Republic of the Philippines

UNIVERSITY OF EASTERN PHILIPPINES

University Town, Northern Samar
Web: http://uep.edu.ph, Email: uepnsofficial@gmail.com
COLLEGE OF ARTS AND COMMUNICATION
Department of Languages

Module 1

A Comprehensive View
of Technical Writing

Learner Profile:
Name: _______________________________________ Course and Year: _________________________
Class Schedule: __________________________ Subject Teacher: Christian Jake C. Cuaderno, LPT
Address: _____________________________________ Mobile Number___________________________
Email Address/Facebook Acct: ____________________ Date Submitted: _________________________
Chapter 1: A Comprehensive View of Technical Writing

Objectives:
At the end of the chapter, the students are expected to:
1. explain the definition and characteristics of technical writing:
2. differentiate technical writing from other types of writing;
3. determine the different technical reports professionals are required to write;
4. explain the basic principles of effective technical writing, and
5. discuss the qualities of an effective technical report.

Nature of Technical Writing

Technical writing or report writing is giving an account or description of an aspect of a
particular business, science, technology, trade, industry, government and other
professions learned by experience, observation, study or investigation (Vicente et. al,
2004). It involves three elements in one or more stages of the process:

1. It contains a subject matter that is specialized and that belongs to technology,

business, science, industry, trade, government and other professions.
2. It involves investigation, observation, study, analysis, experimentation and
measurement to be able to collect accurate and precise data or information about the
subject matter or problem.
3. It highly utilizes exposition in the presentation and organization of the information or
data gathered to make the report meaningful and clear to the intended readers.

The final output of this process is a technical report which may range in complexity and
size from a simple memorandum or letter to complex reports.
The world has astonished us with its new developments. From the stone age to space
age, man has made enormous strides in technology. The ever-increasing complex
demands of modern society, expanded economics and technical advancements and
progress have created the indispensable need for technical writers. (Manalo and
Fermin, 2007)
Twentieth century technical writers have accepted the mushrooming importance played
by reports.
The skill in writing technical reports is an invaluable asset not only in college but also in
the exercise of the different professions. As the country's industrialization program
grows, skill in this type of writing will be a highly vital asset, not only in business,
industry, science, technology, art, medicine, government service but also in other
professions.
Every field of knowledge has developed its own technology and sets of terminologies. If
you aspire to be a practitioner of a particular field of knowledge or activity, you must be
proficient in using its language.

Relevance of Technical Writing

Below are some of the main reasons why technical writing is,relevant.
1. Technical writing makes people operate, repair or maintain equipment through the
user's manuals, guides and other reference materials.
2. Technical writing makes people understand the principles or phenomena behind
complex technologies such as nuclear reactors, the greenhouse effect, acid rain or
earthquakes.
3. Technical writing makes people share their new technical ideas with others such as
proposing new products and introducing new ways of understanding things.
4. Technical writing makes people evaluate the technical, financial or social value of
new ideas.
5. Technical writing provides records of events that have scientific or technical
significance.
6. Technical writing makes people present technical information on potential benefits to
individuals and to communities.

Characteristics of Technical Writing

Technical writing deals with a technical subject matter. A technical subject is one that
falls within the general field of business, industry, trade, science, technology,
engineering, government and other professions.
Technical writing is characterized by certain formal elements such as its scientific and
technical vocabulary, its use of graphic illustrations and its use of conventional report
forms. It is a communication which is written for and addressed to specific entities or
individuals to attain desired objectives.
Technical writing utilizes a relatively high concentration on certain complex and
important writing styles particularly description of a mechanism, description of a
process, cause and effect, classification, illustration, partition, comparison and contrast,
analogy and interpretation.
Technical writing presents and explains a subject matter in a clear, accurate and
concise manner characterized by the maintenance of an attitude of impartiality and
objectivity and by the absence of any attempt to arouse emotions.

