Lesson 8 Technical Reports

LEARNING PAMANTASAN NG LUNGSOD NG
MODULE MUNTINLUPA COLLEGE OF BUSINESS

ADMINISTRATION
University Road, Poblacion, Muntinlupa City
QR/CBA/0__ Course Title: Technical Writing / Business Correspondence
Issue No. 0 Revision No. 0 Effectivity Date 7 September 2020 Page No. 1
Lesson 8: Technical Reports
Topics:
• Introduction Abstract & Executive Summary

• Writing Front Matter Writing Back Matter
• Title Page Documenting Sources
• Transmittal Letter
• Table of Contents
• List of Figures / Tables
Introduction
Management or company policy usually dictates when formal report elements

are appropriate. In some companies, certain report types, such as proposals or
feasibility studies, always include formal elements. Long reports addressed to
multiple readers often require formal report elements, such as glossaries and
appendices, to serve all reader purpose
Writing Front Matter
• Frontmatter includes all the elements that precede the text of a

report
• Frontmatter elements help a reader to locate specific information
• Become familiar with the general content and organization of the
report
Title Page
• A title page records the report title, writer, reader, and date
• It usually is the first page of a long-format report

• In some companies, the format is standard and includes the
following:
o Title of the report- centered on the top third of the page
o Name, title, and company of the writer – centered on
the bottom third of the page o Date of the report –
centered directly below the writer‘s name
• The title should accurately reflect the contents of the report
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• Use keywords identify the subject quickly and inform readers

about the purpose of the report o Original: ―Parking‖ o
Revised: ―Feasibility of Expanding Parking Facilities‖
o Original: ―Office Equipment‖
o Revised: ―Proposal for Computer Purchases‖
Transmittal Letter or Memo
A transmittal letter or memo sends the report to the reader. In addition to

establishing the title and purpose, it provides a place of the writer to add
comments about procedures, recommendations, or other matters that do not fit
easily into the report itself.
Guidelines in writing your transmittal letter /memo
• State the report title, and indicate that report is attached

• Establish the purpose of the report
• Explain why, when, and by whom the report was authorized
• Summarize the main subject of the report
• Explain any unusual features or organization
• Mention any planned future reports
• Thanks, readers for the opportunity to prepare the report, or offer
to do more study on the subject
• Recommend further action, if needed
Table of Contents
o The table of contents alerts the reader about

the:
o Pages the contain specific topics
o The overall organization and content of the
report
o Specific and supplemental materials,
such as appendices
o All pages after it has Arabic numbers
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Guidelines
o List all major headings with the same wording
used in the report
o List all subsections, indented under major
headings, if the subheading contains topics
that readers are likely to need
o List all formal report elements, such as the
abstract and the appendices except for the
title page
o Include the titles of the appendices
o Do not underline headings in the table of the
contents even if they are underlined in the text.
List of Figures or Titles
• Any graphic aid, such as bar graph, map, or flowchart that is not
a table with numbers or words in columns, is called a figure
• The list of figures follows the table of contents
• List each figure; the list of figures follows the table of contents
• List each figure by both number and title, and indicate page
numbers
Figure 1. Map of Mining Surveys ……….. 6

Figure 2. Wall Excavation ……….8
Figure 3. Light Diffusion ………..9‖
The list of tables appears directly after the list of figures

List each table by number and title, and indicate page numbers
―Table 1. Equipment Downtime ……….3

―Table 2. Production by Region ……….4‖
Abstract and Executive Summary
• An abstract is a synopsis of the most important points in a report

and provides readers with a preview of the full contents
• An abstract, which can be either descriptive or informative,
usually is one paragraph of no more than 200 words
• An executive summary is a longer synopsis of one to two
pages that provide a more comprehensive overview than an
abstract does
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• It covers a report‘s main reports, conclusions,

recommendations, and the impact of the subject on company
planning • Descriptive abstract – it names the topics covered in
a report without revealing details about those topics
• This is why it has been less popular over the years because it
does not provide enough information. Example:
―This proposal recommends a complete redesign of the conference

room in the hotel to increase our appeal to guests and local customers.
A description of the suggested changes, as well as costs, suggested
contractors, and management reorganization is included.‖
• Informative abstract – It is frequently used for formal reports

