Classification of Technical

Reports 10
In the workplace, the report plays an important
role, whether you are preparing one for your
supervisor, the executive staff, board of directors,
or clients.

It may be short and simple, in the form of a

memorandum or email, or it may be more
several pages long.
Whatever its length, content, or destination, the
end result is the same: a report must be
informative, factual, understandable, and neatly
presented.
Business report is broad in scope and covers
numerous written documents necessary in
doing business such as incident report,
accomplishment report, recommendation
report, financial report, and so on.
Article Report 1
It is a simple report which aims to inform the
masses. This report focuses on any general
interest.

This is like the magazine article we

read on regular days.
Laboratory Report 2
Is a comprehensive report written to
communicate laboratory works and
observations to the management.

It also focuses on the question, “How

did we do it?”
The following are the common parts of a
laboratory report:

a.Abstract. This part shows the outline of the entire

experiment.
b.Introduction. This part presents the objectives and
importance of the experiment. Sometimes, the
background of the report often includes theoretical
predictions for what the results should be.
c.Procedures. This part is sometimes called methods
or steps for it presents the step-by-step methods on
how the experiment is done.
Cont’d.
d. Results and Discussion. This part presents the discussion of
the experiment as well as the results which are composed of
tables and figures.
e. References. This part includes the sources and references
used in conducting the experiment.
f. Conclusions. This part summarizes the results of the
experiment.
i. Appendices. This part is composed of raw data,
calculations, graphs, figures, pictures, communication and so
on that you have not included in the report itself.
Information Report 3
The main function of this report is based
from the title itself, to inform.

This report includes periodic and

annual report.
a. Periodic Report

Is a type of information report written by the

employees or subordinates which they
submit daily, weekly or monthly to their
superiors to note information of interest to
the organization to show comparison and
tendencies.
b. Annual Report

Is a type of information report which

includes the listing of activities, projects, and
events of an organization during whole year
round to show progress, financial status, and
general state of affairs. This can be classified
as public or private.
Special Information
Report 4
Is composed of three subcategories which
are preliminary report, progress report, and
final report.
a. Preliminary Report

Is a type of special information report that

collects information about a proposed
project which includes the costing, designs,
and other elements.
b. Progress Report

Is a type of special information report that

records the history of an activity from the
time it has started up to the present date of
writing.
c. Final Report

Is a type of special information report that

report submitted after completing a project
to show how plans were delivered.
Research Report 5
Is a common report which generates data
either in a laboratory or in the field.

The contents and organization of this type of

report have a basic logic: you present your
data and conclusions, but also present
information on how you went about the
experiment or survey.
The following are the contents of a research
report:

a.Introduction. This part of a research report provides

the reader a background of the report as well as
the purpose of the report.
b.Problem. This includes essential inquiries and
situations that led to the writing of the report.
c.Purpose, Objectives, and Scope. This section tells
the reader what the researcher intends to do. also,
the aims of the research as well as the limits to be
covered are included in this part.
Cont’d.
d. Review of Literature. This part of report includes
related readings from different literatures such as
books, journals, articles, magazines, encyclopedia,
and the likes.
e. Materials, Equipment, and Facilities. These include
the supplies, resources and facilities that were utilized
in the report.
Cont’d.
f. Theory, Methods, Procedures. These tell the reader
how the report writer conducted the research. These
include the processes involved in the completion of
the report.
g. Results, Findings, and Data. These present the
outcome of the research with the use of tables,
figures, and charts. The tables, figures, and charts are
interpreted and explained by the researcher.
Cont’d.
h. Discussion, Conclusions, and Recommendations.
This includes the conclusions based from the findings
and the recommendations are in turn based on the
conclusions.
i. Bibliography. This is the list of all the sources and
references used by the report writer in accomplishing
the research report.
The general format of a research report
commonly includes the following:

o Transmittal Letter
o Title Page
o Table of Contents
o List of Figures
o List of Tables
o Abstract
o Introduction
o Problem, Background
Cont’d.
o Purpose, Objectives, and Scope
o Review of Literature
o Materials, Equipment, and Facilities
o Theory, Methods, and Procedures
o Results, Findings, Data
o Discussions, Conclusions, and Recommendations
o Bibliography
Field Report 6
Is intended to improve student understanding of
key theoretical concepts of a course through
observation and reflection of real-life practice.

