SBIT/H&S/7.5.

1/RC 07 June, 2011

TECHNICAL REPORT WRITING

Introduction
Technical writing is a typical form of writing, different from expressive expository of descriptive
writing. Technical writing requires give and take a dialogue, a follow up input and action. It is kind of
documentation that involves the out of recording a process of an event for future reference. It requires a follow
up, input, output and response. Most often it creates action; it causes the person at the other end to react. It is a
form of documentation where process is expressed, recorded and analyzed.
Technical writing can be of various kinds. There can be reports, documents such as proposals, quality
test results, instruction manuals like user guide lines, online help, training and user manuals. All these kinds
have unique format but, it has general format common to all.

OBJECTIVES:
1. Why the document is being written.
Is it written to simply record a process and keep it for reference or is it a proposal or plan which one
wants others to accept or convince someone that the proposed plan of action is desirable or
undesirable.
2. What exactly is the writing intended to do?
Technical writing is generally written to convey information.
 Identifying the information the readers want the communication to provide.
 Determining how the audience will look for this information.

Technical Reporting Laws:

 The reader is the most important person
 The writing should be accurate and
 Reports to be checked for technical errors, typing errors and inconsistency.
 All references should be correct in all details.
 The reader is the most important person.

FORMAT
There is no single way of writing a report many organizations have their own formats. Sometimes
formats may also vary depending on the kind of report being written and the purpose it is supported to serve.
The following format can be followed unless there is some specific reason to change.

Elements:

 Title page
 Summary
 Table of contents
 Introduction
 Body of the Report
 Conclusions

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 References
 Appendices

Title Page:

1. The title of the report.

2. The author’s names and I D number.
3. The course name and number.
4. The department and institution/university.
5. The date of submission.

Summary:

Summary provides a brief overview of the substance of the report.

The Summary states:
The topic of the report
Out lines your approach to the task.
Gives the most important findings of your research or investigation.
State the main outcome or conclusion.
The Summary doesn’t state:
Provide general background information.
Explain why you are doing the research or investigation or design.
Refer to diagrams or references.

Table of Contents:

1.0 The title of first main section ( usually introductions )

1.1 First subheading
1.2 Second subheading

2.0 Title of second main section

2.1 First subheading
2.1.1 ………….
2.1.2 ………….
Introduction:

An introduction includes
1. The background to the topic of your topic to set your work in its broad context.
2. A clear statement of the purpose of the report, usually to present the results of your research or
investigation or design.
3. A clear statement of the aims of the project.
4. Technical background necessary to understand the report e.g. Theory or Assumptions.
5. A brief outline of the structure of the report if appropriate.
Ex: Introduction from a report entitled “A review of green house gas reduction action and
opportunities”

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Body of the Report

1. Presents the information from your research, both real world and theoretical or your design.
2. Organizes information logically under appropriate headings.
3. Conveys information in the most effective way for communication
 Use figures and tables
 Can use bulleted or numbered list.
 Can use formatting to break up large slabs of text.
4. Provides – informative Headings
Heading should tell the reader exactly what type of information is continued in the section.

Conclusions:

Conclusion section provides an effective ending to your report.

1. States whether your have achieved your aim’s
2. Gives a brief summary if the key findings or information in your report.
3. Highlights the major outcomes of your investigation and their significance.

References:

Two parts to referencing

 Citations in the text of the report
 A list of references in the final section

Appendices
These contain material that is too detailed to include in main report, such as raw data or drawing.

