‫‪Preparing Technical Reports‬‬

‫‪Writing‬‬
‫اﻟﻤﺤﺎﺿﺮة اﻟﺜﺎﻟﺜﺔ‬
‫ﺍﻧﻭﺍﻉ ﺍﻟﺗﻘﺎﺭﻳﺭ ﺍﻟﻔﻧﻳﺔ‬
Taxonomy of Technical Writing
 Types of report in general

 Research Report
 Business Report
 Scientific Report
 Routine Report
 Investigation Report
 Project Report
 Directors Report
 Classifications of Report
1) Nature of Report 3) Time period
• Informational report  Periodic report
• Analysis report
 Not periodic report
• Recommendation report

4) Form of the Report

2) Aims of Report
•Long report
• Solving problem report
•Summary or short report
• Identify problem report
•Official and not official Report
• Give information and decisions
•Typical report
• Technical special reports
Reports Formality:-
There are two broad categories of reports
 Formal Report
 The official report is the report that takes a specific form or
style (Format) when preparing it.
 Is the collection and interpretation of data and information .
 Is complex and used at on official level .
 Is often a written account of a major project .
 Official reports tend to be lengthy (ten pages or more).
 The official reports often fit from the bottom up or at the same level.
 The official report consists of certain parts (such as the introduction,
the size of the report, the proposals and the attachments), and often
these reports take fixed forms that are formulated in the form of
forms or forms.
 The official reports are distinguished by the fact that the manner
of communication in them tends to use official and recognized
language terms and terms in the field of work.

 Examples of subject matter include new technologies, the

advisability of launching a new project line, results of a study or
experiment, an annual report, or a year old review of developments in
the field.

 TYPES OF FORMAL REPORT:-

 Information Reports .
 Analytical Reports .
 Recommendation reports .
 ‫ﺍﻟﺗﻘﺭﻳﺭ ﺍﻟﺭﺳﻣﻲ ﻫﻭ ﺍﻟﺗﻘﺭﻳﺭ ﺍﻟﺫﻱ ﻳﺗﺧﺫ ﺷﻛﻼً ﻣﺣﺩﺩًﺍ ﺃﻭ ﻧﻣﻁ )ﺍﻟﺗﻧﺳﻳﻖ( ﻋﻧﺩ ﺗﺣﺿﻳﺭﻩ ‪- :‬‬
‫ﻫﻭ ﺟﻣﻊ ﻭﺗﻔﺳﻳﺭ ﺍﻟﺑﻳﺎﻧﺎﺕ ﻭﺍﻟﻣﻌﻠﻭﻣﺎﺕ‪.‬‬
‫ﻣﻌﻘﺩ ﻭﻣﺳﺗﺧﺩﻡ ﻋﻠﻰ ﺍﻟﻣﺳﺗﻭﻯ ﺍﻟﺭﺳﻣﻲ‪.‬‬
‫ﻏﺎﻟﺑًﺎ ﻣﺎ ﻳﻛﻭﻥ ﺣﺳﺎﺑًﺎ ﻣﻛﺗﻭﺑًﺎ ﻟﻣﺷﺭﻭﻉ ﻛﺑﻳﺭ‪.‬‬
‫ﺗﻣﻳﻝ ﺍﻟﺗﻘﺎﺭﻳﺭ ﺍﻟﺭﺳﻣﻳﺔ ﺇﻟﻰ ﺃﻥ ﺗﻛﻭﻥ ﻁﻭﻳﻠﺔ )ﻋﺷﺭ ﺻﻔﺣﺎﺕ ﺃﻭ ﺃﻛﺛﺭ(‪.‬‬
‫ﻏﺎﻟﺑًﺎ ﻣﺎ ﺗﺗﻧﺎﺳﺏ ﺍﻟﺗﻘﺎﺭﻳﺭ ﺍﻟﺭﺳﻣﻳﺔ ﻣﻥ ﺃﺳﻔﻝ ﺇﻟﻰ ﺃﻋﻠﻰ ﺃﻭ ﻋﻠﻰ ﻧﻔﺱ ﺍﻟﻣﺳﺗﻭﻯ‪.‬‬
‫ﻳﺗﻛﻭﻥ ﺍﻟﺗﻘﺭﻳﺭ ﺍﻟﺭﺳﻣﻲ ﻣﻥ ﺃﺟﺯﺍء ﻣﻌﻳﻧﺔ )ﻣﺛﻝ ﺍﻟﻣﻘﺩﻣﺔ ﻭﺣﺟﻡ ﺍﻟﺗﻘﺭﻳﺭ ﻭﺍﻟﻣﻘﺗﺭﺣﺎﺕ ﻭﺍﻟﻣﺭﻓﻘﺎﺕ( ‪،‬‬
‫ً‬
‫ﺃﺷﻛﺎﻻ ﺛﺎﺑﺗﺔ ﺗﺗﻡ ﺻﻳﺎﻏﺗﻬﺎ ﻓﻲ ﺷﻛﻝ ﻧﻣﺎﺫﺝ ﺃﻭ ﻧﻣﺎﺫﺝ‪.‬‬ ‫ﻭﻏﺎﻟﺑًﺎ ﻣﺎ ﺗﺗﺧﺫ ﻫﺫﻩ ﺍﻟﺗﻘﺎﺭﻳﺭ‬
‫ﺗﺗﻣﻳﺯ ﺍﻟﺗﻘﺎﺭﻳﺭ ﺍﻟﺭﺳﻣﻳﺔ ﺑﺣﻘﻳﻘﺔ ﺃﻥ ﻁﺭﻳﻘﺔ ﺍﻻﺗﺻﺎﻝ ﻓﻳﻬﺎ ﺗﻣﻳﻝ ﺇﻟﻰ ﺍﺳﺗﺧﺩﺍﻡ ﻣﺻﻁﻠﺣﺎﺕ ﻭﻣﺻﻁﻠﺣﺎﺕ ﻟﻐﺔ‬
‫ﺭﺳﻣﻳﺔ ﻭﻣﻌﺗﺭﻑ ﺑﻬﺎ ﻓﻲ ﻣﺟﺎﻝ ﺍﻟﻌﻣﻝ‪.‬‬
‫ﺗﺷﻣﻝ ﺍﻷﻣﺛﻠﺔ ﻋﻠﻰ ﺍﻟﻣﻭﺿﻭﻉ ﺍﻟﺗﻘﻧﻳﺎﺕ ﺍﻟﺟﺩﻳﺩﺓ ‪ ،‬ﺃﻭ ﺍﺳﺗﺻﻭﺍﺏ ﺇﻁﻼﻕ ﺧﻁ ﻣﺷﺭﻭﻉ ﺟﺩﻳﺩ ‪ ،‬ﺃﻭ ﻧﺗﺎﺋﺞ‬
‫ﺩﺭﺍﺳﺔ ﺃﻭ ﺗﺟﺭﺑﺔ ‪ ،‬ﺃﻭ ﺗﻘﺭﻳﺭ ﺳﻧﻭﻱ ‪ ،‬ﺃﻭ ﻣﺭﺍﺟﻌﺔ ﻗﺩﻳﻣﺔ ﻟﻠﺗﻁﻭﺭﺍﺕ ﻓﻲ ﻫﺫﺍ ﺍﻟﻣﺟﺎﻝ‪.‬‬
 Informal Report
 The method used in informal reports is easy and simple and far from formal
terms.