Qualities of a Good Report

(Houp and Pearsall)

Below are the qualities of good technical reports.

1. A good technical report is available on the date that it is due.
2. Creates a good impression if it is picked up and read through.
3. Has the important preliminaries to identify the report and disclose its purpose and
scope.
4. Has a body that provides the necessary information and that is written clearly without
jargon or padding.
5. Has a summary or conclusions that reveal the results obtain
6. Is so designed that it can be read and understood selectively: for instance, by some
users, only the abstract, by other users, only the introduction and conclusions and by
still other users, the entire report.
7. Has a rational and readily discernible plan which is revealed in the table of contents
and a series of headings throughout the report.
8. Reads coherently and cumulatively from beginning to end.
9. Answers reader's questions as these questions arise in their minds.
10. Conveys an overall impression of authority, thoroughness, soundness and honest
work.

Beyond all these basic characteristics, the good report is free from typographical errors,
grammatical mistakes and misspelled words. Little flaws distract attention from the
writer's main parts.
Qualities of a Report Writer
(Romero, et.al.)

In most organizations and government offices, report writing is usually assigned to the
employees in the middle-level management. Report writing needs the special personal
qualities and communication skills of the writer, since the reports serve as a basis for
decision to be made by those in the top-level management. The report writer, therefore,
needs to have the qualities of a reporter-organized thinking, objectivity, mental
alertness, intellectual curiosity and motivation.

Organized Thinking
This is necessary especially among the employees on the top and middle-level
management because their decisions are crucial in the operational efficiency of the
establishment. Thinking straight starts from logic which is the process of establishing a
meaningful pattern of relationship among a group of facts. An organized thinker can
identity the relevant materials from the irrelevant ones, important data from the
unimportant ones, facts from opinions and facts from propaganda. Organized thinking
results in being coherent, precise and consistent. An organized thinker can gather data
relevant to the topic and draw conclusions which have connection with the data. His
sentences make sense and they support each other. These sentences proceed in one
direction in terms of relationship, space and time.

Objectivity
Report writing is an activity which aims at arriving at the truth. A report writer makes the
reader arrive at the truth by giving him all the facts which will make him understand
problem, make his own inferences and make him arrive at his own conclusions. He has
the moral obligation of presenting the information as it is and of giving the reader
everything that he has to know for the sake of the truth.

Mental Alertness
Mental alertness is associated with intelligence. To be mentally alert, the report writer
must have presence of mind and keen perception. A mentally alert person succeeds in
gathering relevant data and in engaging himself in general operations such as
analyzing, collecting data judiciously, weighing evidence, interpreting results or findings,
synthesizing collected facts and findings and predicting events. A report writer avoids
sloppy thinking, confusion and apathy. There are ways of developing his mental skills
and he must learn them well. His most important tool in writing a report is his mind. He
must continually use it, perhaps by engaging in some mental exercises by reading and
by observing.

Intellectual Curiosity
An intellectual is a person who acquires superior learning and loves to engage in
academic activities. He reads so much to keep himself abreast with recent research
findings on various fields. An intellectually curious person is a keen observer of people
and events because by engaging in this activity, he can learn. Learning provides him
joy. To him knowledge means much more than a collection of data, for it involves data
interpretation and formulation of conclusion. Waiting the report is based on certain
assumptions but common sense has guided him in his writing.

Motivation
A report writer is a highly motivated person. He has strong drives which keep him going.
He aims to be recognized, to contribute to knowledge or to gain wealth. He engages in
research because of the joys he derives whenever he sees and observes things.
Through research, a person succeeds in attaining his personal goals and also hopes to
help society attain its goals.

