effective scientific report writing andrew burgie, m.s. center for occupational & environmental...

Effective Scientific Effective Scientific Report WritingReport Writing

Effective Scientific Effective Scientific Report WritingReport Writing

Andrew Burgie, M.S.Andrew Burgie, M.S.

Center for Occupational & Environmental HealthCenter for Occupational & Environmental Healthat Hunter Collegeat Hunter College

Course OverviewCourse OverviewCourse OverviewCourse Overview Scientific Report Section OverviewScientific Report Section Overview Typical IH Report Sections PurposeTypical IH Report Sections Purpose Systematic Approach to Writing Systematic Approach to Writing

Scientific Report SectionsScientific Report Sections Scientific Report WritingScientific Report Writing Other Important Issues and TopicsOther Important Issues and Topics

Conclusion/Questions/DiscussionConclusion/Questions/Discussion BibliographyBibliography

Scientific Report Writing OverviewScientific Report Writing OverviewScientific Report Writing OverviewScientific Report Writing Overview

AimAim The The mainmain purpose of a scientific report is to purpose of a scientific report is to

communicatecommunicate A report should convey A report should convey essentialessential

information and ideas as information and ideas as conciselyconcisely and and effectivelyeffectively as possible as possible

Precise formats varyPrecise formats vary by discipline and by discipline and scientific journal; treat them as scientific journal; treat them as flexible flexible guidelinesguidelines that enable that enable clearclear communication communication

Scientific Report Writing OverviewScientific Report Writing OverviewScientific Report Writing OverviewScientific Report Writing Overview

AudienceAudience Assume that your intended reader has a Assume that your intended reader has a

background background similarsimilar to yours to yours beforebefore you you started the projectstarted the project

The reader has The reader has general understandinggeneral understanding of the of the topic but topic but no specific knowledgeno specific knowledge of the details of the details

The reader should be able to The reader should be able to reproducereproduce whatever you did by whatever you did by followingfollowing your report your report

Scientific Report Section OverviewScientific Report Section OverviewScientific Report Section OverviewScientific Report Section Overview Executive Summary – “Executive Summary – “AimAim” & “” & “AudienceAudience”” IntroductionIntroduction PurposePurpose Scope of WorkScope of Work Sampling MethodsSampling Methods ResultsResults ObservationsObservations ConclusionsConclusions RecommendationsRecommendations AppendicesAppendices

Typical IH Report SectionsTypical IH Report SectionsTypical IH Report SectionsTypical IH Report Sections Executive Summary (1-2 paragraphs maximum)Executive Summary (1-2 paragraphs maximum) Introduction (site background)Introduction (site background)

Purpose (why was survey done)Purpose (why was survey done) Scope of Work (what was/was not surveyed)Scope of Work (what was/was not surveyed)

Sampling Methods (what used and how)Sampling Methods (what used and how) Results (what were the findings)Results (what were the findings)

Observations (useful info outside of results; i.e. Observations (useful info outside of results; i.e. climate)climate)

Conclusions/Discussion (what did you deduce)Conclusions/Discussion (what did you deduce) Recommendations [solution(s) to survey issue(s)]Recommendations [solution(s) to survey issue(s)] Appendices (supporting maps, graphs, tables, etc.)Appendices (supporting maps, graphs, tables, etc.)

Systematic Approach to WritingSystematic Approach to WritingSystematic Approach to WritingSystematic Approach to WritingScientific Report SectionsScientific Report Sections TitleTitle AbstractAbstract IntroductionIntroduction MethodsMethods ResultsResults DiscussionDiscussion Appendices (Tables and Figures)Appendices (Tables and Figures)

© 2002 The University of Wisconsin-Madison Writing Center© 2002 The University of Wisconsin-Madison Writing Center

Scientific Report SectionsScientific Report SectionsScientific Report SectionsScientific Report Sections

TitleTitle Describe contents Describe contents clearlyclearly and and preciselyprecisely Provide Provide key workskey works for for indexingindexing Avoid Avoid wastedwasted words words

(i.e., “an investigation of”)(i.e., “an investigation of”) Avoid Avoid abbreviationsabbreviations and and jargonjargon Convey Convey subject seriousnesssubject seriousness; no “cute” titles ; no “cute” titles

