10/09/2024

LECTURE III: WRITING A TECHNICAL REPORT

ENGL 219_ Prof. Yasser Gomaa 29

29

2.1. What is a report?

• A report is a text written to communicate information.

• Some reports only communicate information, while
other reports not only communicate information, but
also analyze and evaluate that information.
• In your courses in the College of Engineering and IT, the
reports you are required to write belong to the latter
category.

ENGL 219_ Prof. Yasser Gomaa 30

30

1
 10/09/2024

2.1. What is a report?

• Many of the assignments in your courses will be called reports.

• These assignments require you to do some research in order to
have information to communicate.
• They will also require you to undertake some analysis of data or
issues.
• The method of analysis you will use will be based on a
methodology that you learn as part of your course.
• The assignments will also require you to draw conclusions and
possibly make recommendations based on your analysis.

ENGL 219_ Prof. Yasser Gomaa 31

31

2.2. What kinds of reports are you required to

write?

Technical Reports
Financial reports
Case study reports
Feasibility reports
Risk management reports
Project reports

ENGL 219_ Prof. Yasser Gomaa 32

32

2
 10/09/2024

2.3. Why are you asked to write so many

reports in the College of BA?
• When you graduate with a degree from the college, it is
assumed that you have written and spoken
communication skills that make you readily employable
in your field.
• All the report assignments that you are asked to write
are designed to ensure that you have excellent report
writing skills relevant to workplace requirements by the
time you finish your degree.

ENGL 219_ Prof. Yasser Gomaa 33

33

2.4. What is the structure of a Technical

Report?
• Reports have a very clear structure that is signaled by
subheadings/sections.
• Each section should have a clear heading and each
subsection a clear subheading.
• This allows the reader to access quickly the information
important to him/her.
• Your headings and subheadings should make it clear to the
reader how each part of the report is related to other parts.
• The following slides show the purpose of each section and its
appropriate contents.
ENGL 219_ Prof. Yasser Gomaa 34

34

3
 10/09/2024

2.4.1. Title Page

Contents of the Title Page:

1. Running Head.
2. Subject of the report
3. Name of the student
4. ID number
5. Submitted on (due date)
6. Submitted to (Instructors name)

Use Times New Romans (Font size 18)

ENGL 219_ Prof. Yasser Gomaa 35

35

2.4.2. Abstract

Contents of the Abstract:

1. Running Head.
2. A short summary of the whole report.
– It summarizes the report's purpose, findings, conclusions
and recommendations.
– It is like a synopsis and for your assignments not more
than a page.
– Write the abstract after you have finished your report.
– Make sure it is on a separate page.

ENGL 219_ Prof. Yasser Gomaa 36

36

4
 10/09/2024

2.4.3. Table of Contents / Contents

Contents of the Table of Contents:

1. Running Head.
2. It is a list of the main sections of the report as well as
the second and third level headings (sub-sections) with
the page numbers on which each occurs.

ENGL 219_ Prof. Yasser Gomaa 37

37

2.4.4. Introduction
Contents of the Introduction:
1. Running Head.
2. The introduction usually includes:
– Brief background information
– Purpose
– Scope
– Outline
– Definition of terms
N.B.: It is important to make the purpose of the report very
clear in the introduction.
ENGL 219_ Prof. Yasser Gomaa 38

38

5
 10/09/2024

2.4.5. BODY
Contents of the Body:
1. Running Head.
2. This is the main part of your report.
3. The Body usually includes:
– Background information
– Theoretical framework
– Review of literature
– Methodology
– Findings
– Discussion of findings
ENGL 219_ Prof. Yasser Gomaa 39

39

2.4.5. BODY

Note:
• The theoretical framework is very important.
• First you present a theoretical framework,
• then your research findings, and
• then a discussion of your findings in the light of the
theoretical framework.
• Your findings are facts, but your discussions are
opinions. Your language should reflect this difference.

ENGL 219_ Prof. Yasser Gomaa 40

40

6
 10/09/2024

2.4.6. Conclusion

Contents of the Conclusion:

1. Running Head.
2. The conclusion provides a summary and evaluation of
the report's findings with the key recommendations.
3. It may also identify the limitations of the report.
Note:
• You will always need to write a conclusion.
• As with discussion of your findings, the language you
use in your conclusion will be appropriately qualified.
ENGL 219_ Prof. Yasser Gomaa 41

41

2.4.7. Recommendations

Contents of the Recommendations:

1. Running Head.
2. A summary in point or numbered form of solutions or
courses of action that follow logically from your
interpretation of your
Note:
• Recommendations are usually 'should' statements.
• They are specific, indicating who should do what,
where, when, how, and (sometimes) at what cost.