TYPES OF REPORT
Types of technical reporting includes technical papers, memoranda, proposals, progress and status
reports, feasibility report, investigation reports etc …
A technical report may be a letter an article, a research paper, an operational manual , a news bulletin, a
company brochure, a book review etc ….
We have two kinds of reports as below
 Informal Reports
 Formal Reports

WRITING STYLES
1. Planning
2. Reflecting
3. Writing
4. Revising

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Planning
Determine purpose and audience gather information and choose form of report and method of
presenting information.
e.g. Graphs, Charts, Photographs.
 Decide on structure and how to organize information. Are appendices required ?
 Where will supporting data be placed?
 What are major headings?
 What is technical background of readers (executive, technicians and a-lay person)
 What information are they primarily interested in?
Reflecting
 Allow enough time to put the report aside, at least for overnight and then review it .
 Have some else read it for a different perspective.
Writing
Start with our collection of rough notes and sketches.
 The first is a skeleton for organization.
 The second draft fills in the gaps and expands where necessary.
Organization
The report can be arranged in several different ways.
 Follow chronology (cause/ effect pattern)
 Division by spatial arrangements.
 Logical partitioning.

Structure
 Use headings and blocking for clarity complex topics reduced to manageable “ chunks ” of
information headings make transition easier to follow , of enforce logical flow of ideas, used as
signposts to direct the reader through the report.
 Use uppercase, bolding and underline to show selective importance of the headings and number
there
 Don’t overdo it! Too many divisions fragment the report; make it difficult for logic to flow.
Eg:
1. Main headings
1.1 Sub heading
1.1.1 Sub - sub heading (don’t go more than three layers)
Each section must have a unique central idea strive for unity, coherence and emphasis like spacing, Language
and style, Abbreviations, and acronyms, Grammar, writing numbers, punctuation.

Revising
a) Proof read carefully! Have someone unconnected to the work read manuscript they will find errors
that you are programmed to overlook read from back to front.
b) Look for ordered presentation that unfolds logically without requiring back-tracking and re-reading,
ideas should flow easily. Don’t afraid to re-write sections add or debate information as required – Text
editing packages make this step very easy.

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Styles
 Introduction
 Formulating guidelines
 Components of reporting
 Writing a section of a report
 Referencing of sources & originality
 Technical language

INTRODUCTION
Resources for report writing possible resource

Report Writing Process Possible Resources

Plan Analyze requirements / topic Preliminary plan topic Guidelines & preliminary knowledge

Study Research / investigate library; data; fieldwork

Plan Revise plan newly informed knowledge
Write draft report formatting : referencing

Revise Edit and proof read Recommendations; technical language: Report writing

Write Revise draft report formatting; referencing, technical knowledge

Publish Publish final report other students and staff

PROJECT REPORTS
Reports must be presented in a structured and visually attractive manner. The component use of
technical language and accurate referencing of all sources is also a requirement.

FORMATTING GUIDELINES:
Appropriate formatting of reports improves the readability and accessibility of information, there should be
consistency.

a) Templates
b) Format of pages
c) Format of type of headings
d) Format of text (all text and headings can be aligned against the left margin etc….)

COMPONENTS:
An engineering report can be divided into three main sections.

I) PRELIMINARY PAGES
II) TEXT OF REPORT
III) APPENDICES

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PRELIMINARY PAGES:
Title page, abstract, disclaimers, acknowledgement, contents, figures, tables, symbols.
TEXT OF REPORT
Introduction, headings and sub-headings , conclusions, recommendations, references
APPENDICES
The appendices may include material which is incidental to the report , supportive of the
reports technical reporting to include in the text like : maps, folded diagrams, tables of results, letters,
questionnaires, statics , etc….

WRITING A SECTION OF A REPORT

This process involves planning, gathering information, reading and nothing, further planning,
writing the first draft, redrafting.

REFERENCING OF SOURCES & ORIGINALITY

References must be provided in your report of you use some one else’s opinions, theories
data or organization of material.
Two – Systems
Author – date
Numerical
TECHNICAL LANGUAGE
Starting writing
Structuring writing
Structuring sentences
Grammar
Vocabulary
Effective use of technical language is a critical part of report writing the important aspects of technical
language to be considered are structures.
Grammar : Passive voice is used.
Vocabulary : Personal language avoided and punctuation.

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