UNIT 4

Advanced Technical Writing

 Technical Report
Note- The readers of the report are knowledgeable people. They will
search for the evidence that you have presented.
1. Therefore, try to give information clearly and coherently.
2. Organize your ideas carefully and express them coherently, also be
precise and concise.

Components (Format)

1. Title page
2. Abstract or summary
3. Introduction
4. Background
5. Discussion
6. Conclusion
7. Recommendations
8. Attachments
1. Title page
a) Essential information given here is
i) Name of the report writer
ii) The title of the project/study and
iii) Date
b) Choose effective title (ensure it is informative but reasonably short)
c) Avoid ornamental or misleading titles.
2. Abstract or summary
Abstract/summary summarizes the report (presented in 100-200 words)
Hint: Summarize each component in one sentence.
Emphasize the objective and result. (Avoid copying paragraphs from the
report)
Abstract should be precise and specific.
3. Introduction
The introduction of a technical report identifies the subject, purpose
(objective) and the plan of development. State the subject clearly and
concisely (usually in one sentence called as thesis or purpose sentence)
Give: Background information.
Define the terms used in stating the subject provide the background
theory or history.
Note- Don’t fill the place and give sweeping statements.
4. Background
This section is included in the report if the introduction requires a large
amount of information.
It includes.
a) Review of previous research
b) Formulas the reader need to understand the problem.
5. Discussion
It is the most important part of a report. It can be presented in many forms
and can have many subheadings.
Basic components
a) Method
b) Findings
c) Evaluation or analysis
6. Conclusion
Knowledge outcome
 Explain in terms of preceding discussion.
7. Recommendations
a) The actions the report suggests.
b) Also, gives plans for further research. (In professional writing this
section is given just after the introduction).
8. Attachment
Includes
Appendixes
Appendixes include
a) Raw data
b) Calculations
c) Graphs
d) Other quantitative material that was the part of research.
In private sector profile of the company/professionals involved in the
project also appear as appendices.

 Writing Reports
1. Purpose of report writing
a. A report is written to be read
b. Written for sake of writing has no value
2. Top-down Approach
a) First write section level outline
b) Subsection level outline, and
c) Paragraph level outline.
3. At paragraph level
Think of using figures, tables, and graphs. Terminology- names of
various protocol/algorithms/steps.
Refine your writing.
 Types of Technical Report
There are 5 types of technical report you can create. These include:
1. Feasibility report-
This report is prepared during the initial stages of software
development to determine whether the proposal project will be
successful.
2. Business report-
This report outlines the vision, objectives and goals of the business
while laying down the steps needed to crush those goals.
3. Technical specification report-
This report specifies the essentials for a product or project and details
related to the development and design.
4. Research report-
This report includes information on the methodology and outcomes
based on any experimentation.
5. Recommendation report-
This report contains all the recommendations the develop team can
use to solve potential technical problems.
The type of technical report you choose depends on certain factors like
your goals the complexity of the product and its requirements.
 Characteristics of technical report
There are six basic properties of Technical writing
1. Clarity
2. Accuracy
3. Comprehensiveness
4. Accessibility
5. Conciseness
6. Correctness
1. Clarity
Technical document must convey a single meaning that the reader can understand.
Unclear Technical writing is expensive. They vital communication link among the various
employees is usually the report, if this link is weak, the entire project may be jeopardized.
 Unclear technical writing can be dangerous e.g. unclear instruction on how to operate
machinery.
2. Accuracy
Unclear writing can cause many problems and even inaccuracy in the report. If you mean
to write 40,000 don’t write 400,000. If you mean to refer to fig 3.1 don’t refer to fig 3.2.
Slightest error can confuse or even annoy the reader of the report. If the reader suspects
that you are slanting information they have the right to doubt the entire document.

 Structure of a report
1. The title
a) Make attract people to read
b) It should reflect what u have done and should be eye catchy.
2. The abstract
a. Should be short paragraph (generally 250 words)
b. Should contain the essence of the report.
3. And contain
a. Objective
b. Motivation
c. Main point of methodology
d. Essential difference from previous work
e. Some significant results
4. Introduction
(Answers the questions)
a. What is the setting of the problem? (background)
b. What exactly is the problem you are trying to solve?
(Problem statement)
c. Why is the problem important to solve? (motivation)
d. Is the problem unsolved? (Statement of part related work)
e. How have you solved the problem? (Essence of approach)
f. What are the main results? (Main summary of the result)
g. How is the rest of the report organised (Flow of ideas)
 5. Background-
Written/given if there is sufficient background (for
understanding of the reader before knowing the details).
6. Past related work
a) Has a separate section
b) You explain novelty in your work
c) Think of dimensions of comparison with other works.
7. Placement of the related work
a) Place it at the beginning of the report after introduction and
background.
b) If your work is entirely different from any past work then
place it at the end of the report.
8. Technical sections
a) The report can be divided into multiple sections.
b) The organisation is problem specific.
c) Separate sections may be for design methodology,
experimental methodology or proving some facts.
Necessary to mention
Outlines/flow
a) Rough outline for a bigger section/containing subsections.
b) Maintain the flow
c) No abrupt shift from one idea to another.

