Unit – III

TECHNICAL READING AND WRITING PRACTICES

Learning Objectives
1. Understand the characteristics of effective technical reports/proposals
2. Understand the necessity for technical reports/proposals
3. Learn to identify different types of technical reports/proposals
4. Learn the building blocks of a technical report/proposal
5. Master strategies of writing technical reports/proposals

6. A. TECHNICAL REPORT WRITING

6. A.1. Introduction
A technical report is a formal document written for a specific audience to meet a specific need or criteria.
It may contain bare facts of an event, project, or program, an analysis or interpretation of data or records,
or a conclusion based on gathered data.

Reports are a common type of communication used in the workplace. They may vary widely in their
formality, format, and purpose, but nearly all play an important part of the decision making process as they
answer question and often give recommendations for improvement.

Reports are usually moved in an upward direction, as they are used to communicate with the senior levels
in an orgainsation.

6. A.2. Functions of Reports

Reports may serve one or more of the following purposes

1. Present data
2. Describe problems and suggest solutions
3. Discus and analyse data
4. Record events
5. Analyse a situation or current status
6. Give feedback or recommendations.

6. A.3 Types of Reports

1. Informational vs. Analytical
a. Informational Report: Contains only the facts or data of a case, problem, or event
without interpretationor recommendation. The writer’s goal is to present data as
objectively as possible. Ex. Conference reports, trip reports, etc.
b. Analytical Report: Contains not only data, but also interpretation and conclusion or
recommendation. The writer’s goal is to evaluate information and give an informative
interpretation. Ex. Project reports, feasability reports.
2. Routine vs. Special
a. Routine Report: Prepared on a regular, periodic basis. May be informational or
analyitical. Ex. Monthly sales report, daily production report.
b. Special Reports: Prepared for a particular situation, issue, or event. Ex. Inquiry report,
research report.
3. Oral vs. Written
a. Oral Report: A face-to-face presentation of information. Allows for immediate
feedback, and quick information sharing for fast decision making.
b. Written Report: Written reports allow for a permanent record and sharing of more
detailed and extensive information.
 4. Formal vs. Non-nformal
a. Formal Report: Generally longer and contain more elaborate reasearch, description, and
discussion. Usually follow a fixed format based on the information being
communicated. Ex. Annual report, technical report.
b. Non-Formal Report: Usually brief and giving introductory information. May involve the
use of a form, or a variety of formats, including oral. Ex. Daily production reports, trip
reports.

6. A.4. Report Formats

There are four common formats of reports.

1. Printed forms
a. Prepared to record repetitive or routine data.
b. A “fill in the blank” format
c. Advantages include: Readers can find information easily, printed forms preserve
objectivity, and they save time.
2. Letter Format
a. Best for short reports intended for someone outside the organisation.
b. Uses headings, address, dates, etc. Ex.

AGILE CONSULTANTS PVT. LTD

123 M.G. Road, Bangalore 560045
www.consultagile.com
July 23, 2016

Ms. Vasatha Rajoo

Chief Financial Officer
ABC Limited, ABCD Building
456 Bellary Road, Bangalore 560088
SUBJECT: QUALITY SURVEY REPORT
Dear Ms. Vasatha Rajoo:
Lorem ipsum dolor sit amet, consectetur adipiscing elit.
Pellentesque efficitur neque et convallis ultricies.
Survey I: Quality of Service
Cras elit nulla, iaculis eget dignissim eu, malesuada vitae purus.
Donec facilisis rutrum convallis. Duis quis urna ut dolor semper
cursus vel eu ante. In porta condimentum felis, tempor venenatis
diam laoreet in.
Survey II: Quality of Execution
Vivamus nec mi eget magna laoreet efficitur. Ut hendrerit nunc
metus, ac finibus metus dignissim non. Integer efficitur ligula ut
vulputate vehicula.
Survey III: Quality of Communication
Quisque luctus ultricies libero nec ornare. Sed rutrum velit nisi, quis
vestibulum risus ornare posuere. Nam ipsum purus, pretium id orci
at, ultrices tincidunt erat.

3. Memo Format
a. Used for short reports communicated within an organization.
b. All standard memo sections, plus extra as necessary.
 c. Use headings for easy reading.