In addition, this type of report facilitates the

development of data collection and
observation skills and allows students to see
how theory applies to real world practice.
When writing a field report, you need to
consider two things:

a. Systematically observe and accurately record the

details and information of a certain aspect of a
situation; constantly analyze your observation for
meaning.
b. Keep the report’s aims in mind while you are
observing; consciously observe, record, and
analyze what you hear and see in the context of a
theoretical framework (Glesne & Peshkin, 1992).
Recommendation
Report 7
Is written to answer questions which are somehow
critical to decide on. It shows options or choices
so that a good decision can be drafted.
The following elements are the typical contents
of a recommendation report:

a. Introduction
b. Technical Background
c. Make Comparisons
d. Critical Requirements
e. Conclusions
f. Recommendations
Incidental Report 8
Is written to narrate incidents prior to, during, and
after a situation suddenly occurred. We should
bear in mind that incident report is different from
narrative type of essay.
The presentation of ideas in an incident
report is systematically arranged and
organized using appropriate language. This
kind of report uses simple and clear words
and avoids using jargons and technical
terms.
There are things to consider in writing an
incident report:

a. The context of the incident

b. Details of the incident
c. Thoughts, feelings, and concerns about the
incident
d. Demands of the incident
e. Impact of the incident
Accomplishment
Report 9
Is written for the purpose of presenting the
company, organization, or institution’s activities
and achievements and to monitor and check if
the plans were successfully carried out.
Every organization or business entity
provides a format of an accomplishment
report.
The following are some steps in writing an
accomplishment report:

a. Use the prescribed template of your company;

b. Create tables or charts with the following columns:
number, action or activity, initiator, person
responsible, remarks (target time, comments);
c. Add risk factor if needed; and
d. Include a list of who will be receiving this report.
Cont’d.
There are more common types of reports such as
feasibility reports, inventory reports, staff utilization
reports, travel reports, study reports, justification
reports, and so on.
Business Proposals 10
A proposal, in the technical sense, is a document
that tries to persuade the reader to implement a
proposed plan or approve a proposed project.

Most businesses rely on effective proposal

writing to ensure successful continuation of
their business and to get new contracts.
The writer tries to convince the reader that the
proposed plan or project is worth doing (worth
the time, energy, and expense necessary to
implement or see through)
that the author represents the best
candidate for implementing the idea, and
that it will result in tangible benefits.
Business proposals have two
objectives: To persuade and to protect.

1.Persuasion comes from the wording of the

proposal. By definition, a proposal is an offer
that needs to be accepted by the reader in
order to succeed. If the proposal is not
persuasive, you will not get what you want.
2. Proposals serve metaphorically and often legally
as a contract, so they need to protect you. If they
are worded vaguely or they exaggerate promises,
clients can take legal action if you do not perform
the expectations stated. You also need to make
sure you comply with any state laws when writing a
proposal.
Thus, your proposal must persuade the reader that your idea is the
one most worth pursuing. Proposals are persuasive documents
intended to initiate a project and get the reader to authorize a
course of action proposed in the document. These might include
proposals to:

•perform a task (such as a feasibility study, a

research project, etc.)
•provide a product
•provide a service
Four Kinds of Proposals
1.Solicited Proposals: an organization identifies a situation
or problem that it wants to improve or solve and issues an
RFP (Request for Proposals) asking for proposals on how to
address it.
The requesting organization will vet
proposals and choose the most convincing
one, often using a detailed scoring rubric or
weighted objectives chart to determine
which proposal best responds to the
request.
2. Unsolicited Proposals: a writer perceives a problem or
an opportunity and takes the initiative to propose a way
to solve the problem or take advantage of the
opportunity (without being requested to do so).
This can often be the most difficult kind of
proposal to get approved.
3. Internal Proposals: these are written by and for
someone within the same organization.