Use of figures

“A piece is worth a thousand words”.

Explain the aspects of the figure

Terminology

1. Define each term/symbol

 2. Use common terminology throughout the report.
9. Future work
a. In some cases, combined with conclusions section
b. States problems you have not considered and possibilities for
future extensions.
10. Conclusions
States precisely the main take-away points from your work.

 Technical project proposals

Technical proposals are documents framed specially for proposing the
ideas for any system that has a certain technical procedure for its
execution. Technology is improving at a rapid pace now-a-days; hence,
companies and business firms operating in this field need to be
technically strong and updated to ensure their position in the market as
well as to keep up with the demands of their respective clients. Technical
proposals contain details of the procedure and methodologies that need to
be applied for the technical success and proper execution of systems in a
company or firm.

Types of Technical proposals

The major classes of technical proposals which are
1. Research technical proposal
In research technical proposals the technical writing aims around the
specific research topic. In this all the technically involved in the
research is explained in the proposals along with its objective and the
strategy of implementation. The results of that technical research are
also mentioned in the proposals (only if the results are clearly found).
2. Business technical proposal
 In the business technical proposal, the technology is focused towards
improvising the business processes. It could be any technical software
or instruments to save the cost and time of the business. The details of
that technology are mentioned in the business proposal which is
submitted to the concerned organisation.
3. Academic technical proposal
In the academic technical proposals, the technical details related to
academics are mentioned. These proposals are highly focused and
very well-structured documents.
4. Government technical proposal
In these proposals the government department are the actual clients,
using the technology. These are highly formal documents with all the
details about the technology.
5. New proposal
A proposal submitted to a sponsor for the first time or a proposal
being resubmitted after having been declined by a potential sponsor.
6. Revised proposal
This modifies a proposal that is pending or is otherwise unfunded, but
not official declined by the sponsor. If a proposal has been declined, a
new proposal must be prepared.
7. Supplemental proposal
A supplement asks for an increase in support for a proposal that has
already been funded. The requested increase would occur in the
current budget period and many involve a broadening of the project’s
approved scope. Since additional funding is requested, a new budget is
required.

 Characteristics of technical proposal

There are some basic features that all proposals are likely to contain,
which is summarised below.
1. A well stated definition of the problem-
a. A description of the problem
b. The causes of the problem
c. The consequences should the problem remain unsolved
2. A clearly stated proposal to solve the problem
a. Arguments in favour of your solution
b. Some hints as to how to implement the solution
3. Awareness of alternative proposals
a. Alternative solutions for the problem
b. Acceptance or refutation each alternative solution.
4. An evaluation of the benefits of your proposal
a. Positive effects of your proposal, for example, cost benefits or
sustainability.
5. Possible counter arguments to your proposal.
a. An awareness of possible objections to your proposal that you, in
turn, argue against.
6. A careful analysis of your audience.
a. The need, convictions and prejudices of the readers are taken into
account.
b. The information selected is neither too basic nor too narrow for
your audience’s knowledge.
7. A reasonable, sensible tone
a. Irony and sarcasm are avoided (unless it is your specific purpose to
be ironic).
b. Counter arguments are fairly and reasonably evaluated, without
attacking those who disagree with you.
 Format/content of proposal
The proposal may be in the format of a letter (mostly in the case of
proposals being send within organisations), or a form proposal (in which
the form is supplied by the organisation calling for proposals) or in a
detailed report form.
The following are the topics under which information may be provided
while writing a proposal.
1. Objective statement
The opening statement should present the proposal objective of the
proposal, that is what the presenter is proposing to do. It should be
linked to the need of the receiver to gain acceptability. The
problem/objective should be stated clearly.
2. Background
Provide the reader with background information of the problem. This
helps the reader to better understanding the problem and see it in the
right perspective. For example, a proposal of a research organisation
to a company for carrying out a survey on consumer behaviour may be
backed by information related to declining sales due to changing
consumer needs.
 Technical articles
A technical article is a written composition describing, discussing or
analysing a systematic investigation towards increasing the sum of
knowledge in a specific field. It transfers new research and findings to
other scientists and researchers in the field by giving a systematic account
of results of some survey, research, fieldwork and other activities.
Technical articles differ from general articles in style, presentation and
objectives. Unlike general article that may follow any form and pattern, a
technical article is highly formalized in structure. Technical articles
involve the use of technical vocabulary, specialized terminology, graphics
 aids and a particular writing style. Moreover, while writing a technical
article, the writing conventions of a particular discipline need to be
followed.