AGILE CONSULTANTS PVT. LTD

Interoffice Memorandum

Date: July 23, 2016

To: Ms. Vasatha Rajoo

Chief Financial Officer
From: Mr. Raj Kumar
Director (Human Resources)
Subject: MEETING REG PAYROLL DISTRIBUTION
REPORT
SUMMARY
Lorem ipsum dolor sit amet, consectetur adipiscing elit. Pellentesque
efficitur neque et convallis ultricies. Cras elit nulla, iaculis eget
dignissim eu, malesuada vitae purus.
ACTION POINTS
Vivamus nec mi eget magna laoreet efficitur. Ut hendrerit nunc metus,
ac finibus metus dignissim non. Integer efficitur ligula ut vulputate
vehicula. Donec eleifend facilisis magna eu porttitor.
RECOMMENDATION
Quisque luctus ultricies libero nec ornare. Sed rutrum velit nisi, quis
vestibulum risus ornare posuere. Nam ipsum purus, pretium id orci at,
ultrices tincidunt erat. Nam laoreet ullamcorpeNam ipsum purus,
pretium id orci at, ultrices tincidunt erat.

4. Manuscript Format
a. Used for long and format reports

6. A.5. Structure of Formal Reports

1. Parts of a Report: In general a technical report will have three parts.
a. Preliminary Section.
i. Title Page: Contains title of the report, the name of the person to whom the
report is being submitted, the name of the author(s), and the date.
ii. Letter of transmittal: Brief cover letter explaining the purpose of the report.
iii. Acknowledgements: Contains names of persons who contributed to the
report.
iv. Table of contents: Lists the main headings and subheadings with page
numbers.
v. List of illustrations: Usually included if the number of illustrations are more
than ten. Names illustrations and provides page numbers.
vi. Executive Summary or abstract: Summarises the essential information in the
report, especially key facts, findings, observations, results, conclusions, and
recommendations.
b. Main Text
i. Introduction: Provides background information, defines aims and objectives,
and introduces scope of the report.
ii. Methodology: Summarises methods of data collection or procedures fro
investigation.
iii. Discussion/Findings/Analysis: Objectively describes the data and findings of
the report.
iv. Conclusion: Describes the summary and meaning of the report’s findings.
v. Recommendations: Proposes a course of action to improve a situation.
c. Supplementary Parts
 i. Appendixes: Contains supporting material or data without interrupting the
line of reasoning in the rest of the report.
ii. References/ Bibliography: List s the sources used to compile the report, or to
be taken for further reference.

6. A.6. Writing Strategies

The basic steps to writing an effective report are as follows:
1. Analyse the Problem and Purpose
a. What do you want to present, and to whom do you want to present it?
2. Determine the Scope of the Report
a. Limit the report to the essentials
3. Determine the Needs of the Audience
a. How much information do they need, and how much do they already know about the
topic?
4. Gather all the Information
a. Ensure information is objective, accurate, current, and relevant.
5. Analyse and Organise the Information
a. Interpret the facts and figures, and organize findings into an appropriate logical pattern.
b. Choose the central idea, main ideas, major supporting ideas, and developing details.
6. Write the First Draft
7. Review and Revise
8. Write the Final Draft

6. B. TECHNICAL PROPOSAL WRITING

6. B.1. Introduction
A proposal is a form of writing used in business to persuade the reader to accept the writer’s suggestion
for a course of action. Professionals from many fields write proposals to instigate new projects, solve
problems, and prompt innovative strategies. A proposal is generally the first step of a new project. The
reader may accept or reject a proposal depending on the feasibility of what is proposed and the
persuasiveness of the writer.

6. B.2. Types of Proposals

1. Non-formal vs. Formal
a. Non-formal Proposal: A short and introductory description of suggestions or ideas.
b. Formal Proposal: Usually long, using the manuscript format. Used to initiate large
projects.
2. Internal vs. External
a. Internal Proposal: Addressed within the organisation. Usually less formal than external.
b. External Proposal: Addressed outside of an organisation. Usually more elaborate and
detailed.
3. Solicited vs. Unsolicited
a. Solicited Proposal: Written in response to a request from a client or senior.
b. Unsolicited Proposal: Written without any request. Based on an assessment by the writer.
6. B.3. Structure of a Formal Proposal
1. Title Page
a. Contains the title, to whom the proposal is to be submitted, the name of the author, and
the date
2. Table of Contents
a. Lists the main headings and sub-headings with their corresponding page numbers
3. List of Figures
a. Lists of figures along with their page numbers
 4. Abstract or Summary
a. Summarises the highlights of the proposal
5. Methodology
a. Summarises the proposed procedure for investigating the problem
6. Introduction
a. Gives the background, purpose, and scope of the proposal.
7. Statement of the Problem
a. An objective description of the problem the proposal seeks to remedy
8. Proposed Plan and Schedule
a. A proposed schedule of implementation of the proposal
9. Advantages/Disadvantages
a. Compares the advantages and disadvantages of the proposal
10. Recommendations/Proposed Solutions
a. The main body of the proposal, divided into sub-sections. Describes the proposal’s plan
to solve the problem.
11. Conclusion
a. Final summary and appeal to the reader
12. Appendices
a. Supporting data placed at the end to avoid disrupting the flow of logic in the proposal.
6. B.4. Proposal Writing Strategies
1. Pre-Writing
a. Define the purpose of the proposal, who the intended audience is, and what result is
hoped for.
b. Collect data and do required research to build a convincing argument.
2. Writing
a. Create a logical outline.
b. Write a first draft.
3. Post-Writing
a. Revise and edit the first draft.
b. Create a final draft.
7. A. Grammar- Active Voice and Passive Voice
7. A.1. Active vs. Passive Voice
1. Verbs are either active or passive in “voice.” In the active voice, the subject and verb relationship
is direct.
Example: Joseph wrote a memo.
We can easily see that the subject, Joseph, took a certain action. He wrote a memo.

