TECHNICAL REPORTS COVERED IN CLASS

Short Formal report

The report should explain the background of the investigation, the methods used to gather
information, the findings of the investigation as well as conclusions and recommendations and it
should be divided into some five sections, with sub-headings:

- Terms of Reference/Introduction/Background
- Procedures
- Results/Findings
- Conclusions
- Recommendations

Progress Report
Using an informal report format with a header as in memorandum (Showing the writer, the
recipient, date of writing as well as the subject of the document), include the following in your
writing:

- Opening summary or background (with or without heading)

- Work completed (with heading “work completed”)
- Work underway (with heading “work in progress”)
- Work to be completed (with heading “work to be completed”)
- Closing/Appraisal/Forecast (with or without heading) – including expressing confidence
that the project would be finished on time or discussing the need for the extension of
deadline

Incident Report
Serves as the basis for analyzing the causes of incidents and accidents and for recommending risk
improvements to help prevent similar events in the future. It identifies the exact problem or event
in terms of what happened, date, time, location, circumstances of the incident, witness statements,
any interruptions to routine activities and a recommendation on what can be done to prevent similar
occurrences.

Using an informal short report layout with header as in a memo (Showing the writer, the recipient,
date of writing as well as the subject of the document), the incident report should:
 - Have in its introduction a brief description of the incident in terms of what happened, date,
time, location and circumstances of the incident.
- Have in its body a detailed and sequential description of the incident, including description
of the events in chronological order, and presentation of facts in logical order. This may
include what caused the incident, what was involved in the incident and what events
immediately followed the incident. The body should also analyze the incident, by weighing
all the facts, circumstances, and any events leading up to the incident. It should also include
witness statements and any interruptions to routine activities.
- In its conclusion, make recommendations on what can be done to prevent similar
occurrences.
Furthermore, in terms of writing style, you should use an objective or detached tone and should
present facts only.

Recommendation Report
The report should include an in-depth description of the situation, descriptions of possible courses
of action, and a recommendation for a particular solution based on the evidence gathered. It should
acknowledge the advantages and disadvantages of each solution, before providing a particular
recommendation. It should be acknowledged that recommendation reports are analytical reports
and can be formal (long) reports, but in the case of exams, the expectation is that the students
should use the short formal report approach, with the following sections:

- Introduction/Background
- Procedures used to gather information about alternative solutions
- Analysis of alternative solutions
- Recommendation based on cost-benefit analysis of the alternative solutions