Scientific Report SectionsScientific Report SectionsScientific Report SectionsScientific Report SectionsAbstractAbstract Convey Convey whole reportwhole report in in miniatureminiature, minus specific , minus specific

detailsdetails State State mainmain objectives objectives Describe Describe methodsmethods Summarize Summarize most importantmost important results results State State majormajor conclusions and their significance conclusions and their significance Do Do not include referencesnot include references to figures, tables, or to figures, tables, or

sourcessources Do Do not includenot include info info notnot in report in report


IntroductionIntroduction What is the What is the problemproblem?? Why is it Why is it importantimportant?? What What solutionsolution (or step toward a solution) do (or step toward a solution) do

you propose?you propose? Move from Move from generalgeneral to to specificspecific examples examples Engage your Engage your readerreader / / audienceaudience Make the information links Make the information links clearclear Be Be selectiveselective about your citations about your citations


MethodsMethods How did you study the How did you study the problemproblem?? What did you What did you useuse? (materials)? (materials) How did you How did you proceedproceed? (methods/procedures)? (methods/procedures) Provide Provide enough detailenough detail for study for study replicationreplication Order Order proceduresprocedures by by typetype or or chronologychronology Use Use pastpast tense tense QuantifyQuantify when possible when possible Do Do not mix resultsnot mix results with procedures with procedures


ResultsResults What did you What did you observeobserve?? Briefly Briefly describedescribe experiment experiment Report Report mainmain result(s) supported by result(s) supported by selectedselected data data Order multiple results Order multiple results logicallylogically

(i.e., “most to least important; simple to complex; etc”.)(i.e., “most to least important; simple to complex; etc”.)

Use Use pastpast tense tense Do Do not simply repeatnot simply repeat table data; select table data; select keykey info info Do Do not interpretnot interpret results results Avoid Avoid extraextra words words

Scientific Report SectionsScientific Report SectionsScientific Report SectionsScientific Report SectionsDiscussionDiscussion What do your What do your observationsobservations mean? mean? What What conclusionsconclusions can you draw? can you draw? How do your How do your results fitresults fit into a into a broaderbroader context? context? Summarize the Summarize the mostmost important findings important findings Move from Move from specificspecific discussion to discussion to generalgeneral Do Do not ignorenot ignore or bury the or bury the majormajor issue issue Make explanations Make explanations completecomplete Do Do notnot overover-generalize-generalize Do Do not ignore deviationsnot ignore deviations in your data in your data Avoid Avoid speculationspeculation that that cannot be testedcannot be tested in in

foreseeable futureforeseeable future

Scientific Report SectionsScientific Report SectionsScientific Report SectionsScientific Report SectionsAppendices (Tables and Figures)Appendices (Tables and Figures) Tables Tables are referred to as “are referred to as “tablestables”, and ”, and all all

other itemsother items (graphs, photographs, drawings, (graphs, photographs, drawings, diagrams, maps, etc.) are referred to as diagrams, maps, etc.) are referred to as ““figuresfigures””

Tables and figures are Tables and figures are assigned numbersassigned numbers in in the the orderorder they are they are mentionedmentioned in the text in the text

Tables and figures are Tables and figures are numbered numbered independentlyindependently of each other of each other (i.e., “Table 1 then 2; and Figure 1 then 2, (i.e., “Table 1 then 2; and Figure 1 then 2,

regardless of Table / Figure order”)regardless of Table / Figure order”)


Appendices (Tables and Figures)Appendices (Tables and Figures) TablesTables are are labeledlabeled at the at the toptop and and figuresfigures at at

the the bottombottom. . Tables and figures may be Tables and figures may be placed placed at theat the end end

of the paper, or of the paper, or within within thethe text as soon as text as soon as possible after they are mentioned possible after they are mentioned without without interruptinginterrupting the text the text i.e., “at the end of a paragraph or section”.i.e., “at the end of a paragraph or section”. Check with your supervisors for their Check with your supervisors for their

preference.preference.