 Different types of technical articles

1. Journals Articles and conference papers
A journal article is the communication of technical information in a
structured form as per the established pattern for articles acceptable
for publication in a particular journal.
A conference paper is a text of the paper that the author has presented
in a seminar, conference or workshops. Conference it is the written
form of technical presentation. It follows the pattern in which it has
been presented before the audience it may be published in the
proceedings of the conference in which it has been presented.
Organizer of a professional seminar not have the option of rejecting
many conference papers.
2. Review and Research Articles
A research article is an evaluation and analysis of published work on a
particular topic. The main purpose of review articles is to evaluate a
publishes work in order to determine its academic value and research
potential. While reviewing a particular piece of published research
work. The review writer may also comment on the necessity for future
research in the concerned area and purpose certain directions.

 Writing strategies
1. Read
2. Target your audience
3. Use an outline
4. Open strong
5. Answer the 5Ws and H
6. Be simple and direct
7. Choose strong verbs
8. Limit your adjectives and adverbs
9. Understand the three appeals
10. Consider using literary devices
11. Revise, edit and proof read.
1. Read
One of the best ways to become a good writer is to become a good
reader. Frequent reading increases your vocabulary, exposes you to
examples of good writing and can teach you spelling, grammar,
punctuation and common writing techniques through repetition.
2. Target your audience
Perhaps the most important key to effective writing is to consider who
you are writing to before you begin. Spend some time identifying who
you want to reach through your writing. Your audience’s opinion about
your subject matter, as well as their interests, age, personality, location
and education level will all affect how they think and feel about what
you communicate to them.
3. Use an outline
Good writing has a clear purpose that is achieved through its
beginning, middle and end.
Before you write out a full draft, make an outline of what you want to
communicate and the order you will discuss your points in so that your
writing will have a clear and easy to follow structure.
4. Open strong
The first sentence and first few paragraphs of any writing is the
author’s opportunity to interest and engage the reader. An effective
opening is one that persuades the reader to keep reading. It is often
 helpful to write the rest of your piece first, then go back to the
beginning and write or rewrite your introduction.
5. Answer the 5Ws and H
The five Ws and H are who, what, where, when, why and how. Double-
checking that you answered all of these questions about your topic
throughout your writing helps to ensure that you have communicated
your subject fully and clearly.
6. Be simple and direct
One mistake that ineffective writers often make is trying to make their
language too. Flowery or worrying about using bigger words when a
smaller one works well. Aim for a style and diction that is simple,
direct, clear and concise in order to communicate your purpose well
sentence.
7. Choose strong verbs
Since verbs are the actions in writing, they are arguably the most
important words to choose. Clear, effective writing uses clear, strong
verbs. As you write, consider what verbs you can use that present a
vivid image to the reader.
8. Limit your adjectives and adverbs
Adjectives and adverbs are the parts of speech that describe or modify
nouns and verbs, respectively. While these descriptive words can be
important and clarifying sometimes, a sentence that is cluttered with too
many modifiers distracts a reader from its main purpose.
9. Understand the 3 appeals
Any serious consideration of how to write well involves studying the 3
rhetorical appeals. Rhetoric is the art of persuasion and since most
writing seeks to persuade the reader of the truth of its subject,
considering how you can convince your reader is an important part of
effective writing.
 10. Consider using literary devices
Literary devices are techniques writers use to create a special effect. An
effective literary device can capture a reader’s attention, be very
memorable or illustrate a point especially clearly.
11. Revise, edit and proofread
a) Revise- This is the next step after you write the first draft. Revising
is the process of looking at the macro view of your draft and
considering what substantial changes you need to make to improve
it.
b) Edit- After revising, always edit your writing thoroughly. This is
the process of looking at the micro view by considering each
sentences efficiency and identifying and correcting any errors in
grammar, punctuation and spelling.
c) Proofread- Proofread is the final step before publishing or
submitting your work. It’s similar to editing but involves going
through your work in even fine detail to ensure that it is completely
ready for an audience.

 Article writing format

Title/Heading
 Introduction- It is the opening paragraph which tells what the
article is about. It is generally written in two to three lines.
 Main content- It is written in two or three paragraphs. This section
required to do a complete analysis of the subject matter like
merits/demerits, causes/reasons, effects/results, positive/negative
points, etc. should be discussed.
 Conclusion- This paragraph should be short and precise.