2. In the passive voice, the thing being acted upon becomes the subject of the sentence. It is not
made clear who or what has done the action.
Example: A memo was written.
In this sentence, it is not clear who wrote the memo.
7. A.2. When to Use Active/Passive Voice
1. Active voice should be used when it is important that the actor be made clear.
Example: Sales team B achieved the best numbers this quarter.
In this example, it is important that we emphasize which team achieved the best numbers. The
actor must be clear
2. Active voice should be used when brevity is the priority.
Example: Customers prefer product A over product B.
vs: Product A is preferred over product B by Customers.
The first sentence is shorter and easier to comprehend quickly.
3. Passive voice is used when the action must be prioritized.
 Example: Priya Kumar was named CEO in July of 2018.
In this example, it is not important who named the subject (Priya Kumar) CEO. The emphasis is
on the action (naming) and the person who was acted upon.
4. Passive voice can be considered more polite, as it sounds less aggressive.
Example: Mistakes are often made in tallying numbers for reports.
vs: Salespeople often make mistakes in tallying numbers for reports.
In this example, the first sentence is obviously more polite, as we are able to state the problem,
without directly casting blame.
5. Passive voice is often emphasized in formal report writing.
7. A.3. How to Create Active/Passive Sentences
1. A verb can have an active or passive form.
2. In the active form, a verb refers directly to the object.
Example: Marshall wrote the report

Verb Object
3. The passive form uses a “be verb” with the past participle of the verb
Example: The report was written

Be-verb Past participle

4. We can specify who or what is acting if we want to, using “by.”
Example: The report was written by Marshall
5. Further examples of active vs. passive sentences.
Active: Bala’s sales team met the monthly targets.
Passive: The monthly targets were met.

Active: Our HR Director called an emergency meeting.

Passive: An emergency meeting was called.

Active: Sudeep completed all the paperwork.

Passive: All the paperwork was completed by Sudeep.

7. B. Vocabulary – Analogies
1. Analogies require the reader to identify relationships between pairs of words. In order to solve
analogy questions, you must first have a clear understanding of the words’ definitions and then
use that understanding to determine how the words are related.
2. Analogy questions are often described as “blank is to blank as blank is to blank.”
Example: puppy : dog :: kitten : ______, is read “puppy is to dog as kitten is to blank.”

The answer is, “cat.” You might also describe the relationship between puppy and dog as “a
puppy is a young dog.” To Introduction determine the missing word, you might say “a kitten is a
young . . . ”

3. The relationships that are found in analogy questions fall into several general types.
a. Part to Whole: a pair of words consists of a part and a whole.
Example, spoke : wheel. A spoke is part of a wheel.

b. Type and Category: Use pairs of words in which one word is a specific type in a general
category.
Example, orange : citrus. An orange is a type of citrus.

c. Degree of Intensity: test your ability to discern nuance of meaning among pairs of words.
Example, shower : monsoon. A shower is light rainfall and a monsoon is heavy rainfall.
 d. Function: Pair words that are related through function.
Example, hammer : build. A hammer is used to build.

e. Manner. Describes the manner, way, or style by which an action is accomplished.

Example, shamble : walk. Shamble means to walk in an awkward manner.

f. Symbol or representation: Pair words in which one word is the symbol of the other.
Example, dove : peace. A dove is a symbol of peace

g. Action and significance: One word describes an action and the other word indicates the
significance of the action.
Example, cry : sorrow. To cry signifies sorrow.