Scientific Report SectionsScientific Report SectionsScientific Report SectionsScientific Report SectionsAppendices (Tables and Figures)Appendices (Tables and Figures)

Each table or figure Each table or figure MUST be introducedMUST be introduced within within the text, and the comment should the text, and the comment should point out point out thethe highlightshighlights:: e.g., “The temperature increased on the third day e.g., “The temperature increased on the third day

(Figure 1)”. (Figure 1)”.

All tables and figures All tables and figures MUST be numberedMUST be numbered and and have self-explanatory titleshave self-explanatory titles so that the reader can so that the reader can understand their content without the text: understand their content without the text: e.g., “Table 1. Percent of soybean plants exhibiting e.g., “Table 1. Percent of soybean plants exhibiting

visible injury after exposure to acid precipitation”. visible injury after exposure to acid precipitation”.

Systematic Approach to WritingSystematic Approach to WritingSystematic Approach to WritingSystematic Approach to Writing

Scientific Report WritingScientific Report Writing AimAim AudienceAudience Clarity of WritingClarity of Writing Supporting MaterialSupporting Material Language and StyleLanguage and Style Consistency of FormatConsistency of Format

© 1999 Andrew C. Comrie (University of Arizona, Dept. of Geography © 1999 Andrew C. Comrie (University of Arizona, Dept. of Geography and Regional Development)and Regional Development)

Scientific Report WritingScientific Report WritingScientific Report WritingScientific Report WritingAimAim The The mainmain purpose of a scientific report is to purpose of a scientific report is to

communicatecommunicate A typical structure and style have evolved A typical structure and style have evolved

to convey to convey essentialessential information and ideas as information and ideas as conciselyconcisely and and effectivelyeffectively as possible as possible

Precise formats varyPrecise formats vary by discipline and by discipline and scientific journal, but always treat them as scientific journal, but always treat them as flexible guidelinesflexible guidelines that enable that enable clearclear communicationcommunication

Scientific Report WritingScientific Report WritingScientific Report WritingScientific Report Writing

AudienceAudience Assume that your intended reader has a Assume that your intended reader has a

background background similarsimilar to yours to yours beforebefore you you started the projectstarted the project

The reader has The reader has general understandinggeneral understanding of the of the topic but topic but no specific knowledgeno specific knowledge of the details of the details

The reader should be able to The reader should be able to reproducereproduce whatever you did by whatever you did by followingfollowing your report your report

Scientific Report WritingScientific Report WritingScientific Report WritingScientific Report WritingClarity of WritingClarity of Writing Good scientific reports Good scientific reports shareshare many of the qualities many of the qualities

found in found in otherother kinds of writing kinds of writing To write is to think; a paper that lays out ideas in a To write is to think; a paper that lays out ideas in a

logicallogical order will order will facilitatefacilitate same kind of thinking same kind of thinking Make each sentence Make each sentence followfollow from the previous one, from the previous one,

buildingbuilding an argument piece by piece an argument piece by piece Group Group relatedrelated sentences into sentences into paragraphsparagraphs, and , and

group group paragraphsparagraphs into into sectionssections Create a Create a flowflow from beginning to end from beginning to end


Supporting MaterialsSupporting Materials Use figures, tables, data, equations, etc. to Use figures, tables, data, equations, etc. to

help tellhelp tell the story as it unfolds the story as it unfolds Refer to them Refer to them directlydirectly in the text, and in the text, and

integrateintegrate the points they make into your the points they make into your writingwriting

Number figures and tables Number figures and tables sequentiallysequentially as as they are introduced they are introduced (e.g., “Figure 1, Figure 2, etc., with another (e.g., “Figure 1, Figure 2, etc., with another

sequence for Table 1, Table 2, etc.”)sequence for Table 1, Table 2, etc.”)


