FORMAT FOR FORMAL LABORATORY REPORTS
Virtually all job announcements specify a need for "communications skills." For professionals in a technical field, this means the ability to write coherent, accurate reports. To some, this comes easily - to others, with difficulty. Each formal report must include:
Title, author, date submitted or date prepared.
Abstract (written last, but located before introduction). The Abstract is a 1-paragraph summary of the report. Do not cite references or figures in the Abstract. Briefly state what you did and what you found out, including quantitative results ("The water table lies 3 meters below the surface, with top of bedrock located between 12 and 15 meters in depth.")
Additional headings for sections of your report usually include:
or objective;Introduction
Physical basis: Short discussion of relevant theory.
Field procedure: Instruments and/or instruments employed; location (if field work - map if appropriate); What you did, what instruments did you use and where did you do it;
Results or Summary of data (graph? table?);
Discussion - significance of observations - what do the numbers tell us about the earth? (Cross-sections, calculations, interpretive maps if appropriate - use captioned diagrams to communicate); How did you turn your data into geology? How well does the evidence (data) constrain the geology (interpretation)? Tell the reader what the data reveal, as well as limitations in resolution, probable uncertainties, and so on. Tie your facts together into an informative story. Lay out the arguments. Discuss alternate interpretations and why you think your selected interpretation is superior to alternatives.
Conclusions and/or recommendations; repeat (summarize) major findings developed in the Discussion but do NOT repeat the arguments.
References cited. See a recent GSA journal article for appropriate formats.
Sheriff (1989) on the subject of "Reporting": Step-by-step procedure includes
1. Prepare (collect data; decide on needs of client; articulate objectives).
2. Plan - develop an outline.
3. Write: Introduction, procedures and results, discussion, conclusions and recommendations, abstract, appendices and bibliography.
4. Review, evaluate, and criticize. Does report accomplish the objective? Is anything missing? Irrelevant? Misinterpreted? Do ideas follow a logical order with appropriate transitions? Do figures and tables agree with text? Are grammar and spelling correct? Does the report flow smoothly?
5. Carefully proofread final report before delivery.
Write and edit at least one draft prior to printing a final copy. THIS 'ROUGH DRAFT' - HARD COPY - IS A REQUIREMENT FOR PROPER COMPLETION OF THE ASSIGNMENT - MORE ON THIS LATER.
Do not use colors to show different variables on a single graph - technical reports are frequently photocopied and information that relies on colors is thus lost. I do prepare color versions of black & white (and shades of gray) graphs and maps for my Web site, but publishing hard copies with color graphs is expensive.
Rules for writing scientific reports
Number your pages.
Each figure or table MUST be numbered so as to follow the order in which they are cited in your text and captioned (i.e. "Figure 1: Location map showing orientation of seismic refraction lines.").
Each Figure or Table used MUST be cited in the Text of the report.
Each map must include a metric bar scale and north arrow.
Location maps must include latitude and longitude.
Keep only digits that are significant: do not keep all of the digits provided by the computer or calculator. Excess significant figures imply too great a precision.
Keep graphs neat and uncluttered. Remember the flyspeck rule for graphs: do not use simple dots (that might be mistaken for fly feces) to show your data points - use symbols such as + x à or center your dot in a circle, square, triangle, diamond, etc.
Show the mathematics but not the arithmetic (show how you organize the equation and which values will be plugged in; you should NOT show each subsequent calculation.). Rationalize your units!! Always write UNITS along with digits. Make certain that the units you are using are consistent with the equations selected.
Reports must be typed or written using a word processor. Double space! Leave room for my comments.
Do NOT use: cover pages, blank pages at the end, binders or other frills that tend to make my briefcase heavy and overflow. Do not use bold, italics or underline for emphasis, other than as part of your References Cited format. Feel free to decorate syllabi, someday when you are teaching, with variety of formats. Professional articles contain such elements very infrequently.
Reports will be read, graded and returned to you with suggestions for improvement. If substantial revision is required, you will be asked to redo and resubmit the report within a week of the time the report is returned to you. I have not seen a typewriter used for several years but if you are still using one, I respectfully suggest you begin using a word processor. Always keep a set of copies of any figures submitted with your report - these may come in handy when a revised draft is needed. Unless otherwise noted in the instructions, reports shall be due 1 week after the laboratory episode in which data were collected or problems presented.