7. C. Confused or Misused Words, Collocations

7. C.1. Confused or Misused Words
Some words are similar enough in meaning or pronunciation that they are easy to confuse. The following
are words that are frequently confused.
1. Accept vs. Except
a. Accept: to agree
b. Except: to exclude
2. Accede vs. Exceed
a. Accede: Agree
b. Exceed: surpass
3. Adapt vs. Adopt
a. Adapt: adjust to
b. Adopt: take on another’s idea, habit, etc.
4. Advice vs. Advise
a. Advice: another person’s opinion
b. To counsel or direct another person
5. Affect vs. Effect
a. Affect: A change or influence.
b. The result of an event or action
6. Allusion vs. Illusion
a. Allusion: reference to something else
b. Illusion: a false belief
7. All ready vs. Already
a. All ready: completely prepared
b. By or before the current time
8. Ascent vs. Assent
a. Ascent: the act of climbing or moving up
b. Assent: consent or agreement
9. Formally vs. Formerly
a. Formally: officially
b. Formerly: previously
10. Lose vs. Loose
a. Lose: misplace.
b. Not fastened.9o
Similar and more extensive lists can be found online or in many reference books.

7. C.2. Collocations
1. Collocations are words that frequently occur together. Knowing frequent collocates of the target
word can expand a learners’ vocabulary; as a result, it will help them increase their
comprehension in reading and become more fluent in speaking and writing.

Sometimes language learners make mistakes called literal translations because they are not
familiar with the collocations that exist in the target language for a particular word

For example, look at the following collocations in these four different languages and notice that
different adjectives are used with the word “tea” to describe the same meaning:

English: strong tea, weak tea

Italian: strong tea, long tea
Japanese: dark tea, thin tea
Russian: strong tea, liquid tea

If one did not know the appropriate collocation, one would probably use the wrong phrase to ask
for a particular type of tea.

2. The following are some common English collocations in a business setting. An exhaustive list is
impossible, but online collocation dictionaries can be a valuable resource
a. Noun-Noun Collocations
advertising agency
advertising campaign
budget increase
business trip

b. Verb-Noun Collocations
Cancel an order
Choose sides
Consider the risk
Launch a product

c. Collocations with “Make”

Make an excuse
Make money
Make something clear
Make a suggestion

d. Collocations with “Have”

Have trouble
Have time

e. Collocations with Prepositions

Adapt to
Count on
Decide on
Respond to

f. Adjective-Noun Collocations
Daily routine
Heated debate
 False advertising
Slight chance

8. A. The Listening Comprehension

1. Purposes of listening: Being mindful of the purpose of the listening helps the listener prepare
themselves to attend to the most productive aspects of the talk or conversation they are engaged
with.
a. Get and introductory idea of an oral message
b. Understand the main points of a lecture
c. Discover the speaker’s ideas in conversation
d. Understand diverging viewpoints in order to join a conversation
e. Gain a broad understanding of the subject of a seminar
f. Gain specific information on a topic
g. Understand changes and current events in a field
h. Find evidence defending one’s point of view
2. Rules of Thumb for Good Listening
3. Listening Contexts
a. Listening in Conversational Interaction
i. Listen for conversational signals:
Be on the lookout for the subtle signals in body language and tone that indicate
whose turn it is to speak and what kind of response they are expecting.
ii. Evaluate:
While listening, an individual should be evaluating what is said in order to
develop a line of thought and an appropriate verbal or action-oriented response.
iii. Be careful while labelling:
It is easy to form assumptions of a speaker’s nature, qualities, social standing,
character, background etc. These assumptions can lead to changes in behavior or
misunderstandings.
iv. Attention signals:
Signals such as “ok”, “yes”, ”really?”, ”oh no”, or “um-hum” let a speaker know
that their listener is attentive.
v. Work hard at listening:
Listening well can be hard work. Take every opportunity to be actively engaged
and practice listening skills.

b. Listening to Structured Talks

i. Pre-listening analysis:
Determining the purpose: determine what needs to be achieved by listening to the
speaker.
ii. Predicting:
Predict what the talk is likely to include. This prepares the mind to understand
and retain information.
iii. Using background knowledge:
The listener can call to mind information already known about the topic. This
will increase interest and prepare the brain to learn more effectively.
iv. Intensive listening
1. Listening to the introduction: The introduction should answer questions
such as
a. What is the purpose of the talk?
b. What is the overall theme?
 c. What is the experience, background, and knowledge of the
speaker?
d. What will the organizational structure of the talk be?
2. Listening to the body: Recognise the main supportive details of the
message, and notice the verbal signposts in order to recognize the
organisation of the oral message.
3. Listening to the conclusion: Understand the main theme of the talk, and
recognize what the speaker wants the listeners to do or remember.
c. Team Listening
i. Avoid distractions:
Avoid environmental and mental distractions.
ii. Avoid negative non-verbal signals:
Avoid non-verbal negative signals such as eye rolling or negative hand signals as
these can lead to distrust or misunderstanding. It is better to disagree verbally and
clearly.
iii. Don’t interrupt:
In a group it can be tempting to interrupt, but this can ruin team dynamics and is
impolite.
iv. Be involved:
Be an active listener. Listen and then respond and participate in the conversation.
v. Recognize important facts:
Important information may be expressed informally in a group setting, so it is
important to listen carefully to catch this information.

