Effective Scientific
Report Writing
Andrew Burgie, M.S.
Center for Occupational & Environmental Health
at Hunter College
Course Overview
Scientific Report Section Overview
 Typical IH Report Sections Purpose
 Systematic Approach to Writing

 Scientific
Report Sections
 Scientific Report Writing
 Other Important Issues and Topics
Conclusion/Questions/Discussion
 Bibliography

Scientific Report Writing Overview
Aim
 The main purpose of a scientific report is to
communicate
 A report should convey essential
information and ideas as concisely and
effectively as possible
 Precise formats vary by discipline and
scientific journal; treat them as flexible
guidelines that enable clear communication
Scientific Report Writing Overview
Audience
 Assume that your intended reader has a
background similar to yours before you
started the project
 The reader has general understanding of the
topic but no specific knowledge of the details
 The reader should be able to reproduce
whatever you did by following your report
Scientific Report Section Overview
Executive Summary – “Aim” & “Audience”
 Introduction
 Purpose
 Scope of Work
 Sampling Methods
 Results
 Observations
 Conclusions
 Recommendations
 Appendices

Typical IH Report Sections


Executive Summary (1-2 paragraphs maximum)
Introduction (site background)
 Purpose
(why was survey done)
 Scope of Work (what was/was not surveyed)


Sampling Methods (what used and how)
Results (what were the findings)
 Observations



(useful info outside of results; i.e. climate)
Conclusions/Discussion (what did you deduce)
Recommendations [solution(s) to survey issue(s)]
Appendices (supporting maps, graphs, tables, etc.)
Systematic Approach to Writing
Scientific Report Sections
 Title
 Abstract
 Introduction
 Methods
 Results
 Discussion
 Appendices (Tables and Figures)
© 2002 The University of Wisconsin-Madison Writing Center
Scientific Report Sections
Title
 Describe contents clearly and precisely
 Provide key works for indexing
 Avoid wasted words
 (i.e.,
“an investigation of”)
Avoid abbreviations and jargon
 Convey subject seriousness; no “cute” titles

Scientific Report Sections
Abstract
 Convey whole report in miniature, minus specific
details
 State main objectives
 Describe methods
 Summarize most important results
 State major conclusions and their significance
 Do not include references to figures, tables, or
sources
 Do not include info not in report
Scientific Report Sections
Introduction
 What is the problem?
 Why is it important?
 What solution (or step toward a solution) do
you propose?
 Move from general to specific examples
 Engage your reader / audience
 Make the information links clear
 Be selective about your citations
Scientific Report Sections
Methods
 How did you study the problem?
 What did you use? (materials)
 How did you proceed? (methods/procedures)
 Provide enough detail for study replication
 Order procedures by type or chronology
 Use past tense
 Quantify when possible
 Do not mix results with procedures
Scientific Report Sections
Results
 What did you observe?
 Briefly describe experiment
 Report main result(s) supported by selected data
 Order multiple results logically
 (i.e.,




“most to least important; simple to complex; etc”.)
Use past tense
Do not simply repeat table data; select key info
Do not interpret results
Avoid extra words
Scientific Report Sections
Discussion
 What do your observations mean?
 What conclusions can you draw?
 How do your results fit into a broader context?
 Summarize the most important findings
 Move from specific discussion to general
 Do not ignore or bury the major issue
 Make explanations complete
 Do not over-generalize
 Do not ignore deviations in your data
 Avoid speculation that cannot be tested in
foreseeable future
Scientific Report Sections
Appendices (Tables and Figures)
Tables are referred to as “tables”, and all
other items (graphs, photographs, drawings,
diagrams, maps, etc.) are referred to as
“figures”
 Tables and figures are assigned numbers in
the order they are mentioned in the text
 Tables and figures are numbered
independently of each other

 (i.e.,
“Table 1 then 2; and Figure 1 then 2,
regardless of Table / Figure order”)
Scientific Report Sections
Appendices (Tables and Figures)
Tables are labeled at the top and figures at
the bottom.
 Tables and figures may be placed at the end
of the paper, or within the text as soon as
possible after they are mentioned without
interrupting the text

 i.e.,
“at the end of a paragraph or section”.
 Check with your supervisors for their
preference.
Scientific Report Sections
Appendices (Tables and Figures)

Each table or figure MUST be introduced within
the text, and the comment should point out the
highlights:
 e.g.,
“The temperature increased on the third day
(Figure 1)”.