 Informal reports often flow at the same organizational level as they may line
up or down.

 Informal reports are short and concise.

 Informal reports may take fixed and specific forms, such as certain types of
letters or internal memos.

 The informal report does not adhere to a specific format, as it may take the
form of letters or internal memos, and it is sufficient to specify the two
parties to the report (the sender and the addressee).
 The informal report functions to inform, analyze, and recommend.

 It usually takes the form of a memo, letter or a very short international

document like a monthly financial report, monthly activities report,

research and development report, etc.

 This report differs from the formal report in length and formality.

 It is written according to organization style and rules, but usually does

not include the preliminary (front) and supplemental (back) material .

 The informal report is usually more controversial in tone and typically

deals with everyday problems and issues addressed to a narrow readership

inside the organization.

TYPES OF INFORMAL REPORT

 Progressive Report .
 Periodic Report .
 Evaluation Report .
 Investigative Report .
 Feasibility Report .
 TYPES OF (NATURE) FORMAL REPORT
They can be categorized as:-

i. Informational reports

ii. Analytical reports

iii. Recommendation reports

1. Information only Reports:
• Informational reports present information or results so readers can understand a
particular problem or situation.
‫•ﺗﻘﺎﺭﻳﺮ ﻣﻌﻠﻮﻣﺎﺗﻴﺔ ﺗﻌﺮﺽ ﻣﻌﻠﻮﻣﺎﺕ ﺍﻭ ﻧﺘﺎﺋﺞ ﺣﺘﻰ ﻳﻤﻜﻦ ﻓﻬﻢ ﺍﻟﻘﺮﺍء ﻣﺸﻜﻠﺔ ﻣﻌﻴﻨﺔ‬
• Very very short.

