STYLE

Style is how the report is laid out - font, margins, etc.

  1. All letters and formal reports must be typed, neat, clear, easy to read, and as short and simple as possible.  Go over your report and try to cut out unnecessary words.  Beak up long sentences.
  2. Reports must be in passive voice. ( “Such-and-such was measured” is passive voice.  “I measured such-and-such” is first person.  But beware that some companies prefer first person and you must be able to accommodate the customer, which is usually your boss.)
  3. Write complete sentences with proper punctuation and grammar.  Reports are to be prepared in a narrative, paragraphed style rather than as a numbered set of disconnected sentences or comments.
  4. Do not use the imperative that is, do not write the report as if it were a set of directions from a recipe.  Describe what was done, not exactly how to do it (step by step).  Do not give detailed accounts of standard procedures or the operation of standard laboratory equipment.  Assume you are writing to your boss or other technically trained person.
  5. Number all pages, including appendices (example, A1). (Typed, NOT handwritten.)
  6. Normal practice dictates that there be two spaces following each sentence.  This means the typist must hit the space bar twice after the period.  Not rocket science; just common practice.
  7. Do not use contractions, slang or abbreviations.
  8. Write on one side only - material on the reverse side may be overlooked.
  9. Report must be bound.
  10. Insert horizontal charts, graphs, and drawings so they read from the right side of the report.
  11. All drawings must be:
    1. folded to 8-1/2 by 11.
    2. bound in the report.
    3. inserted so it is possible to open the drawing  and look at it without removing it from the report.
    4. so the title block of the drawing is visible when the drawing is still folded.
    5. inserted so the bottom of the drawing is at the right edge or the bottom of the page.
Fold to 8-1/2" x 11". Be careful the fold line is on the right side of where the punched holes or staple will be.

Reference: Chicago Style Manual