and technical articles. It describes the major subjects in a report
and summarizes the conclusions and recommendations. It
includes more details and gives a more complete synopsis of
the report contents than the descriptive abstract dies. Example:
―The construction and decorating will take about 10 weeks and cost $245,000.
The conversion is expected to halt a 5-year define in local customer traffic and
occupancy rates. This redesign of the conference room should put the hotel in
a favorable position to compete for the convention groups interested in history
and the arts.‖
• An executive summary includes the following:

o Background of the situation
o Major topics o
Significant details
o Major conclusions or
results
o Recommendations
o Discussion of how the
subject can affect the company
Example:
• ―This proposal recommends complete redecoration of the

conference room from its present style into a late 19 th-century
supper club.
Problem:
The hotel has experienced declining occupancy rates and declining
local customer traffic for the past 5 years…‖
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• ―Three new hotels, all part of well-known chains, have opened

within one mile of the hotel. The hotel‘s image of elegant
sophistication has been eroded by the competition of larger,
more modern hotels…‖
Guidelines:
• Write the abstract or executive summary after you complete the

report
• Identify which topics are essential to a synopsis of the report by
checking major headings and subheadings
• Rewrite the original sentences into a coherent summary; linking
sentences taken out of the original report will not reproduce a
smooth style
• Write full sentences, and include the articles ―a‖, ―an‖ and
―the‖
• Avoid overly technical language or complicated statistics, which
should be in the data section or appendix
• Do not refer readers to tables or other sections of the original
report
• If conclusions are tentative, indicate them clearly
• Do not add information or opinions, not in the original report
• Edit the final draft for clarity and coherence
Writing Back Matter
Back matter includes supplemental elements that some readers need to

understand; the report information or that provides additional specialized
information for some readers
Reference – A reference list records the sources of information in the report

and follows the final section of the report body
Glossary / List of Symbols – Include a glossary or list of symbols in a long

report if your readers are not familiar with the terms and symbols you use in the
report. Also, include definitions of key terms and symbols in the text to aid
readers who do not want to flip pages back and forth looking for definitions with
every sentence
Guidelines:
• Arrange the glossary of the list of symbols alphabetically
• Do not number the terms or symbols
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• Include any terms or symbols that you are using in a

nonstandard or limited way
• List the terms or symbols on the left side of the page, and put
the definition on the right side on the same line
o Bug seed an annual herb in northern temperate regions

o Pt Platinum‖
Appendixes – It contains supplemental information that is too detailed and

technical to fit well in the body of the report or that some readers need and
others do not. Appendixes can include documents, interviews, statistical
results, and case histories, list of pertinent items, specifications, or lists of legal
references
Guidelines:
• Label appendixes with letters, such as “Appendix A‖ and

“Appendix B‖, if you have more than one
• Provide a title for each appendix, such as “Appendix A:
Questionnaire Sample”
• Indicate in the body of the report that an appendix provides
supplemental information on a particular topic, such as “See
Appendix C for cost figures‖
Documenting Sources
It refers to the practice of citing sources of information used in formal reports,

journal articles, books, or any document that includes evidence from published
works.
• Readers can locate the sources and read them if they want
• You are not personally responsible for every fact in the
document
• You will avoid charges of plagiarism
In writing a report that relies somewhat on material from other sources,

remember to document information when you are
• Using a direct quotation from another source
• Paraphrasing information from another source
APA Citation System

o APA requires that information be cited in 2 different ways –
within the text and in a reference list at the end of the paper •
The reference list should be on a new page, double spaced, and
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used the hanging indent method (all lines after the first one are
indented)
o Citations in the text
o APA uses the author-date method of citation

o The last name of the author and the date of publication are inserted in
the text in the appropriate place
o When referencing or summarizing a source, provide the author and year
One work by one author

o ―In one development study (Smith, 1990), children learned…‖
o ―In the study by Smith (1990), primary school
children…‖
o ―In 1990, Smith‘s study of primary children..‖
Works by multiple authors

o First citation: ―Masterton, Slonowski, and Slowinski (1989) state
that…‖
o Subsequent citations: ―Masterton et al (1989) state that…‖
o For 6 or more authors, cite only the name of the first author followed by
―et al‖ and the year
Works by no identified author

o ―The site seemed to indicate support for homeopathic drugs (Medical
Miracles, 2009).‖
o ―The brochure argues for homeschooling (Education Reform, 2007).‖
o Treat reference to legal materials such as court cases, statutes, and

legislation like works with no author
Two or more works in the same parenthetical citation

o ―Several studies (Jones & Powell, 1993; Peterson, 1995, 1998; Smith,
1990) suggest that…‖
Specific parts of a source