Supporting Materials (continued)Supporting Materials (continued) Provide captions with Provide captions with completecomplete information information

and not just a simple titleand not just a simple title Label Label allall axes and axes and includeinclude units units Insert a figure or table Insert a figure or table afterafter the paragraph in the paragraph in

which it is which it is firstfirst mentioned, or, gather mentioned, or, gather allall supporting material together supporting material together afterafter the the reference section (before any appendices)reference section (before any appendices)

Scientific Report WritingScientific Report WritingScientific Report WritingScientific Report WritingLanguage and StyleLanguage and Style The report should be The report should be grammaticallygrammatically sound, with sound, with

correctcorrect spelling, and spelling, and generally freegenerally free of errors of errors Avoid Avoid jargonjargon, , slangslang, or , or colloquialcolloquial terms terms Define Define acronymsacronyms and and anyany abbreviationsabbreviations not used not used

as standard measurement unitsas standard measurement units Most of the report describes what you did, and Most of the report describes what you did, and

thus it should be in the thus it should be in the pastpast tense, but use tense, but use presentpresent or or futurefuture tense tense as appropriateas appropriate. .

Employ the Employ the activeactive rather than passive voice to rather than passive voice to avoid avoid boringboring writing and writing and contortedcontorted phrases phrases


Consistency of TermsConsistency of Terms Within the report, the Within the report, the exact exact format of format of

particular items is particular items is less importantless important than than consistencyconsistency of application. of application. i.e., “if you indent paragraphs, indent them all”i.e., “if you indent paragraphs, indent them all” ““use a consistent style of headings throughout”use a consistent style of headings throughout” ““write "%" or "percent”, do not mix them, etc.”write "%" or "percent”, do not mix them, etc.”

Establish a Establish a templatetemplate and stick to it. and stick to it. Consult Consult realreal journal papers for examples. journal papers for examples.

Systematic Approach to WritingSystematic Approach to WritingSystematic Approach to WritingSystematic Approach to Writing

Other Important Issues and TopicsOther Important Issues and Topics Industrial Hygiene EthicsIndustrial Hygiene Ethics Law and Order: Is Report Legal-Proof?Law and Order: Is Report Legal-Proof? Power of Persuasion: Are Readers Buying It?Power of Persuasion: Are Readers Buying It? Is it “Clean” or “Below Level of Detection”?Is it “Clean” or “Below Level of Detection”? Spelling Demons/Word Bloopers & BlundersSpelling Demons/Word Bloopers & Blunders

Other Important Issues and TopicsOther Important Issues and TopicsOther Important Issues and TopicsOther Important Issues and TopicsIndustrial Hygiene Ethics: IH’s shall:Industrial Hygiene Ethics: IH’s shall: Practice Practice their profession following their profession following recognized scientific principlesrecognized scientific principles with with

the realization that the lives, health, and well-being of people may the realization that the lives, health, and well-being of people may depend upon their professional judgment and that they are obligated to depend upon their professional judgment and that they are obligated to protect the health and well-being of people.protect the health and well-being of people.

Counsel affected parties factuallyCounsel affected parties factually regarding potential health risks and regarding potential health risks and precautions necessary to avoid adverse health effects.precautions necessary to avoid adverse health effects.

Keep confidential personal and business information obtainedKeep confidential personal and business information obtained during the during the exercise of industrial hygiene activities, except when required by law or exercise of industrial hygiene activities, except when required by law or overriding health and safety considerations.overriding health and safety considerations.

AvoidAvoid circumstances where a circumstances where a compromise of professional judgmentcompromise of professional judgment or or conflict of interestconflict of interest may arise. may arise.

PerformPerform services services only in the areas ofonly in the areas of their their competence competence.. Act responsiblyAct responsibly to uphold the integrity of the profession. to uphold the integrity of the profession.

Other Important Issues and TopicsOther Important Issues and TopicsOther Important Issues and TopicsOther Important Issues and Topics

Law and Order: Is Report Legal-Proof?Law and Order: Is Report Legal-Proof? Calibration – Calibration – DoDo it and it and DocumentDocument It It Make sure that Make sure that conclusions drawnconclusions drawn logically logically

reflect resultsreflect results actuallyactually obtained obtained Make sure recommendations solve the Make sure recommendations solve the rootroot

problem and not just the symptoms whenever problem and not just the symptoms whenever possible possible i.e., “replacing moldy carpeting without fixing i.e., “replacing moldy carpeting without fixing

leaking source is not solving problem”leaking source is not solving problem” Have Have legal department reviewlegal department review draft report draft report


