LAB REPORT GUIDE AND FAQ

Letter Format Feedback

In general the business letter is a technical document for engineers, it should be written on a level
for a reader who may not have seen this material for a long time, or who has only a passing
acquaintance with the principals involved with the analysis. This letter is only a page long,
therefore, each sentence should have clear meaning. A useful check of this is to read the letter
backwards so each sentence is analyzed out of context, then ask yourself, what information did
I gain from that sentence.
The outline of the letter is as follows: first paragraph introduces the problem and objectives. The
second paragraph describes the method for analysis of the physical situation. The point of the
second paragraph is to setup a method of deriving conclusions that fulfill the objective. The
second paragraph then sets up the requirements for what data is required to generate results. The
third paragraph describes the empirical method of obtaining the data required for the
mathematical machinery described in the second paragraph. The experiment should be described
concisely where every noun is described, i.e. large tube should be #in diameter copper pipe.
The final paragraph, first and foremost, must reference the objectives. It should include
numerical results and their associated uncertainties as well as the reason for the uncertainty.
Thoughtful conclusions must be made from the results and supported numerically. Be sure to
avoid using we, us, and our and try to make the experiment the subject of your writing.

Format
1. One page maximum
2. One inch margins for the entire report
3. Times New Roman size 12 (minimum font size of 10 if more discussion is required)
4. Body of letter should be left justified
5. Full return address in the upper right corner and date
6. Recipient name and full address
7. Single space before and after salutation ending with a colon (See example letter)
8. Single space before and double space after the closing ending with a comma
9. Type names two spaces under the closing and sign above the names
10. Keep first name left aligned

First Paragraph
1. First sentence should state exactly what you are doing in this lab, words such as
characterize and analyzed should be immediately followed with precisely what it is you
are characterizing or analyzing.
2. First paragraph should introduce clear objectives that are addressed in the
conclusion.
3. The tense of the first paragraph should be present progressive since the
experiment is not changing since you conducted it. i.e. The objective of this experiment
is and This experiment characterizes

Second Paragraph
1. First you should introduce a brief background of the physics of the situation. This
addresses the phenomena itself and first principles from which the working equations
were later derived.
2. Clearly state the assumptions made for any equation used in your analysis.
3. Then introduce the working equations used for this specific experiment. Introduce
the equations as mathematical machinery and present what they do (how they relate the
variables involved). Then state how this equation will be used to generate results for this
particular experiment.
4. The tense of the second paragraph should be past progressive since the
background, assumptions, and working equations for this analysis were true when
conducted and continue to hold true. The acceleration from gravity is assumed to be
constant because
5. REMEMBER that you are writing this letter to an employer who has a technical
background. So avoid statements like, "we then divided by gravitational acceleration",
"the process was assumed isothermal, meaning the temperature is constant", or "the
Reynolds number is the ratio of viscous to inertial forces". Assume that these are
concepts they are familiar with. You are not giving them a lesson in Thermodynamics or
Fluid Mechanics, you are convincing them that you used the proper analytical tools to
complete your objective.

Third Paragraph
1. First introduce the set-up with some reference to size scale. This includes the
number and placement of sensors and a detailed description of each of the major
components of your experimental rig. You should be convincing the addressee that you
had the necessary equipment to meet your stated objective.
2. Then describe the procedure for obtaining the data used in the second paragraph.
This includes sampling rates and measurements taken (i.e., temperature, pressure, flow
rates, etc.).
3. REMEMBER, this is not supposed to be a step-by-step recounting of your
experiment. Again, the goal is to convince your reader that your procedure was sound,
not to instruct them on how to do the experimentation themselves.
4. State any precautions taken to minimize error, either in your measurement or in
the applications of your measurements. For example, if you are taking flow rate data and
using Bernoulli's equation in your analysis to determine pressure, then it is assumed that
the flow is steady. Therefore, you would need to let the pump run for a brief time until
the flow rate measurements steadied out.
5. Safety precautions
6. The tense of the third paragraph should be past perfect since conducted the past
and is not continuing to be conducted i.e. The flow was measured. The precautions
can be present progressive or past perfect depending if you are warning the reader
(present progressive) or stating the precautions you took (past perfect).