o ―The painting was assumed to be by Matisse (Powell, 1989, Chapter
6), but later analysis showed it to be a forgery (Murphy, 1999, p,85).‖
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o If, as in the instance of online material, the source has neither visible
paragraph nor page numbers, cite the heading and the number of the
paragraph following it
This allows the reader to locate the text in the source
o ―The patient wrote that she was unimpressed by the doctor‘s bedside
manner (Smith, 2006, Hospital Experiences section, para.2).
 Citations in a reference list (Book)

o ―Strunk, W., Jr., & White, E.B. (1979). The guide to
everything and then some more stuff. New York, NY:
Macmillan.‖
o ―Gregory, G., & Parry, T. (2006). Designing brain-
compatible learbin (3rd edition). Thousand Oaks, CA: Corwin.‖
 Chapter of a book
o ―Bergquist, J.M. (1991). German Americans. In H.D. Buenker & L. A.
Ratner (Eds.) Multiculturalism in the United States: A comparative guide
to acculturation and ethnicity (pp.53-76). New York, NY: Greenwood.‖
 Journal Article with DOI
o ―Palvio, A. (1975). Perceptual comparison through the mind‘s eye.

Memory & Cognition, 3, 6350647. Doi:10.307/0278-6133.24.2.225.‖
 Journal Article without DOI

o ―Becker, L.J., & Seligan, C. (1981). Welcome to the energy crisis.
Journal of Social Issues, 37(2), 1-7.‖
Online newspaper articles

o ―Becker, E. (2001, August 27) Prairie farmers reap conversation's rewards
The New York Times. Retrieved from https://www.nytimes.com‖
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Learning Activity Sheet: Writing a Memo
1. Draft a memo to Juan Dela Cruz. You want him to prepare a

10minute presentation for the supervisors’ meeting next week.
He needs to prepare for questions about the purchase of new
office chairs and the selection process.
2. Assume your manager has approved the purchase of the new

chairs. Draft a memo for all employees explaining how and when
they will see the sample chair, test, and register for one they
want.
3. Use the following rubrics for grading:

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LEARNING PAMANTASAN NG LUNGSOD NG

MODULE MUNTINLUPA COLLEGE OF BUSINESS

Lesson 8: Technical Reports

• Introduction Abstract & Executive Summary

Management or company policy usually dictates when formal report elements

Writing Front Matter

• Frontmatter includes all the elements that precede the text of a

• It usually is the first page of a long-format report

• Use keywords identify the subject quickly and inform readers

Transmittal Letter or Memo

A transmittal letter or memo sends the report to the reader. In addition to

• State the report title, and indicate that report is attached

o The table of contents alerts the reader about

List of Figures or Titles

Figure 1. Map of Mining Surveys ……….. 6

The list of tables appears directly after the list of figures

―Table 1. Equipment Downtime ……….3

Abstract and Executive Summary

• An abstract is a synopsis of the most important points in a report

• It covers a report‘s main reports, conclusions,

―This proposal recommends a complete redesign of the conference

• Informative abstract – It is frequently used for formal reports

• An executive summary includes the following:

• ―This proposal recommends complete redecoration of the

• ―Three new hotels, all part of well-known chains, have opened

• Write the abstract or executive summary after you complete the

Writing Back Matter

Back matter includes supplemental elements that some readers need to

Reference – A reference list records the sources of information in the report

Glossary / List of Symbols – Include a glossary or list of symbols in a long

• Include any terms or symbols that you are using in a

o Bug seed an annual herb in northern temperate regions

Appendixes – It contains supplemental information that is too detailed and

• Label appendixes with letters, such as “Appendix A‖ and

It refers to the practice of citing sources of information used in formal reports,

In writing a report that relies somewhat on material from other sources,

APA Citation System

o APA uses the author-date method of citation

One work by one author

Works by multiple authors

Works by no identified author

o Treat reference to legal materials such as court cases, statutes, and

Two or more works in the same parenthetical citation

Specific parts of a source

This allows the reader to locate the text in the source

 Citations in a reference list (Book)

 Journal Article with DOI

o ―Palvio, A. (1975). Perceptual comparison through the mind‘s eye.

 Journal Article without DOI

Online newspaper articles

Learning Activity Sheet: Writing a Memo

1. Draft a memo to Juan Dela Cruz. You want him to prepare a

2. Assume your manager has approved the purchase of the new

3. Use the following rubrics for grading:

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