Power of Persuasion: Are Readers Buying It?Power of Persuasion: Are Readers Buying It? Will your report Will your report influence influence policy change(s)?policy change(s)? Will your report Will your report fend offfend off a cut in budget? a cut in budget? Will your report Will your report resultresult in an increased budget? in an increased budget? Will your report Will your report inspireinspire accident prevention? accident prevention? Allow time Allow time in betweenin between self-reviewing report self-reviewing report Let Let experienced colleaguesexperienced colleagues review report draft review report draft Review Review good persuasive literaturegood persuasive literature for ideas for ideas


Is it “Clean” or “Below Level of Detection”?Is it “Clean” or “Below Level of Detection”? Avoid Avoid overover-extrapolating results-extrapolating results Make sure survey performed addresses Make sure survey performed addresses rootroot

issue; if not issue; if not rethinkrethink survey survey Make sure the Make sure the properproper materials and materials and

methodologies are usedmethodologies are used Make sure survey addresses “Make sure survey addresses “worst case worst case

scenariosscenarios” for credibility, if applicable” for credibility, if applicable Know and convey Know and convey limitationslimitations of survey in of survey in

report (disclaimers)report (disclaimers)

Other Important Issues and TopicsOther Important Issues and TopicsOther Important Issues and TopicsOther Important Issues and TopicsSpelling Demons/Word Bloopers & BlundersSpelling Demons/Word Bloopers & Blunders Remember ABC’s: Remember ABC’s: accuracyaccuracy, , brevitybrevity, , clarityclarityAvoid:Avoid: Professional pomposity ($100 words vs. $5 words)Professional pomposity ($100 words vs. $5 words) Barbarisms (non-existent words or expressions)Barbarisms (non-existent words or expressions) Solecisms (ungrammatical use of English)Solecisms (ungrammatical use of English) Syntax errorsSyntax errors Use of incorrect/dehumanizing wordsUse of incorrect/dehumanizing words Use of “empty” phrases or wordsUse of “empty” phrases or words Sexism (use plural or “one” vs. “him/her”)Sexism (use plural or “one” vs. “him/her”) Excessive use of abbreviationsExcessive use of abbreviations PlagiarismPlagiarism

CONCLUSIONCONCLUSIONCONCLUSIONCONCLUSION

Questions and DiscussionQuestions and Discussion BibliographyBibliography__________________________________________________________________________

ANDREW BURGIE, M.S.ANDREW BURGIE, M.S.Center for Occupational and Environmental Health at Hunter CollegeCenter for Occupational and Environmental Health at Hunter College

BibliographyBibliographyBibliographyBibliography

The University of Wisconsin-Madison The University of Wisconsin-Madison Writing Center, 2007: Writing Center, 2007: The Writer’s The Writer’s Handbook: Scientific ReportsHandbook: Scientific Reports. Internet: . Internet: <http://www.wisc.edu/writing/Handbook/Sc<http://www.wisc.edu/writing/Handbook/ScienceReport.html>.ienceReport.html>.

Comrie, A.C., 2007: Comrie, A.C., 2007: Scientific Report WritingScientific Report Writing. . Internet: Internet: <http://www.geog.arizona.edu/~comrie/geo<http://www.geog.arizona.edu/~comrie/geog230/report.htm>.g230/report.htm>.

BibliographyBibliographyBibliographyBibliographyIowa State University College of Agriculture, Iowa State University College of Agriculture,

2007: 2007: Word Usage inWord Usage in Scientific WritingScientific Writing. . Internet: Internet: <http://www.ag.iastate.edu/aginfo/word_usa<http://www.ag.iastate.edu/aginfo/word_usage.php>.ge.php>.

The Learning Commons, University of The Learning Commons, University of Guelph, 2007: Guelph, 2007: Fastfacts: Writing Scientific Fastfacts: Writing Scientific Lab ReportsLab Reports. Internet: . Internet: <http://osprey.lib.uoguelph.ca/assistance/wr<http://osprey.lib.uoguelph.ca/assistance/writing_services/components/documents/iting_services/components/documents/lab_report.pdf>.lab_report.pdf>.

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