Fourth Paragraph
1. Address the objectives.
2. Include numerical results in a way that makes sense to the reader. Percentages and
ranges of results are good here. Be sure to cover all of your analysis.
3. Discuss the certainty of your calculations.
4. Draw thoughtful conclusion backed by your results.
5. The tense of the fourth paragraph should be past perfect since you are stating
results that you had i.e. The flow rate was.

3141 7th St. Apt. B11

Chapel Hill, NC 27514
January 11, 2005
William Smith
Taylor Computers, Inc.
694 Rockstar Ln.
Durham, NC 27708
Dear Mr. Smith:
We just read an article in the News and Observer about Taylor's new computer center just north
of Durham. We would like to apply for positions as entry-level programmers at the center.
We understand that Taylor produces both in-house and customer documentation. Our technical
writing skills, as described in the enclosed resume, are well suited to your company. We are
recent graduates of DeVry Institute of Technology in Atlanta with Associate's Degrees in
Computer Science. In addition to having taken a broad range of courses, we served as computer
consultants at the college's computer center where we helped train users to work with new
systems.
We will be happy to meet with you at your convenience and discuss how our education and
experience match your needs. You can reach us at our home address, at (919) 233-1552, or at
krock@devry.alumni.edu.
Sincerely,
Raymond Krock

Fred Smith

Graphs
12.0
10.0
8.0
Frictionless Data
Position, x (m)

Linear (Frictionless Data)

Freefall Data

0.4

1.0

6.0
4.0

2.0 (Freefall Data)

Polynomial
0.0
0.0

0.2

0.6

0.8

1.2

Time, t (s)

Figure 1: Position data was taken using a Bosch Digital Laser Distance Measurer (0.01 m
precision) for a block sliding on an ice sheet (blue-diamond) and for the same block in free fall
(red-triangle) over a one second interval. The linear and quadratic profiles demonstrate the
constant velocity and constant acceleration behavior of the block in the respective cases. A
sampling rate of 100 measurements per iteration was used, and the data points seen above are the
mean value of each iteration.

Figure Comments
1.
2.
3.
4.
5.
6.
7.
8.

No title at the top of the graph.

No border around the figure.
Figure should stretch from margin to margin.
The legend is on the inside of the figure and has a solid white fill.
Designate a suppressed origin with broken lines.
Axis labels should include the name, symbol and units (see above).
Put the independent variable on the horizontal axis.
Use unique marker shape and color combinations for your data markers (unique shapes
are especially important when printing in black and white). If you submit your lab report
in black and white, it should not refer to colors.
9. Include appropriate trend-lines (no equations).
10. Include error bars when required.
a. If they are too small to be seen, then use X markers or state that the uncertainty
bars are present in your caption.
11. All font interior to the figure is size 10, and Times New Roman.

12. Use proper scientific notation. Examples:

1.25 103

Correct

1.2510 3

Incorrect

1.25E3

Incorrect

1.25 10

Incorrect

Caption Content
1.
2.
3.
4.

Include a figure number and caption BELOW the graph.

Discuss the physical meaning of the trend and your uncertainty.
Address the validity of your results with respect to theory.
Dont state the obvious. Avoid statements like x increased as y increased.

Data Sheet
1. Use format in report prompt or clean up your data into a readable table.
2. Your data should be presented to the decimal place you are certain of the
measurement.
3. Describe briefly how the data was collected in the caption and explain
uncertainties.
4. No page titles.

