Lecture (2)

How to write a Technical

Report?
Prepared by:

Dr. Mohamed Helmy

‫‪Definition of The report:‬‬
‫‪is a communication medium for describing a particular‬‬
‫‪topic and contains facts, And data and information‬‬
‫‪presented to the reader by way of recommendation or‬‬
‫‪decision.‬‬

‫التقرير هو وسيلة اتصال خاصة بوصف موضوع (مشكلة)معين ويتضمن حقائق وبيانات ومعلومات‬
‫تعرض علي القارئ من اجل اتخاد توصية او قرار وهي اما ٔ ان تكون شفهية او تحريرية لذا يعتبر وثيقة‬
‫إدارية لالتصال الكتابي او الشفهي بين مختلف المستويات‪.‬‬

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Importance of Written Reports:

1-The transfer of information for more than one

person in different places and different timing.

2-It gives the reader a chance to arrange the time,

the report can be read at any time.

3-Save the information to make use them in the future

easily

4-It gives the reader a chance to read his part in

report only.

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5-It is possible to prepare for a discussion that can be
distributed to the pre-meeting project.

6-Follow up and study things that can not be followed

such as figures and calculations.

7-It is possible to use good tools to view the topic such

as figures and tables.

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 ‫اهمية التقارير المكتوبة‪:‬‬
‫‪ .1‬نقل المعلومات الكثر من شخص في اماكن مختلفة وازمنة مختلفة‪.‬‬
‫‪ .2‬يعطي فرصة لقارئ التقرير لتنظيم وقته حيث يمكن قراءة التقرير في اي وقت‪.‬‬
‫‪ .3‬حفظ المعلومة لالستفادة منها في المستقبل مع ضمان عدم تكرار االخطاء واهدار الوقت‪.‬‬
‫‪ .4‬يعطي فرصة للقارئ بقراءة الجزء من التقرير الخاص بة فقط‪.‬‬
‫‪ .5‬يمكن من االستعداد للمناقشة حيث يمكن توزيع تفاصيل مشروع ما قبل االجتماع‪.‬‬
‫‪ .6‬اكثر تنظيما من التقارير الشفهية في احتوائه علي المعلومات االساسية والتوصيات‪.‬‬
‫‪ .7‬كما يمكن استخدام ادوات عرض تظهر الموضوع بسهولة مثل الجداول والرسوم البيانية‪.‬‬

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Characteristics of Good Report:

1. To be clear, easy to understand and approach.

2. To be a summary of its purpose.
3 . To be content with the aspects of the subject.
4 . The writer's accuracy and linguistic integrity.
5 . To be objectively unbiased to the tendencies of the
writer
6. To be convincing as the writer goes to him.
7 . Be written honestly.
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 ‫صفات التقرير الجيد‪:‬‬

‫واضحا ‪ ،‬سهل الفهم والتناول ‪.‬‬

‫ً‬ ‫‪-1‬أن يكون‬
‫ً‬
‫موجزا مؤد ًيا غرضه ‪.‬‬ ‫‪-2‬أن يكون‬
‫‪-3‬أن يكون محي ًطا بجوانب الموضوع ‪.‬‬
‫‪-4‬أن يتوخى فيه الكاتب الدقة والسالمة اللغوية ‪.‬‬
‫ً‬
‫موضوعيا غير منحاز لميول الكاتب وأهوائه ‪.‬‬ ‫‪-5‬أن يكون‬
‫‪-6‬أن يكون مقنعا ً بما يذهب إليه الكاتب ‪.‬‬
‫‪ -7‬أن يكون مكتوب بامانة‪.‬‬

‫‪7‬‬
The Way to Write Effectively:
- Instead of saying, “I believe”, just tell it like it is.
- Use action words like such as work, improve, complete.
- Using the active voice .
Examples of active and passive voice:
Active: The department increased sales.
Passive: Sales were increased by the department.
Active: Labors need to wear safety glasses.
Passive: Safety glasses need to be worn by labors.

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- Write clearly by using short sentences that don’t have
extra phrases or words when a simpler one will do.

Examples:
as of this date = from
by means of = by
so as to = so
in the event that = if
at the present time = now
for the purpose of = for

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When writing a technical report you must consider
the following points for the Readers/ Audiences:
• Needs
• Interests
• Level of Expertise
• Possible reaction
• The readers can be your colleagues, supervisors and
subordinates.

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 Data Collection

Egyptian
Field Universities
Data Google. libraries
Google www.ekb.eg
(EUL)
Scholar.

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The standard components of the typical
engineering report are:

• Transmittal letter
• Covers & Label
• Tables of Contents
• List of Figures
• Abstract
• Introduction
• Body of the report
• Conclusions
• Recommendations
• Appendixes (list of references)

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1- Letter of Transmittal

• The letter of transmittal is a cover letter.

• It is either attached to the outside of the report

with a paper clip or it is bound within the report

as part of the historical record of that report.

• It is a communication from you (the report

writer) to the recipient (the person who

requested the report)

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• Transmittal letters are usually brief.
• The first paragraph describes what is being sent
and the purpose for sending it.
• A longer transmittal letter may summarize key
elements of the proposal in one or two sentences
and provide the recipient with other useful
information.
• End transmittal letters with a one-sentence
paragraph that establishes goodwill by thanking or
complimenting the recipient.
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15
Send to: Dr.Mohamed Helmy From: Elshourok Students
Address: Elshourok Academy Date:…/…./2018

The Successful Engineer

Mohammed Ahmed
Mohammed ………..
Mohammed ………..
Mohammed ………..
Mohammed…………

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 Cover Page Logo

Title of the Report

label Submitted to:

Prepared By:
Date

Report number
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Cover Page

1. Daily and Monthly Report are without a cover page

2. Annual Reports must have a cover page

3. The Master Degree and the PhD degree must have a

hard cover according to the university submitted to

it.

4. The Feasibility studies must also have a hard cover

cause it is kept for several years

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‫‪:‬جدول المحتويات ‪Table of Contents‬‬

‫‪It is a list of the parts of a book or report organized in‬‬

‫‪the order in which the parts appear. The contents usually‬‬
‫‪includes the titles or descriptions of the titles, such as‬‬
‫‪chapter titles, and often includes subtitles.‬‬

‫‪ .1‬جدول المحتويات هو جدول يوضح رقم الصفحة التي يبدأ بها كل قسم من اقسام التقرير بحيث يكون من‬
‫السهل الوصول إلى اقسام معينة مباشرة‪.‬‬
‫‪ .2‬جدول المحتويات يوضح كذلك للقارئ االقسام المختلفة للتقرير‪.‬‬
‫‪ .3‬جدول المحتويات يحتوى اسماء اقسام او فصول البحث او التقرير كما هي مكتوبة داخل التقرير‪.‬‬
‫‪ .4‬يجب اتباع اسلوب ثابت في عرض العناوين الفرعية في جدول المحتويات‪.‬‬
‫‪ .5‬جدول المحتويات ال يستخدم عاد ة في التقارير القصيرة التي تتكون من بضع صفحات النه في هذه الحالة‬
‫يكون تصفح التقرير امر ا سهال ويكون النظر في جدول المحتويات تضييع للوقت‪.‬‬

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Table of Contents

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Lists of Figures and Tables

• Readers use these lists to find illustrations,

diagrams, drawings, photographs, graphs, tables and
charts in your report.

• For longer reports that contain dozens of figures

and tables each, create separate lists of figures and
tables. Put them together on the same page if they
fit.

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