ENGL 219_ Prof. Yasser Gomaa 42

42

7
 10/09/2024

2.4.8. Appendix

Contents of the Appendix:

1. Running Head.
2. Charts, tables and other information that is too
detailed to put in the body of your report
Note:
• Sometimes, if the tables and charts are very important
you may need to include them in the body of the
report.

ENGL 219_ Prof. Yasser Gomaa 43

43

2.4.9. References
Contents of the Appendix:
1. Running Head.
2. A list of all the books, articles, web sites, interviews
etc., you have referred to in your report.
Note:
• In this course you are required to use the
IEEE Citation referencing system.
(Will be discussed in our coming Lecture no. 4)

ENGL 219_ Prof. Yasser Gomaa 44

44

8
 10/09/2024

2.5. What makes a good report?

A good report:
1. makes the purpose of the report very clear in the
introduction.
2. does not assume in the introduction a prior reading of
the executive summary.
3. presents information that is both sufficient and accurate.
4. explains clearly the methodology or theoretical
framework used to analyze the information (Collected
data).

ENGL 219_ Prof. Yasser Gomaa 45

45

2.5. What makes a good report?

6. uses the theoretical framework well in order to
illuminate the findings.
7. uses qualifying expressions in the discussion of the
findings.
8. has headings and subheadings that are clear and parallel
in format.
9. uses a format that is appropriate to the report type
(APA).
10. summarizes all sections of the report in the executive
summary.
ENGL 219_ Prof. Yasser Gomaa 46

46

9
 10/09/2024

2.5. What makes a good report?

11. states recommended actions in clear concise statements
and justifies these in relation to the findings of the
report.
12. uses language appropriate to the assumed relationship
between the writer and the reader.

ENGL 219_ Prof. Yasser Gomaa 47

47

When writing a report, consider the following:

• Understand the Purpose: Ensure that you understand

the purpose of using quotation marks. In IT reports,
quotation marks are often used to indicate direct
quotations from sources, such as software
documentation, code snippets, or user feedback.
• Use Correct Formatting: Follow the appropriate
formatting guidelines for quotation marks. In most
cases, double quotation marks (" ") are used to indicate
direct speech or quoted text. Single quotation marks (' ')
may be used for quotes within quotes or for emphasis in
specific contexts.
ENGL 219_ Prof. Yasser Gomaa 48

48

10
 10/09/2024

When writing a report, consider the following:

• Maintain Consistency: Be consistent in your use of

quotation marks throughout the report. Choose a style
guide or formatting standard and stick to it. Consistency
in formatting enhances the professionalism and
readability of your report.
• Attribute Sources: When using quotation marks to
indicate direct quotations from external sources, always
attribute the quote to its original author or source.
Provide proper citations or references according to the
citation style recommended by your instructor or
institution.
ENGL 219_ Prof. Yasser Gomaa 49

49

When writing a report, consider the following:

• Avoid Overquoting: Use direct quotations sparingly and
only when necessary. Overusing quotations can make
your writing appear lazy or lacking in original thought.
Instead, paraphrase or summarize information
whenever possible, and reserve direct quotations for
instances where the exact wording is crucial.
• Integrate Quotations Smoothly: Integrate quoted
material smoothly into your own writing. Provide
context or explanation before or after the quote to help
readers understand its relevance. Avoid dropping
quotations abruptly without adequate introduction or
explanation.
ENGL 219_ Prof. Yasser Gomaa 50

50

11
 10/09/2024

When writing a report, consider the following:

• Check for Accuracy: Ensure the accuracy of any
quotations you include in your report. Double-check
quotes against their original sources to avoid misquoting
or misrepresenting information. Accuracy is essential,
especially in technical writing where precision is
paramount.
• Proofread Carefully: Before submitting your report,
proofread it carefully to check for any errors or
inconsistencies in your use of quotation marks. Pay
attention to punctuation, formatting, and citation
details to ensure that your report meets the required
standards of professionalism and accuracy.
ENGL 219_ Prof. Yasser Gomaa 51

51

12