UNIT 5

Proof reading a report – Avoiding Typographical Errors – Bibliography in required

Format – Font – Spacing – Checking Tables and Illustrations – Presenting a Report
Orally – Techniques.

1. Proof reading a report

Proofreading your final project report ensures accuracy, clarity, and professionalism.
1. Take a break: Set aside your report for a few hours or days to clear your
mind.
2. Gather materials:
- Report draft
- Style guide (e.g., APA, MLA, Chicago)
- Grammar and spell check tools
- Project guidelines
Steps
1: Content Review*
2: Grammar and Mechanics*
3: Formatting and Style*
Final Check*
1: Content Review*
1. Review report structure: Ensure logical flow, clear headings, and proper sectioning.
2. Check for consistency:
- Formatting
- Headings
- Font styles and sizes
3. Verify accuracy:
- Facts
- Data
- References
4. Ensure clarity:
- Sentence structure
- Word choice
- Conciseness
2: Grammar and Mechanics
1. Grammar check:
- Verb tense consistency
- Subject-verb agreement
- Pronoun usage
2. Spell check:
- Typos
- Misspelled words
3. Punctuation review:
- Commas
- Semicolons
- Colons
4. Syntax and sentence flow:
- Clarity
- Conciseness
- Flow
 3: Formatting and Style*
1. Check margins, spacing, and indentation.
2. Verify font consistency.
3. Ensure proper citation and referencing.
4. Review table of contents, figures, and tables.
Final Check*
1. Read aloud or use text-to-speech software.
2. Check for inconsistencies.
3. Verify report meets project guidelines.
Best Practices
1. Proofread in multiple rounds.
2. Use multiple tools and resources.
3. Take breaks to maintain focus.
4. Get feedback from peers or mentors.
5. Keep a style guide handy.
Grammar and Spell Checkers*
1. Grammarly (Web, Chrome, Firefox, Microsoft Office)
2. ProWritingAid (Web, Chrome, Firefox, Microsoft Office)
3. Ginger (Web, Chrome, Firefox, Microsoft Office)
4. Language Tool (Web, Chrome, Firefox)
5. Microsoft Editor (Microsoft Office)
*Style and Clarity Tools*
1. Hemingway Editor (Web)
2. Readability Score (Web)
3. Clarity Junkie (Web)
4. Simplify (Web)
5. Reverso Spell Checker (Web)
*Plagiarism Detection*
1. Turnitin (Web)
2. Quetext (Web)
3. PlagScan (Web)
4. Copyscape (Web)
5. Plagiarisma (Web)
*Writing Assistants*
1. ProWritingAid's Writing Assistant (Web)
2. Grammarly's Writing Assistant (Web)
3. Hemingway Editor's Writing Assistant (Web)
4. Language Tool's Writing Assistant (Web)
5. WordLift (WordPress plugin)

2. Avoiding Typographical Errors

a. Typographic errors also known as typos, are mistakes in typed text.
b. Types of Typographic Errors:
c. Spelling mistakes (e.g., "teh" instead of "the")
d. Grammar errors (e.g., missing/duplicate articles, incorrect verb tense)
e. Punctuation errors (e.g., missing/extra commas, incorrect usage)
f. Typography mistakes (e.g., incorrect font, size, or style)
g. Layout errors (e.g., incorrect margins, alignment)
Common Typographic Errors
1. Misspelled words
2. Duplicate words
3. Missing/extra spaces
4. Incorrect capitalization
5. Wrong homophones (e.g., "their" vs. "there")
6. Transposed letters (e.g., "tl" instead of "lt")
Typographic Error Examples:-
"Their coming too" (instead of "They're coming to")
- " seperate" (instead of "separate")
- " efective" (instead of "effective")
- "Febuary" (instead of "February")
Consequences of Typographic Errors
1. Reduced credibility
2. Decreased readability
3. Miscommunication
4. Professional image damage
5. Time-consuming corrections
Prevention and Correction Typographic Errors
1. Proofread carefully
2. Use spell-checking tools
3. Grammar-checking software
4. Read aloud or use text-to-speech
5. Edit in multiple passes
6. Get feedback from others
7. Use style guides (e.g., APA, MLA, Chicago)
Avoid typographical errors
Pre-Writing
○ Plan your content
○ Outline your structure
○ Research and verify information
Writing
○ Type carefully
○ Use spell-checking tools
○ Grammar-checking software
○ Read aloud or use text-to-speech
Proofreading
○ Take breaks between writing and proofreading
○ Review multiple times
○ Check for consistency
○ Use style guides (e.g., APA, MLA, Chicago)
○ Print and review hard copies
Editing
○ Get feedback from others
○ Use editing software (e.g., Grammarly, ProWritingAid)
○ Check for clarity and conciseness
○ Verify facts and data
Best Practices
○ Slow down when typing
○ Use shortcuts carefully
 ○ Avoid fatigue
○ Stay focused
○ Learn grammar and style guidelines

3. Bibliography in required Format

Types of Bibliography
1. APA (American Psychological Association)
Book:
Author's Last Name, First Initial. (Year). Title of the book. Publisher.
Example:
Smith, J. (2020). The history of psychology. Routledge.
Journal Article:
Author's Last Name, First Initial. (Year). Title of the article. Title of the
Journal, Volume(Issue), pp-pp.
Example:
Johnson, K. (2020). The impact of social media on mental health.
Journal of Psychology, 50(1), 12-20.

2. MLA (Modern Language Association)

Book:
Author's Last Name, First Name. Title of the Book. Publisher, Year.
Example:
Smith, John. The History of Psychology. Routledge, 2020.
Journal Article:
Author's Last Name, First Name. "Title of the Article." Title of the
Journal, Volume, Issue, Year, pp-pp.
Example:
Johnson, Kate. "The Impact of Social Media on Mental Health."
Journal of Psychology, vol. 50, no. 1, 2020, pp. 12-20.

3. Chicago
Book:
Author's Last Name, First Name. Title of the Book. Publisher, Year.
Example:
Smith, John. The History of Psychology. Routledge, 2020.
Journal Article:
Author's Last Name, First Name. "Title of the Article." Title of the
Journal Volume, no. Issue (Year): pp-pp.
Example:
Johnson, Kate. "The Impact of Social Media on Mental Health."
Journal of Psychology 50, no. 1 (2020): 12-20.

4. IEEE (Institute of Electrical and Electronics Engineers)

Book:
Author's Initial. Last Name, "Title of the Book," Publisher, Year.
Example:
J. Smith, "The History of Psychology," Routledge, 2020.
Journal Article:
Author's Initial. Last Name, "Title of the Article," Title of the Journal,
vol. Volume, no. Issue, pp-pp, Year.
 Example:
K. Johnson, "The Impact of Social Media on Mental Health," Journal
of Psychology, vol. 50, no. 1, pp. 12-20, 2020.

4. Font
Choosing the right font for your project report is crucial for readability and
professionalism.
Font Guidelines:
a. Legibility: Select fonts with clear letterforms.
b. Consistency: Use 2-3 fonts max.
c. Readability: Avoid ornate or decorative fonts.
d. Size: 10-12 points for body text.
e. Headings: Larger font sizes (14-18 points).
For Body Text:
1. Times New Roman
2. Arial
3. Calibri
4. Garamond
5. Georgia
For Headings:
1. Arial
2. Helvetica
3. Impact
4. Tahoma
5. Verdana
For Academic/Technical Reports:
1. LaTeX fonts (e.g., Computer Modern)
2. Garamond
3. Georgia
4. Times New Roman
5. Cambria
Font Sizes:
1. Title page: 18-24 points
2. 2. Headings: 14-18 points
3. Subheadings: 12-14 points
4. Body text: 10-12 points
5. Footnotes/endnotes: 8-10 points
Font Styles:
1. Use bold or italic for emphasis.
2. Avoid underlining.
Additional Tips:
1. Use font sizes consistently.
2. Ensure sufficient line spacing (1.5-2x).
3. Check your institution's guidelines.
5. Spacing
Proper spacing in a project report enhances readability and clarity.
Line Spacing
1. Body text: 1.5-2x line spacing
2. Headings: Single or 1.5x line spacing
3. Titles: Double line spacing
 4. Captions: Single line spacing
Paragraph Spacing
1. Indentation: 0.5-1 inch (1.3-2.5 cm)
2. Spacing between paragraphs: 1-2 blank lines
Margin Spacing
1. Top margin: 1-1.5 inches (2.5-3.8 cm)
2. Bottom margin: 1-1.5 inches (2.5-3.8 cm)
3. Left margin: 1-1.5 inches (2.5-3.8 cm)
4. Right margin: 1-1.5 inches (2.5-3.8 cm)
Section Spacing
1. Between sections: 2-3 blank lines
2. Between chapters: 4-6 blank lines

Table and Figure Spacing

1. Table/figure caption: Single line spacing
2. Table/figure and text: 1-2 blank lines
Other Spacing Guidelines
1. Footnotes/endnotes: Single line spacing
2. Appendices: 1.5-2x line spacing
3. References: 1.5-2x line spacing
Style Guide Recommendations
1. APA: Double line spacing
2. MLA: Double line spacing
3. Chicago: 1.5x line spacing
4. IEEE: 1.5-2x line spacing
Additional Tips
1. Consistency is key.
2. Adjust spacing for readability.
3. Check your institution's guidelines.
6. Checking Tables and Illustrations
7. Presenting a Report Orally – Techniques

6. Tables and Illustrations

1. Tables
Tables are often used to present detailed, structured information, such as data or
comparisons, in a clear and concise way. Here's how to make sure your tables are well-
prepared:
 Clarity of Data: Ensure that your table is easy to read by keeping it simple and
organized. Avoid cluttering the table with too much information. Limit each table to
one main point or category of information.
 Title and Caption: Every table should have a clear, descriptive title. The title should
summarize the content or purpose of the table. For instance: “Table 1: Sales Growth
Over the Past Year by Region”.
 Column and Row Headings: Use appropriate headings for rows and columns to
make sure the data is clearly identified. For example, a financial report table might
include headings such as "Quarter," "Revenue," and "Profit Margin."
 Consistency: Ensure uniformity in the format of your tables. The fonts, alignment,
and spacing should be consistent throughout the report. This helps maintain a
professional look.
 Data Alignment: Align numbers by the decimal point or the right-hand side to make
it easier for the reader to compare values across rows. Text data should be left-aligned
for readability.
 Reference Tables Properly: Each table should be referred to in the body of your
report. For instance: “As shown in Table 2, the revenue has increased by 15% over
the last quarter.” This helps readers understand why the table is important.
 Check for Errors: Verify all the data presented in the table. Double-check
calculations and ensure that the numbers align with your analysis or source
documents.
2. Illustrations (Charts, Graphs, Images)
Illustrations are a powerful way to visually represent data, trends, and key points. To make
sure your illustrations are effective:
 Relevance: Every illustration should have a clear purpose. Ensure that the charts,
graphs, or images you include are directly related to the content of the report and help
clarify complex information. Avoid using visuals just for decoration.
 Simplicity and Focus: Keep your charts and graphs simple. Overly complex visuals
can confuse the reader. For example, if you are presenting trends over time, a line
graph is often the clearest choice. A pie chart is useful for showing proportions but
avoid using too many segments (limit it to around 5-6 slices).
 Titles and Captions: Just like with tables, every illustration should have a title that
clearly describes what it depicts. A good caption is essential as it provides context.
For example: "Figure 1: Quarterly Sales Growth by Region in 2024."
 Labels and Legends: All axes, data points, and elements in your chart or graph
should be clearly labeled. For example, in a bar chart, both the x-axis and y-axis
should have labeled units (e.g., months, revenue in dollars), and the graph should
include a legend if there are multiple variables.
 Color and Contrast: Use contrasting colors to distinguish different data points, but
be mindful of colorblind-friendly palettes. Ensure that the colors are not
overwhelming or distracting. Choose a color scheme that is both visually appealing
and functional.
 Consistency in Style: If you’re using multiple illustrations, maintain a consistent
style throughout your report. Use the same font for labels, similar color schemes, and
ensure that all graphics follow a unified format.
 Placement and Spacing: Position illustrations in a way that complements the text.
Don’t overcrowd your pages with too many visuals. They should be strategically
placed so that the reader can easily refer to them while reading your report. Also,
make sure there’s enough white space around each illustration to ensure clarity.
 Referencing in the Text: Just like tables, every illustration should be referenced in
the body of your report. Mention the figure number when discussing it, such as “As
shown in Figure 2, the increase in sales is particularly noticeable in Q3.”
3. Final Checks
 Flow and Connection: Ensure that each table or illustration contributes to the overall
flow of your report. The visuals should help explain or emphasize points you've made
in the text, not interrupt the narrative.
 Formatting: Consistent and professional formatting is key to a polished report.
Ensure your tables and illustrations are properly aligned and the fonts, colors, and
styles are uniform throughout the document.
 Proofreading: Lastly, carefully proofread the entire report to catch any errors in your
tables and illustrations. Ensure all data is correct, the labels are accurate, and
everything is formatted properly.
7. Presenting a Report Orally – Techniques.
Presenting a report orally requires effective communication skills and visual aids.
Preparation
1. Understand your audience and purpose.
2. Review your report, highlighting key points.
3. Prepare visual aids (e.g., slides, handouts).
4. Practice your presentation (time yourself).
5. Anticipate questions.
Presentation Structure
1. Introduction (5-10%):
- Introduce yourself and report topic.
- Preview main points.
2. Body (80-90%):
- Present key findings and data.
- Use visual aids to illustrate points.
- Highlight conclusions and recommendations.
3. Conclusion (5-10%):
- Summarize main points.
- Reiterate key findings.
- Call to action (if applicable).
Delivery Tips
1. Speak clearly and confidently.
2. Maintain eye contact.
3. Use body language (gestures, posture).
4. Vary tone and pitch.
5. Use pauses for emphasis.
6. Encourage questions.
Visual Aids
1. Slides: Keep simple, concise, and visually appealing.
2. Handouts: Provide summary or supporting data.
3. Graphs/Charts: Illustrate complex data.
4. Images: Enhance visual appeal.
Oral Presentation Software
1. PowerPoint
2. Google Slides
3. Prezi
4. Keynote
5. Canva
Tips for Handling Questions
1. Prepare for common questions.
2. Listen attentively.
3. Respond concisely.
4. Clarify unclear questions.
5. Admit uncertainty (if needed).
Presentation Timing
1. Allocate time for each section.
2. Practice to stay within time limits.
3. Leave time for Q&A.
Oral Presentation Checklist
1. Is my introduction clear and concise?
2. Are my visual aids effective?
3. Do I maintain eye contact?
4. Am I prepared for questions?
5. Do I stay within time limits?