Chapter 3

Technical Report Writing

 Associated Lesson Concept

Engineers spend a great deal of time

writing technical reports to explain
project information to various
audiences.
 The Importance of Writing
Upper Management
Engineers perform
technical writing to
communicate Decision
pertinent information Control
that is needed by
upper management to Detailed
make intelligent Knowledge
decisions that will Project Engineer
effect a company’s
future.
 The Importance of Writing
Many engineers spend between 1/3 and 1/2
of their work time engaged in technical
writing. Examples include:
• proposals • technical reports
• regulations • progress reports
• manuals • emails
• procedures • memos
• requests
 Technical Writing
Technical writing is a type of expository
writing this is used to convey information for
technical or business purposes.
Technical writing is NOT used to:
• entertain
• create suspense
• invite differing interpretations
 Technical Reports
Engineers write technical reports (also called
engineering reports) to communicate
technical information and conclusions about
projects to customers, managers, legal
authority figures, and other engineers.
A technical report follows a specific layout
and format as specified by the American
National Standards Institute (ANSI).
Layout and Format
Analogy:
Think of the layout and
format of a newspaper.
Stock market information
is found in a specific
location in a newspaper
(layout), and is presented
in a table format.
 Technical Report Layout
Title
Declaration / Supervisor certificate / Deans Approval
Acknowledgments
Abstract
Table of contents
Introduction( all contents of your project or research)
Experimental Details or Theoretical Analysis
 System modeling and design
 Controller modeling and design

Results and Discussion

Conclusions and Recommendation
References
Appendix
Curriculum Vitae
 Front Matter
The front matter is used to help potential
readers find the report.
Once found, the front matter will help the reader
to quickly decide whether or not the material
contained within the report pertains to what they
are investigating.
 Front Matter
1. Cover*
2. Label*
3. Title Page *May be an optional element

4. Declaration
5. Acknowledgment
6. Abstract
7. Table of Contents
8. Lists of Figures and Tables
 Cover*
A cover and label are used if
the report is over 10 pages
long.
The cover (front and back)
provides physical protection
for the printed report. Plastic
spiral bindings and thick,
card-stock paper are
recommended.
*May be an optional element
 Label*
A label is placed on the cover to identify:

• Report title and subtitle

(if a subtitle is
appropriate)
• Author’s name
• Publisher*
• Date of publication

*May be an optional element

 Title Page

The title page provides

descriptive information that
is used by organizations
that provide access to
information resources (i.e.,
library).
A title page duplicates the
information found on the
front cover (if one is used).
 Cont.…

The title should reflect the

content and emphasis of
the project described in
It should be as short as
possible and include
essential key words.
 Declaration
It is a letter for the reader to know that the project or
the proposal or the request of any kind has been
approved.
It is a kind of a confirmation letter confirming the
request or proposal given by the reader as being
approved.
 Acknowledgment
Thesis acknowledgment gives you an opportunity to
show your gratitude for the people who stood by your
side in your thesis writing task.
In thesis Acknowledgment, you thank all the people who
provided their assistance to you in form of advice,
suggestions, and any other.
 Abstract

An abstract (informative style) is a short summary

that provides an overview of the purpose, scope,
and findings contained in the report.
Purpose - identifies the issue, need, or
reason for the investigation
Scope - reviews the main points, extent
and limits of the investigation
Findings - includes condensed conclusions
and recommendations
 Abstract
• no more than 200 words*
• provides an “in a nut shell”
description without providing
underlying details
• contains no undefined
symbols, abbreviations, or
acronyms
• makes no reference by
number to any references or ii

illustrative material
 Table of Contents

The table of contents

lists the title and
beginning page
number of each major
section within the
report (excluding the
title page and the
table of contents).
iii
 List of Figures and Tables*

A list of figures and

tables helps the
reader to locate
illustrations, drawings,
photographs, graphs,
charts, and tables of
information contained
in the report.
iv

*May be an optional element

 Text
The text is the part of a technical report in
which the author describes the methods,
assumptions, and procedures; presents
and discusses the results; draws
conclusions, and recommends actions
based on the results.
 Text
• Introduction
• Experimental Details or Theoretical Analysis
 System modeling and design
 Controller modeling and design
• Results and Discussion
• Conclusions
• Recommendations*
• References

*May be an optional element

 Introduction

The Introduction
prepares the reader to
read the main body of
the report.
This page focuses on
the subject, purpose,
and scope of the report.

3
 Cont.…

Subject - defines the topic and associated

terminology; may include theory,
historical background, and its
significance
Purpose - indicates the reason for the
investigation, objectives
Scope - indicates the extent and limits of
the investigation
System design and analysis
(Experimental Details or Theoretical
Analysis)
The methods, assumptions, and procedures used
in the investigation are described so the reader
could duplicate the procedures of the investigation.
Information in this section includes:

• System of measurement
• Types of equipment used and accuracy
• Test methods used
 Cont.…

Methods
How did you discover the
problem? What measuring
tools were used? What
measurement system was
used?
Assumptions
What do you think, but cannot
substantiate as fact?
Procedures
How did you gain a better 4

understanding of the problem?

