 Divide the fused sentence into two sentences

The gain of the antenna is 9 dB. This gain entails that the received signal will
be amplifed by 9 dB going into the next part of the radar block diagram.

 Add a conjunction and comma between the sentences

The gain of the antenna is 9 dB, and this gain entails that the received signal
will be amplifed by 9 dB going into the next part of the radar block diagram.

 Use a semicolon to join the two sentences

The gain of the antenna is 9 dB; this gain entails that the received signal will
be amplifed by 9 dB going into the next part of the radar block diagram.
6. Watch the placement
of modifiers

(Modifiers add meaning to other ideas)

 Be sure to clearly say who is doing what

Unclear: After having completed needed modifications and

adjustments, the equipment operated correctly and met all
specifications.
(Who completed the modifications?)

Clear: After Rueben completed needed modifications and

adjustments, the equipment operated correctly and met all
specifications.
5. Begin paragraphs with
a topic (or theme) sentence

 Indicate the main point(s) you’ll make in the paragraph

 Give a hint of what you’ll discuss about the main points
We designed a generator and power storage system to supply power to a
locator beacon that is used to determine the position of a drill head. The
generator uses. . .
Remember—
Using topic sentences puts the most
important information first
4. Group ideas together
& arrange them logically
 Helps your reader understand relationships

Choppy sentences and unrelated ideas: 50 memory channels are

installed on the KW765. The KW765 is a low-profile desktop scanner. It
has outstanding performance. The design is sleek. Individual channels can
be locked out. They can also be displayed.

Related ideas are grouped: The KW765 is a sleek, low-profile desktop

scanner with outstanding performance. Fifty memory channels are
preinstalled and can be displayed or locked.
3. Use parallel
grammatical structure
 Items in a series should start with the same kind of
word (verb, gerund, adjective, noun, etc.)
Not parallel: After a lot of discussion, the team concluded that
their alternatives were to call in a consultant or having three
more engineers reassigned to the team.
Parallel: After a lot of discussion, the team concluded that
their alternatives were to call in a consultant or to have three
more engineers reassigned to the team.
2. Use appropriate transitions
between paragraphs and sentences
 Transitions connect ideas
 Transitions point out your thought direction
 Transitions make your message more clear
No transition: Our group’s long-range plans for the project have been
extended. The completion date for the project is as originally planned.

With transition: Although our group’s long-range plans for the project
have been extended, the completion date for the project is as originally
planned.
1. Be Concise

 Chop long paragraphs and sentences into shorter,

easier-to-read sections
 Avoid short, one-sentence paragraphs

One long sentence: We finally had a discussion with the R&D staff but
were not able to convince them that they should commit to a specific date
for implementation of the design, but instead they responded with a
proposal to extend the project, which would result in a loss of profits.
Two shorter sentences: We were not able to convince the R&D staff to
commit to a specific date for implementing the design. Instead, they
submitted a proposal to extend the project, which would cause a loss of
profits.
Tricks for writing to
multiple audiences
Give the full meaning of an
acronym the first time
 Put the initials for the acronym in parenthesis
after the full meaning
The Hydril Blow Out Preventer (BOP) is a remote system. . .

The Radar Operation Center (ROC) provides. . .

The processor generates the clock signals for the audio control panels
(ACPs).

 Repeat the full meaning later if needed

Define terms the first
time you use them

 Define terms parenthetically

The crane is located on the starboard (right) side of the ship.

 Define terms in an explanatory phrase

Before the metal is plated, it is immersed in the pickle, an
acid bath that removes oxides from the surface.

 Use terms consistently

Inconsistent: Immerse the metal into the brine before
sending it to the plating station.
Consistent: Immerse the metal into the pickle before
sending it to the plating station.
Construct lists correctly

 Decide which kind of list to use

 Use numbered lists when data or steps must be
presented in a specific order
 Use bulleted lists when items in the list are in no
specific order
 Precede the list with a “lead-in” phrase
 The purpose of your list should be clear to the reader
 Capitalize the first letter of each list item
Construct lists correctly

 Maintain grammatical parallelism—start each list item with

the same type of word (verb, noun, adjective)

Not parallel: Parallel:

Last week we did the following:
• Completed the BIU logic
design
• All instruction buffer blocks
have had simulations
• Patterns from the tests were
written and debugged
Last week we did the following:
• Completed the BIU logic
design
• Ran simulations on all
instruction buffer blocks
• Wrote and debugged test
patterns
Incorporate graphics correctly

 Introduce each figure or table in the text before

placing the figure or table
 Explain in the text what the reader should notice in
the graphic but don’t repeat all the information
 Include a numbered title
Ex: Table 1: Packaging requirements
 Table title is on top
 Figure title follows
 Graphics should be numbered sequentially
throughout the report
 Be sure graphics are large enough to read easily