Tables
A table is tabulated self-sufficient representation of the functional relationship between two or
more variables. The goal of using a table is to communicate effectively and efficiently the
variables being tabulated, their numerical values, and any special conditions that surround the
experimental or theoretical calculation of their values.
Table 1: The distance traveled by three steel blocks, initially at rest, sliding on ice (k=0.015)
from an applied force (Fa) after one second. The experimental distance (xe) differs from the
calculated distance (xc) because the calculated distance assumes a constant k. In reality, outside
factors like the phase quality of the ice and debris between the frictional surfaces cause k to be a
function of its environment.
Mass
m (kg)

Force Applied
Fa (N)

Friction Force
Ff (N)

Calculated Distance
xc (m)

Experimental
Distance
xe (m)

Block A

10 1

10 1

1.5 0.2

0.43 0.11

0.41 0.01

Block B

20 1

10 1

2.9 0.3

0.18 0.04

0.20 0.01

Block C

30 1

10 1

4.4 0.3

0.093 0.03

0.095 0.01

Table heading
1.
2.
3.
4.
5.
6.
7.

The heading should be above the table (including the descriptions).

All text must be left aligned
Captions must begin with table number and a colon (e.g., Table 1: ).
Font style must be Times New Roman with a font size of 12.
Give a physical meaning of the numbers and explain any outlier.
Communicate what each column represents.
Name each variable along with its symbol and units.

Table content
1. Font should be Times New Roman size to 10.
2. Start each number less than 1 with a 0.
3. The title rows and columns should be in bold letters.
4. The number in each column must correspond to that uncertainty. Example 101

1 cm, not 101.156 1 cm.

5. One table per page. Do not put two tables on one page.
6. The decimal places in your table should be indicative of the instrument precision.
7.

9. The table should be centered on the page.

10.

Tables that contain the same data as a graph should be included in the

appendix only.

Sample Calculations
The sample calculation section is designed to give you the opportunity to prove to the reader that
you carried out the analysis correctly. The goal of this section is to show enough information to
make the reader confident that the rest of the computations required in the analysis are also
correct.
1.
2.
3.
4.

All equations must be cited using the format: authors, page number, & equation number.
Keep the font size of the citation and equation to font 10.
Symbolically show the entire equation for each computed value.
For an equation set, plug in the number clearly showing units cancelling out.

Sample Calculations - Uncertainty

The original intention for the uncertainty sample calculations was for a complete sample
calculation to be included for each uncertainty value calculated. However, it will be sufficient to
include one complete sample calculation for one of the uncertainty values and only partial
sample calculations for all other uncertainty values.
The complete sample calculation includes:
1. the equation of the quantity in question
2. the RSS equation* for that quantity
3. the equation for each partial derivative contained in the RSS equation
4. any additional equations used to compute the individual uncertainties**
5. one example partial derivative with numbers plugged in and units
6. unit cancellations
7. the final RSS equation with numbers plugged in
8. the calculated sample uncertainty value
The partial sample calculation for all other values of uncertainty computed includes:
1. the equation of the quantity in question
2. the RSS equation* for that quantity
3. the RSS equation with numbers plugged in
4. the calculated sample uncertainty value
*The RSS equation should appear in the same level of detail as it appears on slide 14 of the Uncertainty
Analysis document posted on the course website. Where R is the value you are analyzing and x 1 through
xN are the specific parameters of your function. DO NOT leave it in this generic formulation (i.e. with R
and xi); plug in the correct parameters for your analysis.
** Includes equations that add measurement device resolution, human error, and any other factors.

This should be enough information to convince the reader that you can carry out the uncertainty

analysis and compute partial derivatives correctly without having to do a complete sample
calculation for every uncertainty value used in the analysis.
Example:
In the following equation

hi

is the convection coefficient for the hot flow,

convection coefficient for the cold flow,

pipe,

Ao

Ai

the copper pipe,

L is the length of the heat exchanger,

Di

is the

is total surface area of the inside of the copper

is the total surface area of the outside of the copper pipe, k

conductivity copper,

ho

Do

is the thermal

is the outside diameter of

is the inside diameter of the copper pipe, and UA

is the overall heat

transfer coefficient multiplied by area.

