Chapter 3

Technical Report
What is Technical Report
• A technical report is described as a written scientific document that
conveys information about technical research in an objective and fact-
based manner.
• This technical report consists of the three key features of a research i.e
process, progress, and results associated with it.
• Some common areas in which technical reports are used are
agriculture, engineering, physical, and biomedical science. So, such
complicated information must be conveyed by a report that is easily
readable and efficient.
• A technical report is considered as a product that comes with your
research, like a guide for it.
 Cont.
• You study the target audience of a product before creating it, right?
• Similarly, before writing a technical report, you must keep in mind who
your reader is going to be.
• Whether it is professors, industry professionals, or even customers
looking to buy your project – studying the target audience enables you
to start structuring your report. It gives you an idea of the existing
knowledge level of the reader and how much information you need to
put in the report.
• Many people tend to put in fewer efforts in the report than what they did
in the actual research.
 Cont.
• If you’ve already worked so much, why should you go through the entire process again to
create a report?
• Well then, let’s see why it is absolutely essential to write a technical report accompanying
your project.
Importance of Writing a Technical Report
1. Efficient communication
Technical reports are used by industries to convey pertinent/relevant information to upper
management. This information is then used to make crucial decisions that would impact the
company in the future.
 Cont.
2. Evidence for your work
• Your technical report acts as the sole evidence of your work. It shows the steps you took
for the research and glorifies your efforts for a better evaluation.
3. Organizes the data
• A technical report is a concise, factual piece of information that is aligned and designed
in a standard manner.
• It is the one place where all the data of a project is written in a compact manner that is
easily understandable by a reader.
4. Tool for evaluation of your work
• Professors and supervisors mainly evaluate your research project based on the technical
write-up for it. If your report is accurate, clear, and comprehensible, you will surely bag a
good grade.
How to Write a Technical Report?
i. Approach
When writing a technical report, there are two approaches you can follow, depending on
what suits you the best.
• Top-down approach- In this, you structure the entire report from title to sub-sections
and conclusion and then start putting in the matter in the respective chapters.
• This allows your thought process to have a defined flow and thus helps in time
management as well.
• Evolutionary delivery- This approach is suitable if you’re someone who believes in
‘go with the flow’.
• Here the author writes and decides as and when the work progresses.
• This gives you a broad thinking horizon. You can even add and edit certain parts when
some new idea or inspiration strikes.
Cont.
ii. Structure
• Cover page
• Title page
• Abstract
• Acknowledgment
• Table of contents
• Introduction
• Central Chapter
• Conclusion
• Appendices
• References
• Bibliography
Cont.
iii. Style (Pointers to remember)
While writing a technical report:
• Avoid using slang or informal words. For instance, use ‘cannot’ instead of can’t.
• Use a third-person tone and avoid using words like I, Me.
• Each sentence should be grammatically complete with an object and subject.
• Two sentences should not be linked via a comma.
• Avoid the use of passive voice.
• Passive voice Example: The electricity meter is read six times a year by a trained
technician.
• Active Example voice : A trained technician reads the meter six times a year.
• Tenses should be carefully employed. Use present for something that is still viable and
past for something no longer applicable.
• Readers should be kept in mind while writing. Avoid giving them instructions. Your
work is to make their work of evaluation easier.
• Abbreviations should be avoided and if used, the full form should be mentioned.
Cont.
• Understand the difference between a numbered and bulleted list.
Numbering is used when something is explained sequence-wise. Whereas
bullets are used to just list out points in which sequence is not important.
• All the preliminary pages (title, acknowledgement, abstract...) should be
named in small roman numerals. ( i, ii, iv..)
• All the other pages should be named in Arabic numerals (1,2,3..) thus, your
report begins with 1 – on the introduction page.
• Separate long texts into small paragraphs to keep the reader engaged. A
paragraph should not be more than 10 lines.
• Do not incorporate too many fonts. Use standard times new roman 12pt for
the text. You can use bold for headlines.
Cont.
iv. Proofreading
• If you think your work ends when the report ends, think again.
• Proofreading the report is a very important step.
• While proofreading you see your work from a reader’s point of view and you can
correct any small mistakes you might have done while typing.
• Check everything from content to layout, and style of writing.
v. Presentation
• Finally comes the presentation of the report in which you submit it to an evaluator.
• It should be printed single-sided on an A4 size paper. Double side printing looks
chaotic and messy.
• Margins should be equal throughout the report.
• You can use single staples on the left side for binding or use binders if the report is
long.
Thank you!!!