All tables and figures MUST be numbered and
have self-explanatory titles so that the reader can
understand their content without the text:
 e.g.,
“Table 1. Percent of soybean plants exhibiting
visible injury after exposure to acid precipitation”.
Systematic Approach to Writing
Scientific Report Writing
 Aim
 Audience
 Clarity of Writing
 Supporting Material
 Language and Style
 Consistency of Format
© 1999 Andrew C. Comrie (University of Arizona, Dept. of Geography
and Regional Development)
Scientific Report Writing
Aim
 The main purpose of a scientific report is to
communicate
 A typical structure and style have evolved to
convey essential information and ideas as
concisely and effectively as possible
 Precise formats vary by discipline and
scientific journal, but always treat them as
flexible guidelines that enable clear
communication
Scientific Report Writing
Audience
 Assume that your intended reader has a
background similar to yours before you
started the project
 The reader has general understanding of the
topic but no specific knowledge of the details
 The reader should be able to reproduce
whatever you did by following your report
Scientific Report Writing
Clarity of Writing
 Good scientific reports share many of the qualities
found in other kinds of writing
 To write is to think; a paper that lays out ideas in a
logical order will facilitate same kind of thinking
 Make each sentence follow from the previous one,
building an argument piece by piece
 Group related sentences into paragraphs, and
group paragraphs into sections
 Create a flow from beginning to end
Scientific Report Writing
Supporting Materials
 Use figures, tables, data, equations, etc. to
help tell the story as it unfolds
 Refer to them directly in the text, and
integrate the points they make into your
writing
 Number figures and tables sequentially as
they are introduced
 (e.g.,
“Figure 1, Figure 2, etc., with another
sequence for Table 1, Table 2, etc.”)
Scientific Report Writing
Supporting Materials (continued)
 Provide captions with complete information
and not just a simple title
 Label all axes and include units
 Insert a figure or table after the paragraph in
which it is first mentioned, or, gather all
supporting material together after the
reference section (before any appendices)
Scientific Report Writing
Language and Style
 The report should be grammatically sound, with
correct spelling, and generally free of errors
 Avoid jargon, slang, or colloquial terms
 Define acronyms and any abbreviations not used
as standard measurement units
 Most of the report describes what you did, and
thus it should be in the past tense, but use present
or future tense as appropriate.
 Employ the active rather than passive voice to
avoid boring writing and contorted phrases
Scientific Report Writing
Consistency of Terms
 Within the report, the exact format of
particular items is less important than
consistency of application.
 i.e.,
“if you indent paragraphs, indent them all”
 “use a consistent style of headings throughout”
 “write "%" or "percent”, do not mix them, etc.”
Establish a template and stick to it.
 Consult real journal papers for examples.

Systematic Approach to Writing
Other Important Issues and Topics
 Industrial Hygiene Ethics
 Law and Order: Is Report Legal-Proof?
 Power of Persuasion: Are Readers Buying It?
 Is it “Clean” or “Below Level of Detection”?
 Spelling Demons/Word Bloopers & Blunders
Other Important Issues and Topics
Industrial Hygiene Ethics: IH’s shall:

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Practice their profession following recognized scientific principles with
the realization that the lives, health, and well-being of people may
depend upon their professional judgment and that they are obligated to
protect the health and well-being of people.
Counsel affected parties factually regarding potential health risks and
precautions necessary to avoid adverse health effects.
Keep confidential personal and business information obtained during the
exercise of industrial hygiene activities, except when required by law or
overriding health and safety considerations.
Avoid circumstances where a compromise of professional judgment or
conflict of interest may arise.
Perform services only in the areas of their competence.
Act responsibly to uphold the integrity of the profession.
Other Important Issues and Topics
Law and Order: Is Report Legal-Proof?
 Calibration – Do it and Document It
 Make sure that conclusions drawn logically
reflect results actually obtained
 Make sure recommendations solve the root
problem and not just the symptoms whenever
possible
 i.e.,
“replacing moldy carpeting without fixing
leaking source is not solving problem”

Have legal department review draft report
Other Important Issues and Topics
Power of Persuasion: Are Readers Buying It?
 Will your report influence policy change(s)?
 Will your report fend off a cut in budget?
 Will your report result in an increased budget?
 Will your report inspire accident prevention?
 Allow time in between self-reviewing report
 Let experienced colleagues review report draft
 Review good persuasive literature for ideas
Other Important Issues and Topics
Is it “Clean” or “Below Level of Detection”?
 Avoid over-extrapolating results
 Make sure survey performed addresses root
issue; if not rethink survey
 Make sure the proper materials and
methodologies are used
 Make sure survey addresses “worst case
scenarios” for credibility, if applicable
 Know and convey limitations of survey in
report (disclaimers)
Other Important Issues and Topics
Spelling Demons/Word Bloopers & Blunders
 Remember ABC’s: accuracy, brevity, clarity
Avoid:
 Professional pomposity ($100 words vs. $5 words)
 Barbarisms (non-existent words or expressions)
 Solecisms (ungrammatical use of English)
 Syntax errors
 Use of incorrect/dehumanizing words
 Use of “empty” phrases or words
 Sexism (use plural or “one” vs. “him/her”)
 Excessive use of abbreviations
 Plagiarism
CONCLUSION
Questions and Discussion
 Bibliography
_____________________________________

ANDREW BURGIE, M.S.
Center for Occupational and Environmental Health at Hunter College
Bibliography
The University of Wisconsin-Madison Writing
Center, 2007: The Writer’s Handbook:
Scientific Reports. Internet:
<http://www.wisc.edu/writing/Handbook/Sc
ienceReport.html>.
Comrie, A.C., 2007: Scientific Report Writing.
Internet:
<http://www.geog.arizona.edu/~comrie/geo
g230/report.htm>.
Bibliography
Iowa State University College of Agriculture,
2007: Word Usage in Scientific Writing.
Internet:
<http://www.ag.iastate.edu/aginfo/word_usa
ge.php>.
The Learning Commons, University of
Guelph, 2007: Fastfacts: Writing Scientific
Lab Reports. Internet:
<http://osprey.lib.uoguelph.ca/assistance/wri
ting_services/components/documents/lab_re
port.pdf>.