Do
ln
Di
1
1
UA=
+
+
h i Ai 2 kL ho Ao

Eqn. 11.5, p .675, Incorpera

0.0128 m
ln
1
0.0109 m
1
UA=
+
+
W
W
W
4344.94 2 0.104 m2 2 401
3.05 m 1715.60 2 0.123 m2
m
K
m K
m K

[
[

UA= 2.213 103

K
K
K
+2.091 105 + 4.739 103
W
W
W

UA= 6.973 103

K
W

UA=143.41

W
K

Miscellaneous
Overall Formatting - Page Headings
Consistent formatting is always encouraged, however page headings are unnecessary for these
reports. They are designed to be short, concise, project summaries and do not require additional
headings. If the information on each page includes a description whether it is a figure
description, table description, or a short discussion (as directed in the report requirements) it
should already be clear what is contained on each page.
Overall Formatting - Page Numbers
Page numbers should be included on every page after the letter. The letter is page 1, but DO
NOT show the page number on the letter. The first page number should appear on the page after
the letter, which will be page 2. This is easy to do in Word: Insert page numbers uncheck the
box that says, Show number on first page.

Frequently Asked Questions

What tense should I use when writing the paper?
The lab report is supposed to be a technical paper, composed in the same manner of an article that you might find in
a profession journal, so that's how you ought to approach writing it. If you're writing about something such as pool
boiling theory (e.g., in the introduction) then it should be in present tense, because it is currently true and will also
be true in the future when people may be reading your technical paper. However, if you're writing about something
specific to the experiment, it should be in the past tense, because at the time when the reader reads your report the
experiment will have taken place in the past. Therefore, if you're writing about the apparatus, for example, it should
be in the past tense, such as, "The apparatus consisted of..." It shouldn't be written in the present because it may not
still be in existence when the reader is reading it. In summary, if you're talking about something that's universally
true and will still be true at any point when a reader reads your report (usually this applies only to
theory/background information) then use present tense, and if you're talking about anything specific to the
experiment, use the past tense because it took place in the past, and you're reporting about it.
Should I spell out numbers or use a numeral?
Spell out those numbers that take no more than two words (twelve, twelfth, twenty-four, two hundred); use numerals
for the rest (101, 203, 4,150). Spell out all numbers beginning a sentence. But use numerals to make contrasts and
statistics clearer: 20 as compared to 49: only 1 of out of 40; 200 or 300 times as great. Change a two-word number
to numerals when it matches a numeral: with 400 [not four hundred] students and 527 parents. Numbers are
customary with streets: 42nd Street, 5th Avenue, which may also be spelled out for aesthetic reasons: Fifth Avenue.
Use numbers also with dates, times, measurements, and money: April 1, 1984; 6:30 A.M. (but half-past six); 3 x 5
cards; 240 by 100 feet; 63 (but six feet tall); $4.99; $2 a ticket (but 16 cents a bunch).
(From The Practical Stylist by Sheridan Baker)
Excel uses the carat symbol in my graphs and tables as a substitute for a superscript notation when there is an
exponent. For example, when I mean x2, Excel will write x ^ 2. Is that OK?
No. Proper style requires that you use the superscript, not the symbol ^. You should change all the ^s to
superscripts.
Should I connect the data points in a graph with a line?
It is helpful to connect the points with a line if you are reasonably sure that points on the line reflect what you
believe you would get if you had made measurements at points in between. The line or curve has to reflect reality.
Drawing a straight line between points when the relationship is not linear is misleading and should be avoided.
When curve-fitting a line to experimental data, should I write the equation for the line on the graph?
In general, the equation should not be on the graph. If the equation is important and will be used in the result, then it
would be appropriate to present in the graph. If it appears it the graph, the variables in the equation should be the
ones used in the graphs.
When writing a number followed by a unit, should there be a space between the number and the unit?
Yes. The correct formats would be 10.0 psi, 88.1 m, 98 N. It would be incorrect to write 10.0psi, 88.1m, 98N.
Should I use a leading zero when writing decimals?
The proper format is 0.4 m3/s. You should not write .4 m3/s.

What is the symbol for inches?

It can be found under symbols. It is not a quotation mark. Example: 10", not 10.
Is it OK to write 5.62 E6 for the number 5,620,000?
No, if you want to use scientific notation, it should be 5.62 x 106.