Basic Principles of Effective Technical Writing (Manalo and Fermin, 2007)

1. Understand the reader
2. Know the purpose of each article or report
3. Know the subject matter
4. Organize the material
5. Write objectively
6. Use correct format
7. Adopt ethical standards

Understand the Reader

A technical report writer should always have in mind a specific reader, real or imaginary
when he is writing a report and he always assumes that his reader is intelligent but
uninformed. A technical report writer should know how to adapt his writings and
terminologies with the type of intended readers. Successful technical writers always
remember that readers bring only their experiences to their reading. Difficult technical
terms utilized must be carefully defined so that the reader will easily. understand the
information presented. If the reader does not understand what he reads, the writer
should know that his readers are very important. The target readers help the writer
know what to write about and how to write it.

Know the Purpose of the Technical Report

Before the technical writer writes, he should always determine what the exact purpose
of his report is, and should make sure that every word, every sentence, every paragraph
makes a clear contribution to that purpose and makes it at the right time. The technical
paper must be written around a central idea. The reader should understand the primary
purpose of the paper after reading it. The paper may describe a thing, report on a
specific problem or project or analyze or solve a problem.now the Subject Matter

A technical writer must have an adequate knowledge of the subject he is to write about.
If the report is on the result of a technical experiment, the writer should discuss what the
problem is about, the causes of the problem and how the problem is solved.

Write Objectively
The technical writer should use a language that is simple, concrete and familiar. A good
technical writer must emphasize the facts and the data. The impersonal style is basic to
an effective technical writer. He presents facts, figures and statistics skillfully organized
around the subject matter of the central idea.

Use Correct Format

The technical writer should make his report attractive to look at. The format and style of
a report catches the attention of the readers. Companies require neatly-typed
communication reports, project proposals and feasibility studies. The modern trends
require that such communication be computerized or typed.

Adopt Ethical Standards

A technical writer should do comprehensive research work. accumulate the necessary
data through interviews, surveys, referrals, and related publications. He must present
facts and figures as collected and required, using only those that are relevant to the
report. A good technical writer also acknowledges the help he receives from others and
documents sources of reference materials.

Steps in Writing a Technical Report

(Vicente, et al. 2004)

Below are the steps involved in writing effective reports. They are planning, collecting
information, designing, rough drafting and revising.

1. Planning
Planning involves thinking and studying. As a mental process, writing involves intricate
activity in the mind. Report writing begins with determining what report the writer is
going to talk about, why is he going to write it and to whom is he going to write it. The
subject, purpose and audience are the basic requirements which will determine what
weight of information must be conveyed and what structure of the report must be used.
Planning, therefore, is chiefly concerned with the observance of five important
guidelines: 1) identify the real subject 2) pinpoint the purpose 3) aim at the audience 4)
prepare target statements and 5) prepare program plans.

Determine the real subject. The first rule of any kind of writing is knowing what to talk
about. However, it is not enough that you know your subject. You must also really be
sure of what you want to know about your subject. One important problem is choosing a
subject. Keep a subject broad enough so that it is worth reading about yet not so broad
that it cannot be handled within the required time limit.
Identify your purpose. Identifying your report is relatively easy. Reports are intended to
be useful and your statement of purpose would naturally include some concepts of how
your information would be used. Reports in any field perform useful functions that can
be summarized as follows; analyzing problem areas, describing a situation, explaining
techniques and reporting achievements.
Aim at the audience. The purpose of any report is partly determined by those who will
read and use it. You want to know not only how he will use it, but how much he already
knows about the subject and what else he needs to know. These factors determine the
type of information you must find and the form of presentation you will use.
Prepare a preliminary topic sentence. Focus on your subject, purpose and audience to
prepare a target topic statement. Make this preliminary topic sentence your guide to
provide you a target while you plan, organize, compose and revise your report. You can
compose your target statement by simplifying your real subject to a key word or two.
Plan a program. A well-planned program of work will ensure a good report. If you look at
the entire program as a closed-end system, reporting at the end what happens in
between will have a certain focus.

