4th Session-Technical Report Writing
4th Session-Technical Report Writing
Writing
The 4 Session
th
The Session Schedule
• 1. Points in technical report writing
• a. front matter
• (1) preface
• (2) acknowledgments or credits
• (3) table of contents
• (4) list of illustrations
• (5) abstract or summary
• b. main text
• (1) introduction
• (2) discussion
• (3) conclusions
•
Preface
• It offers the report to the reader.
• It states briefly and clearly the subject and purpose
of the report, its intended scope, its relation to
other reports in the program, by whom the work
project and report writing were authorized, and
whether this report is final or one of a series.
• The difference between a preface and foreword
• Preface: written by the author
• Foreword: written by a second party, usually an
expert in the field, containing praise forbidden by
Acknowledgments or Credits
• Mentioning the names of those who
contributed to the work program or the report
• Permission for the use of previously published
material must be acknowledged.
Table of Contents
List of Illustrations
• Helpful when ten or more illustrations are
included.
• It is like a table of contents for the
illustrations.
Abstract or Summary
• Abstract vs. Summary
• The basic distinction is one of function:
• Abstract: discusses the report, gives a quick answer
to ‘what is the report about?’, for a reader who
wants to know coverage
• Summary: digests the report, gives a quick answer
to ‘what does the report say?’, for a reader who
wants to know substance
An Example of a Summary
An Example of an Abstract
Abstract and Summary
• Abstract and Summary: a piece that contains
elements of both
An Example of Abstract and Summary
Introduction
• - the first part of the main text of the report
• - the purpose: to present the subject of the report
initially to the reader
• - note: It does not present the report itself
• - no set formula for writing it
Introduction
• The usual elements:
• 1. identification of client
• 2. identification of general subject
• example: electric blowers
• 3. identification of specific phase of subject covered by
report
• example: development of a cryogenic
• destratification fan
• 4. Historical background
• a. of subject
• b. of reporter’s experience with subject
Introduction
• 5. Technical background
• a. general theory (underlying general subject)
• b. specific theory (underlying reporter’s work
and findings)
• c. description of reporter’s work program
• d. state of the art before and after contributions
• by reporter
• 6. work status
• a. work completed
• b. work remaining
Introduction
• 7. credits for aid and special services rendered and
for permissions granted (those not in
acknowledgments or preface)
• - Although overlap is unavoidable, it should not
invade the domain of abstract or summary
Discussion
• - It describes and explains the main business of the
report.
• - Things to describe:
• 1. tests and experiments
• 2. observations
• 3. advantages and disadvantages
• 4. methods for data collection and measurements
and analyses
Discussion
• - Things to include in this section:
• 1. Data (large data collections: in appendixes and
referenced by footnotes or parenthetical
statements in this part)
• 2. Illustrations: almost all of them
• - no watertight formula for writing a good
discussion
• - backward order: a useful way to organize the
discussion; first giving a brief summary of the
results and then describing the work
Conclusions
• - It shows the significance of work results.
• - It answers the question “What is the meaning of it
all?”
• - not always affirmative, but always logical
• - stated clearly and accurately and in decreasing
order of importance
• - first-order (primary) conclusions are distinct from
second-order (secondary) conclusions.
• - Only the former is repeated in the summary.
Conclusions
• - sometimes used in another sense: final remarks,
i.e. that section of a composition that consolidates
the main points in a terminal statement
Recommendations
• - It tells the reader what should be done as a result
of the reported work.
• - It must be supported by conclusions.
• - It should be listed in decreasing order of urgency.
• - First-order (primary) recommendations are distinct
from second-order (secondary) ones.
• - Only first-order recommendations should be
repeated in the summary.