Since both the writer and reader share the same workplace
context, these proposals are generally shorter than external
proposals, and usually address some way to improve a work-
related situation (productivity, efficiency, profit, etc.). As
internal documents, they are often sent as memos, or
introduced with a memo if the proposal is lengthy.
4. External Proposals: these are sent outside of the writer’s
organization to a separate entity (usually to solicit
business).

Since these are external documents, they are

usually sent as a formal report (if long), introduced
by a cover letter (letter of transmittal). External
proposals are usually sent in response to a Request
for Proposals, but not always.
Proposals can have various purposes and thus take
many forms. It may include sections such as the
following:
• Introduction and/or background
• Problem statement
• Purpose/motivation/goal/objectives
• Definition of scope and approach
• Review of the state of the art
• Technical background
• Project description
• Schedule of work/timeline
• Budget
• Qualifications
• Conclusion
Sample Proposal Organization (Standard)
Superstructure (most detailed)

The superstructure provides a framework for writers

to organize their proposal. Writers can use it as a
guideline but note that it is not mandatory for
writers to include every single element listed below
in their proposal. Sections can be combined or
even briefly stated in other sections.
Introduction

In the introduction, you want to focus on what you are

announcing. Although you may want to reveal the full
description in the beginning, it may be better to make the
introduction brief and allow the full description to be revealed
throughout the letter. This way, readers can get a glimpse of
what you will be talking about without you explaining it
several times (in the beginning and later on).
Problem

After the introduction, you should present your

readers with a problem, need, or goal that is
significant to them. It is important to summarize the
problem from the readers’ point of view, otherwise
they may think that it doesn’t affect them and
become disinterested. Stating a problem can take
some research.
Objectives

After you describe your problem and before you

state your solution, tell your reader what the goals
of the solution are. The objectives help to connect
the problem and solution together. Objectives
should be brief or listed, and should tell how the
action of the solution solves the problem.
Solution

How do you want to achieve the objectives that you have

listed? Your solution should answer this question. To do this, you
must address each objective and persuade your readers that
your solution is the best way to achieve the objectives. These
statements are only necessary when they are not obvious to
the readers. This can be the case when your readers are
coworkers and are aware of problems around the workplace.
Method

After you propose a solution to the problem,

readers will want to know the steps you will take to
make sure the solution is carried out. How will you
produce the result? These are the aspects that most
readers will look for:
Cont’d…

1.Facilities
2.Equipment
3.Your schedule
4.Your qualifications
5.A plan for managing the proposed project
Resources

If your plan requires equipment, facilities, or other

resources this section should be included. Tell your
readers what you need and why it is needed. If no
special resources are required, you do not need to
include this section in your proposal.
Schedule

Schedules help provide readers with three things.

First, they give readers a deadline, so they know
when to expect a final result. Second, schedules
can be critiqued by readers to make sure they are
feasible. Third, a schedule is a good way to keep
track of how a project is proceeding.
Qualifications

A qualifications section is a good place to explain the talent

and experience of yourself and your team members.
Depending on your readers, this section may be small or large.
As with all business documents, you need to be honest when
you write your qualifications. If you think that you need to
learn new programs, remember that the time and money
spent gaining experience can take away from the project’s
completion.
Management

A project’s success depends on its management team, and

readers are impressed if you can describe your project
management structure in your proposal. By identifying each
person on your team and explaining what their tasks and
responsibilities are, you can coordinate your work efficiently. It
is very helpful for each person to know what they will be doing
beforehand so there won’t be many problems concerning
leadership and time management further into the project.
Design

Believe it or not, design DOES matter when writing a

business proposal. You want to make the proposal
appealing to the readers. If the reader is looking at
two proposals and one has graphics and color on
the front cover and one has just text, which one do
you think they will want to read first?