2. Collecting information

The writer should have a good idea of the kind and amount of information he will need.
Collected information consists of 1) facts and figures recorded during tests and
investigations 2) notes taken from books and journals 3) responses to direct inquiries by
interview, questionnaire and correspondence.

3. Designing

The design stage is chiefly concerned with constructing the framework of structural
outline of the report, and arranging the parts meet design requirements determined by
the reader. This step in writing includes brainstorming, basic patterns, outlines and
report formats.

4. Rough drafting

This is a part of the organizing process which is the best means of clarifying
relationships of the different parts of the report. An outline shows only what sort of
things the parts are and what sequence they should follow. But, the writer must also see
how they actually work together in a system. For this reason, he has to work out or
develop each of the parts in some details, and show the interconnections as well. He
wants to see how these ideas work and go together. This is the function of a rough
draft.

5. Revising
Reviewing and revising consist of carefully examining a report statement, development
and expression. They involve much more than checking for grammatical errors, spelling,
mistakes, errors of punctuations. It is also important to have a complete review of the
over-all draft. They know that careful revision is the difference between a good, bad and
middling report. In revising, the writer is advised to delay his review as long as possible.
By doing so, he can objectively view the report as if it had been written and edited by
somebody else.

Style in Technical Writing

The topics and purposes of technical writing found in the situations of technical writing
style is the writer's technique of writing, a manner in which he expresses his ideas and
feelings. The following are guidelines for effective technical writing:

1. Focus on the basic information and the necessary details. Be selective.

2. Adopt a clean, direct writing techniques, avoid over expanded language and
scrambled sentences.
3. Utilize illustrations and comparisons to make descriptions and discussions clear.
4. Omit unnecessary words and phrases and other details but avoid short cuts that
sacrifice meaning.
5. Repeat words and phrases for clarity, emphasis or to make.transitions smooth
but avoid unnecessary repetition.

Sentence Structure
Technical writing should utilize the natural word order in a sentence, simple sentence
structure and good short sentences. In a technical report, simple sentences should be
more than the other kinds of sentences: compound, complex and compound complex.
Since technical subject matter requires the use of complex, technical vocabulary and
the expression of complex ideas, the use of shorter words and sentences, simple in
structure, will help a lot in the readability of difficult materials. Technical writers should
be careful with the length of their sentences. The amount of difficulty a reader
experiences in reading a given text is positively connected with the sentence length and
the number of syllables a word has.

Paragraph Structure
In technical writing, the topic sentence should start the paragraph or is written at the end
of the paragraph. Technical writers are encouraged to observe the tried practice of
placing the topic sentence first in the para graph. The technical writer should not hold
the reader in suspense as to what the subject of the paragraph. Sometimes the writer
does the opposite by presenting the detail at the beginning and then concludes by
giving the main idea. The use of one or more very short paragraphs attain an especially
forceful effect.

Scientific Position
Judicious evaluation of evidence is very necessary in a technical report. The best
evidence is one which is the most relevant and the sim plest in explaining the facts. The
conclusion or recommendation should include all evidences on which the judgment is
based.
The technical writer should know when he would say enough. He should not overwrite.
He should know what to organize, what to amplify. what to rewrite and what to
emphasize.

Generalization
When a technical writer presents generalizations, he provides conclusions which have
been proven true and which are derived from the observations of facts. Since the report
is based on generalizations, it is important to describe the circumstances surrounding
the report. The writer provides sufficient evidence, data, information and samples to
enable the reader to evaluate the generalizations for himself.
To be confident that you have observed the basic rules and not "jumping to
conclusions", test the validity of your data and illustrations. Here is the suggested
checklist. (Nem Singh and Calixchan, 1994)

1. Do I have all the facts?

2. Are they up to date?
3. Can I prove its accuracy?
4. Is it a fact and not an opinion?
5. Is it significant?
6. Can I show the direct bond between the facts and generalization?
7. Is the generalization verifiable? Would I get the same result if I do it again?

