Report Writing Guidelines
It is mandatory that the Summer Practice (SP) report is written
according to the following writing guidelines. Notice that last year many reports were rejected
and rewritten due to some common mistakes regarding format and style. This
guideline will walk you through the correct format and style via explanations
and examples. Please read carefully and before you attempt to write your report!
If you shared some work with some other SP
students at your location, please specify the details. Who was the student
(name, school, year, etc.), who did what part of the work and what is
your contribution in the work that that person claims and vice versa. Remember:
Write your own report and the other student will write her/his own report.
You CAN NOT share the report, you CAN NOT have a common part in the report.
You must document the work with your own words and diagrams and style!
COPYING IS ABSOLUTELY REJECTED IN ALL ITS FORMS!!!
In the report, the main goal is to describe/report the professional dimensions
of the company and what you professionally did there as a student. The
SP report is not a personal diary or any social story telling environment.
The emphasis is on the technical/professional aspects and other matters
should not be included unless there is a relation to the technical part.
Keep in mind that the reports are not evaluated according to the number
of pages, so don’t include any irrelevant information to make it
longer. Try to keep your report as short as possible while emphasizing
the key points listed below.
Just before we begin, an important reminder: When you are done writing
the SP report, make sure that you get it approved by the engineer/manager/supervisor
who led you in your SP. For that, signature/seal is required. Make sure
you put the name/contact phone number of that person in the coverpage
and additional information sheet in the SP.
1. Title Page
The title page shall include the information
about the course code, student identification information (number, name,
surname), company name, division/branch name in the company (if exits),
begining - end dates of your summer practice, name-surname of engineer
you have worked with and the contact information of the engineer (email
2. Table Of Contents
Here you must list the chapters and sections
the report involves
3. Description of the Company
Summarize the work type, administrative
structure, number of employees (how many engineers, under which division,
How many people in the company, how many
engineers, how many technicians, administrators, what is the administrative
structure (tree)?How about your division and group, how many
engineers/technicians and what is their field (EE, ME, etc.)
If there is an administrative and management team tree picture
include it or make one if you can. Remember a picture is worth thousand stories!
What does the company do (manufacturing, design,
R&D, application, test, maintenance, repaier, what?)
What is the end product and who is the customer?
What is the company share in the market in the local area,
city, nation, in the world? Who does it serve to?
Where is the company located? Is it close
to a related industry/university etc.?
You can include information such as above
in as brief and easy to understand form as possible. Do not include too
many minute details. Give the general picture but don’t include the name
of the technician and workers unless they are the significant part of
the work there.
Arcelik manufactures house appliances, fridges etc. Customer is turkey
and world, sales are 3% domestic market, and the rest is exported. The
company share of the world house appliance market is 30% and mainly
2000 employees, of which 250 are engineers and 1000 are technicians.
50 of the engineers are EE with 10 of them PhDs, 20 Ms.
4. A Brief History of the Company
Where it started, how it developed to what
it is presently, what played role in its success and how it has affected
the industry/society etc. can be explained in this chapter. Be brief and
to the point. Point out the significant events (milestones) and exclude
Purpose of the SP, why and how you chose it
the SP location, what type of work you did while you were there.
What kind of work was done there, explain. Summarize what you will
be detailing in the main body of the text.
6. The Main Body of The Report
Here, one common mistake is that students
write the title of this chapter as “main body of the text,” but the right
approach here is to find an appropriate title for this part. “Work Conducted At The SP Location”
is an appropriate title for this chapter.
This is the place
where you will describe what you did and what you observed during SP. It
is very important that you write what you did and observed that truely
belongs to the company in the sense that it can not be obtained from main
textbooks, datasheets, etc.
If the work is based on some theoretical
concept which you did not know before, then it is appropriate to learn
it. But it is not right to write the very detail of what you learned
from the book (the theory) in the report. Especially
DO NOT COPY a chapter, a section or any part from any book or from the
internet resources! Whatever book or document
you learned the concept from, please refer to that document and put
the source in the list of references! In your report, if you wish you
can explain the basics of the concept in your own words and in a short
form and refer to where you learned the information from in the references
When you write references, use the following
“Permanent magnet AC servomotors are widely utilized in modern automation
systems, CNC machines, robots, and others. The motors involved are typically
three phase motors with three phase AC windings in the stator and permanent
magnet placed on the surface of the rotor.
The PMAC machine generates torque according to the T=k*Iq formula
where K is the torque coefficient and Iq is the current magnitude . In the PMAC motor manufacturing plant there
were various manufacturing lines for various motor types and sizes.
In each line first the 1% annealed silicium steel laminations were cut
and shaped as stator and rotor laminations...”
Here with  we refer to the book that
we learned the PM AC machine principle of operation. So when the report
is finished, in the references section we must refer to the book...
See how that is done in that section...
Summer Practice involves practical engineering
work of some kind (could be manufacturing, assembly, test, design, research,
application, maintenance, repair, etc.)
Your goal is to be involved in a part of such engineering
activities and report your activity. You can be an active part by doing the
job, or you can sometimes be the passive part and observe what type of engineering
work is being done at the SP location. When you do
the job, explain what and how you did it. When you observe, explain what you observed. That could be a manufacturing
process and you could explain the stages involved in manufacturing a component
or some equipment. It could be a test facility and you could explain how you
did the test or how the test was done while you were observing (if you observed).
Here, you must give as much detail as possible. Include related photos/figures/graphs
to make it easy to understand the process and procedure.
Text and figures must be close to each other
as much as possible.
DO NOT PLACE FIGURES AT THE END OF THE REPORT!
DO NOT USE TERMS SUCH AS “see the figure below” or “see the
figure above”. Give a number to each figure and graph, then in the text use
the figure number to refer to the figure.
Example: “ As Fig. 2 indicates, the designed board has
7 input terminals and three output terminals with one of them being
the shielded ground wire.”
summarize the report. What have you achieved during the SP? What is
your observation about the company culture, technology, quality, apprach
to engineering? What was the contribution of the summer practice to
you and to the company? How did you benefit from the SP and how did
the company benefit from the SP? Was it useful and in what ways? Do you recommend this location to another student?
In what areas is this company strong and can be considered a good SP
If this is your second SP, briefly write
where you did your SP1 and how your SP2 relates to your SP1. Did they
complement each other? Which one do you think was better and would you
prefer to do SP2 before SP1?
8. References (if any)
If you used datasheets etc. or literature of any other kind,
list them here according to the IEEE reference documenting guidelines.
 Slemon, G. “Electrical Motors,” Addison Wesley, 1992.
 Yaskawa PMAC motor data sheets http://www.yaskawa.co.jp
Here place some items which are supplementary to the report,
could be schematics, computer programs, and other things...
If the document is a datasheet and it can be easily accessed
from the internet, then you can refer to it with the appropriate internet
link and document number. In this manner
you dont have to print it and waste tons of paper...
The 10kW motor stator lamination design
HDTV SMPS converter schematics
Practice Checklist Form:
This form is used by faculty members evaluating your report.
Make sure that your report does not need corrections mentioned in this form.
Otherwise, your report will be returned to you for corrections.
SUMMER PRACTICE REPORTS: