Report, Dissertation and Thesis Writing Guide

• Provide all information required to facilitate understanding.
• Use active rather than passive form throughout the document: e.g. prefer “we note” over “it has been noted’.
• Avoid negative terms such as: “no need to mention”.
• Use an objective tone throughout the document.
• Do not use the “I” pronoun.
• Try using only the present or past perfect tense.
• Provide titles and subtitles to guide the reader and help understand the document structure.
• Avoid information overload. Lengthy and detailed information must be provided in an annex or appendix.
• Establish transitions (links) between ideas to better understand the content, as well as your thought process.
• Use short and straightforward sentences.
• Introduce a single idea per sentence.
• Use a clear and precise vocabulary to avoid misinterpretations.
• Locate any important word at the beginning or end of the sentence, never in the middle.
• Put French words, or word in any other language than English, in italics to differentiate them from the remainder of the text.
• Use appropriate punctuation to separate the essential content from accessory content.
• Read the text several times and make necessary corrections if need be.

You must ensure that your report, dissertation or thesis is written in proper English and that it complies with writing and layout requirements specified in this guide. Please note that the individual writing the document is fully responsible for the quality of the language used.

Preparing a project report, a dissertation, or a thesis requires consulting and studying documents proposed on various media: books, periodicals, electronic documents, etc. For the actual writing, the source of each and every work quoted or consulted must be specified to relate the project or research to all other works done on the same subject. References must appear in the bibliographical reference but also within the document.

Quoting Text

In regards to in-text quotations, one must include the author’s name, the document’s date of publication, and the page number, in order to be able to locate the complete reference in the reference list provided at the end of the document. Such information should be put in parentheses: e.g. (Malo, 1996, p. 36); (Zereini & Wiseman, 2015).

If there are more than two authors, only the name of the first one should be indicated, followed by ‘et al’.

Quoting text (word for word) and quoting ideas (paraphrasing) is used to introduce a text excerpt or an idea taken from another author. It is thus paramount when transcribing a quote to ensure that the text or restating remains faithful to the original text or idea, and that the quote is accompanied by reference sources (formatted according to the above rules, author’s name, date of publication, and page number). These two types of quotes are used to illustrate, or expand on, the student’s subject, and establish their contribution to research already done on that subject. 

• A short quote (maximum of 3 lines) can be inserted in the text and bracketed. It might be accompanied by the student’s comments and should be followed by the reference source.
• A longer quote (maximum of 10 lines), should appear in a distinct paragraph, without brackets. The font size should be smaller, and the text single spaced and indented from both left and right margins. Reference sources follow the quote (formatted according to described rules: author’s name, date of publication, and page number).

"The quote must be embedded in the text, taking into account both the content and the grammar. There must be no syntactic break between text and quote. It is preferable to segment a quote rather than to introduce a syntactically incorrect sentence to ensure its harmonious integration into the text." [Unofficial translation] (Malo, 1996, p. 36).

One can add one or more words to a quote. Added words must then be bracketed […]. Part of a quote may also be shortened for the sake of conciseness. Missing words should be replaced by three bracketed suspension periods:

Quoting an Idea

Quoting ideas (paraphrasing) enables the student to state the idea or opinion of another author, using their own words, without altering its meaning. As in the case of quoting text, the source of a quoted idea must be indicated using an author/date reference (author’s name and date of publication), inserted directly into the text. Referring to a specific page number is not always feasible when quoting or restating an idea. There is therefore no need to include a page number.

Quoting an idea by paraphrasing can be used to summarize an article or a long text excerpt. The actual paraphrasing must be representative of the author’s ideas and be exempt of any comment from the student. For example:

As Malo (1996) and Bouthat (1991) state, the source of an idea borrowed from an author must be indicated by a shortened reference inside the text itself.

Quotes in a Foreign Language

There is no need to translate an English quote as English is considered the operating language by the scientific and technological communities. However, should a quote be written in another language than French or English, it must be translated. We recommend using an official translation (already published), accompanied by a reference that includes the following elements in parentheses: name of the quote’s author, date of publication, and the words “cited in”, followed by the name of the translator, the date and the page number, as in the following example: (Lefebvre, 2014, cited in Fortin 2016, p. 60).

In the absence of any official translation, the student may translate the quote but must add the words [unofficial translation] or [our translation], followed by the reference.

Reproducing Figures and Tables (or other elements)

When a student wishes to use someone else’s figure (table or other element), they must comply with copyrights, validate reuse conditions, and if need be, get written authorization from the author. The source must also be specified and, as a rule, placed under the title. If using a figure matching the original one, the student will add ‘taken from” and the author’s name, followed by the year of publication and the page number (if applicable), in parentheses.

Should the figure have been adapted from the original, the student shall specify “adapted from” followed by the author’s name, and then by the year of publication and the page number (if applicable), in parentheses.

If usage rights of a right-free image or photo have been purchased, the initial author of the image or photo retains “paternity rights”. It is then customary to specify the author’s name or official source of the visual element before adding ”reproduced with the permission of” followed by the author’s or organization’s name, and the year of publication.  

The title page is actually the cover of the project report, dissertation or thesis. The reader will discover on this page the origin of the document and its subject. Additionally, the specific order of information items and font size will make searching on Google Scholar easier.

Please note that the student must select one of the two following licenses:

• A © copyright licence followed by “All rights reserved”, the author’s name, the submission date. This license means that it is prohibited to reproduce, record or distribute this document in whole or in part. Readers who wish to print or store a significant part of this document on another medium must request permission from the author.

OR

• This Creative Commons CC BY-NC-ND 4.0 license means that it is permitted to distribute, print or save on another medium part or all of this work provided that the author is credited, that these uses are made for non-commercial purposes and that the content of the work has not been modified.

The same license as the one on the title page and the explanatory text appear on the back of the cover page.

The committee identification page contains the name of each and every committee member evaluating a project report (9 or 15 credits), dissertation, or thesis. The specific role of each member must also be specified, as well as their department or institutional affiliation.

Please note that a committee identification page is not required for project reports of 3 to 6 credits, since such reports are not reviewed by a committee. The name(s) of the supervisor(s) must however be specified on the document’s title page.

The foreword page is used to communicate a specific message, e.g. indicating why an author chose a given subject, the research objectives, or the scope and limitations of the author’s work.  

The foreword may also help determine where the work sits amongst related research done to this day. Although non-essential, if provided, the foreword should be no more than two pages long. Furthermore, the foreword and introduction are not the same, the latter being of a scientific nature. Should the foreword be brief, acknowledgements may follow directly afterwards rather than on a separate page. In that case, the word ACKNOWLEDGEMENTS should precede the text.

The student uses the acknowledgement page to express gratitude to all individuals or organizations that supported them professionally, financially, or personally in order to help them carry out their work. We recommend thanking one’s supervisor. Should the student have benefited from professional support, they may name the professionals involved, their position, the institution for which they work, as well as the nature of their contribution. In regards to financial support, the student may indicate any and all organizations that sponsored them, and thank them in a separate paragraph. The student may also opt to conclude by thanking their family and relatives who supported them during their studies.

Project reports, dissertations, and theses are documents of an academic nature. Acknowledgments must therefore be given in a sober and simple fashion. ETS deems that religious belief is of a strictly personal nature and therefore should not be mentioned in this type of document.

The abstract is a short recap of the overall document (roughly 250 words for a project report or dissertation, and from 400 to 500 words for a thesis). This abstract should relate the core content of the document without having to read it from beginning to end. The abstract should include the following descriptive items:

• Purpose, nature and scope of the research.
• Subjects covered.
• Working assumptions and research methodology used.
• The main results and outcomes.
• Findings and recommendations.
• Key words (4 or 5) to facilitate document classification in libraries and directories.

A Résumé is required for a project, dissertation or thesis written in English.The résumé is the French translation of the abstract . The résumé should be true to the abstract but not necessarily a literal translation. The résumé offers broader circulation and better indexing of the project report, dissertation or thesis. The résumé’s visual presentation is identical to that of the abstract.

The Table of contents is the most read page, right after the title page and the summary, as it provides a schematic overview of the content of a project report, dissertation or thesis. The Table of contents includes the heading of all sections and subsections of the main document. Please note that the Table of contents starts with the introduction and ends with the reference list (possibly the bibliography). Preliminary pages are excluded from the Table of contents. 

The layout template (in Word), added to this document, automatically generates a Table of contents. As a measure of precaution, we recommend making sure that the actual labelling and sequencing of headings match those displayed in the Table of contents.

A list of tables must be provided if the document includes but one table. This list of tables should be located right after the Table of contents and include the number and heading of each and every table. The table number matches the order of appearance of tables by chapter (hence Table 2.4 refers to the fourth table of Chapter 2). 

The rules established for the list of tables also apply to the list of figures (which includes graphs, drawings, and photos).

The rules established for the list of tables also apply to the list of algorithms.

Abbreviations, initialisms, and acronyms used throughout the document must appear in an alphabetical list which also includes their meaning. The meaning of an abbreviation, initialism, or acronym must also be included at its very first use in a given chapter, as well as in the list.

Please try and use English acronyms rather than French acronyms in an English text. For example, in an English text, the English acronym CAD/CAM (Computer-assisted drawing/Computer-assisted manufacturing) should be used rather than the French acronym CAO/FAO.

Symbols are regularly used in all fields of scientific research to illustrate measurement units. To improve understanding, always include a list of the symbols and measurement units used.

The introduction is an essential part of written communication. In regards to scientific communication, the introduction gives the reader an idea of the content. It brings to light the subject, the issue, the purpose of the research, its context, scope and limitations, as well as the overall methodology used. Major parts of the text are also introduced.

Please note that, where a thesis is concerned, the original contribution(s) must also be stated.

The introduction leads to the body of work without revealing too much. No results should be mentioned in the introduction, which is usually relatively brief and immediately followed by the development or body of work. This development is the critical part of the project report, dissertation or thesis. It contains all the studied material and answers the question or issue raised in the introduction.

The development is usually divided into chapters and subchapters. Whether it is a project report, a dissertation or thesis, each major thematic concept is associated to a specific chapter whose title is representative of the covered subject.

The five following elements make up the development:

• The literature review should be the first chapter of the document. It helps the reader put the research project in the context of other research done on that subject, thus setting the theoretical framework. In regards to a thesis, the literature review illustrates the personal and original contribution of the student to the state of knowledge in that specific research area. The problem under study should be clearly and explicitly stated in the literature review, which should also include a reminder of the set objectives.
• The methodology used lets the reader know what mathematical foundations, tools, or instruments were used for the research, and could therefore be used again to follow the same process, redo the experiment, and validate the conclusions.  
• Presenting results is the objective part of the research project, dissertation, or thesis. The student introduces their results, from global to specific, and confirms or refutes assumptions made within the theoretical framework.  
• Interpreting results is the subjective part of the project report, dissertation, or thesis. The student analyzes and interprets their results based on the methodology used, i.e. based on the accuracy of calculations, summaries, and research limitations, before reaching conclusions.
• Discussing results consists of establishing links between the student’s personal interpretation of results and prior research done (cited in the literature review). Discussing results is usually associated with dissertations or theses, as it allows the students to demonstrate their critical analysis skills and their capacity to contribute to the advancement of that research area.

Whether it is a project report, dissertation or thesis, the scope of the various sections will vary. There are various ways to organize information but the development process of the body of work remains the same. For example, a student could relate different experiments under individual chapiters. If so, each chapter should indicate the theoretical framework, the methodology used, the results and their interpretation, and if need be, a discussion of said results.

A concluding page follows the last paragraph of the body of text. The conclusion, which represents the completion of the work, should demonstrate explicitly what was previously presented.

A conclusion is essential for communication, just like an introduction. The conclusion is used to review the main thematic and proposals introduced in the development, in order to ensure that readers have fully understood the issue at stake, the way it was addressed, and the results reached by the student. Proper communication demands a conclusion.

The initial problem to be solved and the answer to the question raised, or the solution to the problem, must be mentioned in the conclusion. Readers must be able to establish a link between the stated problem and the ensuing results.

Please note that the conclusion should not contain additional results or interpretations. Rather, the student should state the limitations of their research and possibly suggest new approaches or research avenues to further advance knowledge or develop interesting applications.    

Proposals for new applications or new research avenues are deemed to be recommendations, which usually take the form of short statements. Should there be a limited number of recommendations, they could be introduced after the concluding text. But in the case of numerous recommendations or recommendations that require detailed explanations, such recommendations should be presented on a separate page.