Functions of Technical Writing

(Manalo and Fermin, 2007)
Below are some of the functions of Technical Writing
1. To provide necessary information
2. To serve as a basis for management discussion
3. To give instructions
4. To discuss techniques
5. To analyze problem areas
6. To identify system requirements
7. To develop and promote a product
8. To report achievements
9. To provide a basis for public relation
10. To provide services
11. To provide reports to the stockholders of companies
12. To record business transactions through proposals
13. To obtain business transactions through proposals

The Holistic Guide to Technical Writing

Reading a piece of technical writing leads one to discover its distinctive characteristics
which differentiate it from other types of writing. One distinguishing mark of technical
writing is aptly stated by Rufus Turner. "Truth is the soul of science."
Following is a list of properties of technical writing which Zall refers to as the ABC's of
report writing.

Accuracy
A report writer must be tactful in the recording of data, statement or calculating
mathematical figures. He must check every statement in its final form. An error
committed and an illogical statement written can create confusion as well as doubts
over the whole text. A writer should always aim to be understood.
Brevity
Being brief is a courtesy to the reader. The reader should find it easy to group the main
idea of the report. Technical writers should ensure accuracy of the statements. The
reader can get the essence of your thinking in a compressed form.
Confidence
A good report writer must have the quality of self-confidence. He should not only
communicate but also be decisive or sure of what he is writing about. This is because
after finishing the last page of his report, he becomes an authority.
Dignity
Dignity is courtesy to your readers as professionals. This is an ethical standard. The
writer must be certain that all grammatical constructions are correct. In report writing,
you need to be formal with words and know how these words are used. You should be
sure that the ideas or information are well organized, simplified, summarized and
expressed in straightforward manner.
Facility
This refers to the devices used by the writer to make his report easy to read and
understand. In most cases, report writing depends more on pacing, sequence,
arrangement and continuity of ideas as well as of information. He should make his
writing straightforward, logical and clear. The link from one part to another should be
clearly established, illustrated or stated.
Emphasis
The writer should know what is important to the reader and should never expect that the
reader finds it out for himself. He has to lead him. from point to point, clearly marking
every step. He directs the reader to the right way and gives him the reason for stopping
at a particular portion,
Honesty
Honesty is expected in writing a report. When a writer has borrowed some statements,
ideas or quotations, he has to acknowledge them either in footnotes, endnotes or cite
the source or author of the borrowed ideas or statements within the running text.
Illustration
Illustrative materials such as charts, graphs, diagrams, and photos are always helpful.
The writer should use them to clarify and support the text. They can be used to show
situations, trends or movements.
Judgment
The writer should qualify the data and information gathered by judicious weighing. This
can be done by following these criteria: ) most ample 2) most pertinent or relevant 3)
most simple in explaining the facts with the least additional evidence and 4) most
harmonious with the rest of the data and information. In every case, the evidence used
as a basis of judgment (as in conclusions and recommendations) should be included in
the report.
Knowledge
The communication of knowledge is the primary objective of the report. However,
knowledge is not only a collection of data or information.
It involves interpretation and formulation of conclusions. Without sound interpretation,
the data are useless.
Logic
Logic is chiefly a process of classification. It is putting things in their proper places. It
shows the relationships among groups of things and classes of groups. By thinking
logically, the writer can observe the following areas: 1) Statements must not contradict
each other. 2) Words must be used in consistent sense. 3) Statements must move in
one direction whether space, time or relation. 4) Statements must make sense. 5)
Judgments must not be based on few data. 6) Cause and effect should be clearly
distinguished from simple sequence. 7) Conclusions should not be inferred if they have
no connection with the data. An authority should not be accepted if he is biased or he is
not an expert in the particular field.
Mechanical Neatness
This is the general appearance of the report. It must be neatly encoded or typed,
properly margined, free from typographical errors, erasures, crossing-outs and
smudges.
Headings and subheadings and indentions are mechanical devices, which help make
the organization of the content clear.
Normal Procedure
The report is easier to understand if it conforms with standard practices. The writer must
follow the acceptable arrangement of the different parts of a report. If the writer deviates
from the normal procedure, he should inform his readers by explaining his reasons for
doing it.
Objectivity
In technical writing, the writer should consider himself as another person, uninterested
observer or an innocent bystander. In this instance, the third person point of view is
preferred. The writer should treat his subject matter the way he sees or observes it.
Technical reports avoid the use of the first person (1, me, my).
Planning