 Cont.…
 This section should describe what was actually
done.
 details, describing procedures, techniques,
instrumentation, special precautions, and so on….
 It should be sufficiently detailed that other
experienced researchers would be able to repeat
the work and obtain comparable results.
 In theoretical reports, this section would include
sufficient theoretical or mathematical analysis to
enable derivations and numerical results to be
checked.
4
 Cont.…
 Computer programs from the public domain should
be cited. New computer programs should be
described in outline form.
 If the experimental section is lengthy and detailed,
as in synthetic work, it can be placed at the end of
the report so that it does not interrupt the
conceptual flow of the report.
 Its placement will depend on the nature of the
project and the discretion of the writer.
4
 Results and Discussion

The results and discussion section describes what

you learned about the problem as a result of your
research, identifies the degree of accuracy related
to your findings, and gives the reader your view of
the significance of your findings.
 Results and Discussion

Results
explain your findings with
help of graphs or tables ,
simulations etc
Discussion
How accurate are your
findings? What is the
significance of the results
of the research?

6
 Conclusion
Restatement of Results
What are the factual findings
that resulted from your
research? What are you
implying as a result of these
findings?
Concluding Remarks
What are your opinions
based on the findings and
results?
9
 Recommendations
A section called recommendations is often
included in reports that are the result of tests and
experiments, field trials, specific design problems,
and feasibility studies.
The author may recommend additional areas of
study and suggest a course of action, such as
pursuing an alternate design approach.
 Recommendations

Additional Studies
Is there information that
still needs to be learned?

Suggested Actions
What does the author want
the reader to do with the
information?

12
 References

The references section is

the place where the author
cites all of the secondary
research sources* that
were used to…
• develop an understanding
of the problem
• support the information
contained in the report
14
 Back Matter

The back matter supplements and clarifies the

body of the report, makes the body easier to
understand, and shows where additional
information can be found.
 Back Matter
• Appendixes* *May be an optional element

• Bibliography*
• List of Symbols, Abbreviations, and
Acronyms
• Curriculum Vitae
 Appendixes*
Anything that cannot be left out of a report, but is
too large for the main part of the report and would
serve to distract or interrupt the flow belongs in the
appendixes. Examples include:
• Large tables of data • Detailed explanations
• Flowcharts and descriptions of test
techniques and
• Mathematical analysis
apparatus
• Large illustrations • Technical drawings
*May be an optional element
 Appendixes*

*May be an optional element

 List of Symbols, Abbreviations, and
Acronyms*

If more than five

symbols, abbreviations,
or acronyms are used in
the report, they are to be
listed with their
explanation.

*May be an optional element

 Tips for Writing
• Create an outline of your report before you
write it.
• Write the body of the report first. Then
write the front and back matter.
• Have someone proof read your report.
 Presenting Research Findings
Importance of presentation
 Presentation is a part of research by
definition
 Thehigher your position is, the more
presentations you have to make
 Presentationis also an important part of
professional practice or life
 Good presentation skill contributes to
professional success
Plan your presentation
Presenting a research finding
1. Why was the work done?
(State problem and goal)
2. What are possible solutions?
(State solutions)
3. What findings resulted from
the work?
(Present the results of your work)
4. What do the results imply?
(State consequences of your
work)
Structure presentation
1. Tell them what you are going to present
 Overview, introduction, motivation
20%
2. Your main presentation
 Main body of your talk
70%
3. Tell what you told them again
 Summary 10%
 Don’t forget:
 Few main points

 Design your presentation around time

 Don’t collect facts – tell a story
Presentation Delivery
 Plan ahead
(know the room; technical
equipment; …)
 Know the introduction by heart
 Concentrate before your talk
(Recall your main points)
 Speak freely (don’t read and don’t
recite)
 Don’t use formal notes (the most cheat
cards)
 Use humor (but needs to be clean,
Presentation Delivery
 Attitude/Style
 Keep good time
 Be enthusiastic
 Be dramatic
 Voice
 Speak loudly and clearly
 Avoid monotony
(change volume, speed, rhythm;
make pauses)
 Mannerism
 Look at your audience
 Keep eye contact
 Move, but don’t pace
Presentation Delivery
 Interact with audience
 Questions to audience (not frequently)
 Be open to questions
 Ending a point and beginning a new
point
 Slow down and higher volume
 Short pauses
 Appropriate expressions
 Dealing with nervousness
 deep breathe, slow down, and confess it
 Language (English)
 Keep it simple
 Emphasize the key points
 Check the difficult pronunciations