8. B. Error Spotting- Exercises

Correct the following sentences

1. I never traveled internationally. I might next year, though.

2. I really enjoyed to be there yesterday.

3. If you want to be successful, you need to believe in you.

4. She’s really selfish. She only cares about her.

5. They’ve been married during ten years.

6. Is important to be polite and respectful.

7. I wish I have more time to finish the proposal.

8. I work here since 2010.

9. I’ve been studied a lot lately.

10. The TV is too loud? Okay, I turn it down.

8. C. Sentence Improvement – Exercises – Cloze test

Improve the following sentences

1. They selected a candidate for manager. He was qualified and experienced.

 2. Although he wants to marry the girl, she is neither beautiful nor rich.
3. As she cannot understand and articulate key opportunities for improving profitability, she does
not have good communication and presentation skills.
4. The equipment is not only damaged and old, but also very costly to buy.
5. The police detective used his intelligence and instinct when he caught the criminal who was
trying to escape after committing the crime.
6. With strong mentoring, communication and writing skills and being competent in working on
teams, I have been able to live up to my commitments with a sense of responsibility
7. Developing strategies and programs to address issues, to analyse the issue, and developing
marketing plans are some of my key duties as a product specialist at Agile Limited.
8. The memory section of a micro-computer may have magnetic floppy disks, magnetic hard disks,
or it has optical disks.
9. As he will be able to set and achieve stretch targets in a highly competitive marketplace, he has
excellent client relationship and management skills and an ability to relate and interface easily at
the top executive levels.
10. I’m so glad that he spoke in my behalf because I felt awful that I couldn’t make it to the event.

8. D. Theme Detection Exercises

1. Though the waste of time or the expenditure on fashions is very large, yet fashions have come to stay.
They will not go, come what may. However, what is now required is that strong efforts should be made to
displace the excessive craze for fashion from the minds of these youngsters.

The passage best supports the statement that:

a. fashion is the need of the day.
b. the excessive craze for fashion is detrimental to one's personality.
c. the hoard for fashion should be done away with so as not to let down the constructive
development.
d. work and other activities should be valued more than the outward appearance.

1. One of the important humanitarian by-products of technology is the greater dignity and value that
it imparts to human labour. In a highly industrialized society, there is no essential difference
between Brahmin and Dalit, Muslim and Hindu; they are equally useful and hence equally
valuable for in the industrial society individual productivity fixes the size of the pay cheque and
this fixes social status.

The passage best supports the statement that:

a. technology decides individual's social status.
b. castes and religions are man-made.
c. human labour has dignity and value.
d. all individuals, irrespective of caste and creed, are born equal.
e. industrial society is a great leveler of men.

2. The future of women in India is quite bright. Let us hope that they will justify their abilities by
rising to the occasion. Napoleon was right when he declared that by educating the women we can
educate the whole nation. Because a country can never rise without the contribution of 50% of
their population.

The passage best supports the statement that:

a. India is striving hard for the emancipation of women.
b. all women should be well educated.
c. a nation can progress only when women are given equal rights and opportunities as men.
 d. women ought to be imparted full freedom to prove their worth and contribute to the
progress of the nation.

3. To forgive an injury is often considered to be a sign of weakness; it is really a sign of strength. It

is easy to allow oneself to be carried away by resentment and hate into an act of vengeance; but it
takes a strong character to restrain those natural passions. The man who forgives an injury proves
himself to be the superior of the man who wronged himself and puts the wrong-doer to shame.

The passage best supports the statement that:

a. the sufferer alone knows the intensity of his sufferings.
b. people tend to forgive the things happened in the past.
c. natural passions are difficult but worthwhile to suppress.
d. mercy is the noblest form of revenge.
e. a person with calm and composed nature has depth of thought and vision.

4. The school has always been the most important means of transferring the wealth of tradition form
one generation to the next. This applies today in an even higher degree than in former times for,
through the modern development of economy, the family as bearer of tradition and education has
become weakened.

This passage best supports the statement that for transferring the wealth of tradition from one generation
to the next
a. several different sources must be tried.
b. economic development plays a crucial role.
c. modern technology must be put to use.
d. family, as ever, is the most potent means.
e. there are means other than the school.