This is primary in all activities. This gives the purpose and direction to what the technical
writer has to write. This involves thinking ahead of what one has to do, when to do it and
who is going to do it. This will be reflected in a well-organized report.
Qualification
The technical writer should select only those statements that have direct relationship
with the topic being discussed. The writer evaluates the ideas or statements that he will
include in writing the report.
Revision
This consists of more than merely correcting the spelling, punctuation, spacing and
margin. The writer must also check every statement for sense and relevance and be
sure that he has said all that must be said. An effective report is one that is close to
perfection. The secret of good writing is rewriting.
Straight Sentences
Sentences carry the full weight of the meaning in a report. The sentences to be used
must be limited to only one idea or to closely related ideas. To avoid monotony, vary
your sentence structure and use appropriate transitional devices. By employing such
devices, there will be a smooth transition from sentence to sentence. They will show the
readers the writer's thoughts leading him to what the writer wants to communicate.
Thoroughness
The writer should treat his subject matter well. The writer checks the thoroughness of
his report from initial thinking to final submission. The writer is obliged to go over the
subject, analyze and investigate it, organize and interpret the results and draw
conclusions whether they are positive or negative.
Unity
A report is unified when everything is clearly relevant to the main point under
discussion. Nothing should be left hanging. No question should be left unanswered. The
main objective of a unified report is to let the readers feel that they have read everything
essential to the subject undertaken.
Viewpoint
POV A report is written from a certain viewpoint: that of a reporter's, proponent's,
researcher's or an author's view point. This is established in the first sentence and
should be maintained consistently throughout the report. Voice unity should also be
observed.
Word Choice
The writer should choose the words that are fit to the reader's understanding. Avoid
words which are difficult to understand.

Zest
Write only about things that are worth writing and which are invigorating. Write as
though you were performing a service that only you can perform.
Writing should not be regarded as something difficult but something that is enjoyable
and pleasurable.

Proposals for Self-Improvement for Students of Technical Writing

(Romero, et. al.)

A student of technical writing must know that he has to acquire the following skills:
1. necessary writing skills
2. necessary mental skills
3. proper attitude toward problem solving

Writing skills can be acquired by observing the rules of grammar. It requires a good
amount of diligence and determination to be able to write well. Writing involves not only
mental discipline but also personal discipline.

Mental skills can be acquired by maintaining an open mind, being alert to relationships,
freeing the imagination and sharpening critical judgment.
Proper attitude toward problem solving can be acquired by reading and observing.
Through reading, the student discovers that knowledge is within the reach of every one.
Nobody has a monopoly of knowledge. By reading and observing, he acquires the
scholar's love to try with new ideas, to conduct research in order that he can see the
recurrent rhythms of nature.
Having an open mind means having a positive attitude towards work, things and people.
He withholds judgment until all the facts have been evaluated. He does not prejudge a
situation. He listens to ideas from all sources, from many angles. He admits his
limitations and recognizes the strong points of other people. By opening his mind to
suggestions, he improves his opportunity to meet the problems.
The person with an imaginative mind correlates different ideas. His imagination and
memory combined make the quality of his imagination. The more ideas a person has,
the more new ones are available for him to correlate. The creative mind has the ability
to create out of past experience innovative ideas. The reflective thinker is not bound by
accepted patterns or formulas. He has the capability to assemble together elements and
make new shapes and new forms.
Critical judgment can be sharpened by consistently probing to determine the real nature
of facts and not accepting anything at face value. The critical mind gathers sufficient
number of data for the generalization to have a sound basis. His conclusions are
derived from careful analysis and evaluation of facts. He evaluates whether or not his
tentative conclusions have bearing on the solution of the problem and if so, to what
extent.

Below are the important END PRODUCTS of technical writing.

(Manalo and Fermin, 2007)
1. Technical Report
2. Abstract
3. Feasibility Report
4. Business Letter
5. Brochure
6. Contract
7. Instructional Manual
8. Proposal
9. Progress Report
10. Policy
11. Article for a Technical Journal
12. Monograph
13. Memorandum
14. Graphic Aids
15. Specification
16. Printed Action Memo
17. Survey Report
18. Laboratory Report
19. Technical Paper

Abstract: An abstract is a condensed form of a long piece of a written work. This can
be written for almost all forms of technical papers.

Articles for a Technical Paper: These articles are usually written and published on
journals of scientific and technical nature. Writers of these articles usually have in-depth
knowledge or expertise about the topic/article written about.

Brochure: A brochure is a set of printed information printed on specially chosen

materials in mini-book form or loose sheets to give the customers or readers information
about a particular. product or service. Brochures are usually used as campaign or
marketing agents of many companies.

Business Letters: These are written communication used to link the businessman with
the customer or client. Letters make business transactions which cannot be done
through oral and aural method clearer and more binding.

Contract: A contract is a written document between two or more persons, companies or

organizations which contains details of matters or subjects stipulated and mutually
agreed upon. Contracts are sealed and made binding by the affixation of signatures of
the parties/representatives involved.

Feasibility Report: This is a document which presents facts and informa tion that
clarify the financial, economic, technical and beneficial aspects of a plan.

Graphic Aids: These aids are crafted, created and designed either manually or
technologically through the special capabilities of the computer and other mechanism.
These aids come in pictures, graphs, diagrams, tables, sketch forms and they are used
to illustrate important details in many reports.

Instructional Manual: A manual is a technical document which briefly describes the

product and its purposes. Its components label and illustrate extensively the teps to
follow in the use of the product and the possibilities troubleshooting.

Laboratory Report: This document specifically describes the scope of a project, the
instrument and materials used, the steps undertaken and results, conclusions and
recommendation drafted for it.

Memorandum: This is an important form of written communication circulated within the

company and its branches. This is used to disseminate a message or information.

Monograph: This textual collection of data resembles a complete textbook presentation

with full illustrations and appropriate discussions.
Policy: This is a written agreement with a company that contains a plan of action
adopted or preserved by both parties.

Printed Action Memo: This type of memo is in a prepared printed form that the writer
just have to put a check mark on an apporpriate box or space to indicate his message.

Progress Report: This is a document written in narrative format to present the history
of a project over a given period of time. Progress report covers the start of an endeavor
until the completion which is stated in the time of reporting.

Proposal: A proposal is a formal statement of a plan or idea that is officially suggested

for someone to consider. Proposals are written to present solutions to problems,
suggestions to new projects and their sites, revisions of policies or steps to start a new
research venture or even the plans to cease performing an activity of project.

Specification: This is a graphical, tabular or textual document which contains particular

information about performance status, materials for project construction, concept and
theories of practice and operations, calculations and estimates and other data
necessary in undergoing a project.

Survey Report: A survey report is a complete study of a project. This contains the
opinions or voice of the population necessary in the formulation and drafting of a
conclusion which the researcher or writer may need in his next project. Technical Paper:
These papers are written for professional purposes. These usually describe theories or
development in the writer's field of specialization or related craft. Technical papers have
wider readership and patronage than other technical papers.

Technical Report: This report gives an account of a particular part of the arts,
sciences, business and trade, professions and vocations and other phases of human
ventures.