Example: Manager of a city’s website might prepare an informational report for the
city council; the report would provide statistics on the number of people who pay their
city water and sewage bills online etc.

• Informational reports might:-

A. Present information on the status of current research or of a project.
B. Present an update of the operation in your division.
C. Explain how your organization or division does something.
D. Present the results of a questionnaire or research.
2. Analysis Reports

• This type goes a step beyond presenting results. Analytical reports present results,
analyze those results, and draw conclusions based on those results.
‫ ﻭﺍﺳﺘﺨﻼﺹ‬، ‫ ﻭﺗﺤﻠﻴﻞ ﺗﻠﻚ ﺍﻟﻨﺘﺎﺋﺞ‬، ‫ ﺗﻘﺪﻡ ﺍﻟﺘﻘﺎﺭﻳﺮ ﺍﻟﺘﺤﻠﻴﻠﻴﺔ ﺍﻟﻨﺘﺎﺋﺞ‬.‫• ﻫﺬﺍ ﺍﻟﻨﻮﻉ ﻳﺬﻫﺐ ﺇﻟﻰ ﺃﺑﻌﺪ ﻣﻦ ﻋﺮﺽ ﺍﻟﻨﺘﺎﺋﺞ‬
.‫ﺍﻟﻨﺘﺎﺋﺞ ﻋﻠﻰ ﺃﺳﺎﺱ ﺗﻠﻚ ﺍﻟﻨﺘﺎﺋﺞ‬
• These reports attempt to describe why or how something happened and then to
explain what it means. ( ‫• ﺗﺤﺎﻭﻝ ﻫﺬﻩ ﺍﻟﺘﻘﺎﺭﻳﺮ ﻭﺻﻒ ﺳﺒﺐ ﺃﻭ ﺣﺪﻭﺙ ﺷﻲء )ﻣﺸﻜﻠﺔ ﻣﻌﻴﻨﺔ‬

• Like informational reports, analytical reports can be formal or informal.

.‫ ﺭﺳﻤﻴﺔ ﺃﻭ ﻏﻴﺮ ﺭﺳﻤﻴﺔ‬،‫ ﻣﺜﻠﻬﺎ ﻣﺜﻞ ﺍﻟﺘﻘﺎﺭﻳﺮ ﺍﻹﻋﻼﻣﻴﺔ‬،‫• ﻳﻤﻜﻦ ﺃﻥ ﺗﻜﻮﻥ ﺍﻟﺘﻘﺎﺭﻳﺮ ﺍﻟﺘﺤﻠﻴﻠﻴﺔ‬

• Explain what cause a problem or situation – Present the results of a traffic study
showing accidents at an intersection – the report explains what it means.
‫ ﺍﻋﺮﺽ ﻧﺘﺎﺋﺞ ﺩﺭﺍﺳﺔ‬- ‫ﺍﺷﺮﺡ ﺳﺒﺐ ﺍﻟﻤﺸﻜﻠﺔ ﺃﻭ ﺍﻟﻤﻮﻗﻒ‬
• Explain the potential results of a particular course of action. ‫ﺍﺷﺮﺡ ﺍﻟﻨﺘﺎﺋﺞ‬

• Suggest which option, action, or procedure is best. ‫ﺍﻗﺘﺮﺡ ﺍﻟﺨﻴﺎﺭ ﺃﻭ ﺍﻟﻌﻤﻞ ﺃﻭ ﺍﻹﺟﺮﺍء ﺍﻷﻓﻀﻞ‬
3. Recommendation Reports

• This type advocate a particular course of action. This usually present the results and
conclusions that support the recommendations.
.‫ ﻫﺬﺍ ﻋﺎﺩﺓ ﻣﺎ ﻳﻘﺪﻡ ﺍﻟﻨﺘﺎﺋﺞ ﻭﺍﻻﺳﺘﻨﺘﺎﺟﺎﺕ ﺍﻟﺘﻲ ﺗﺪﻋﻢ ﺍﻟﺘﻮﺻﻴﺎﺕ‬.‫• ﻫﺬﺍ ﺍﻟﻨﻮﻉ ﻳﺪﺍﻓﻊ ﻋﻦ ﻣﺴﺎﺭ ﻋﻤﻞ ﻣﻌﻴﻦ‬

• This type is identical to analytical report addition to it gives recommendations .

.‫• ﻫﺬﺍ ﺍﻟﻨﻮﻉ ﻣﻄﺎﺑﻖ ﻟﻠﺘﻘﺮﻳﺮ ﺍﻟﺘﺤﻠﻴﻠﻲ ﻣﻀﺎﻑ ﺍﻟﻴﻪ ﺍﻟﺘﻮﺻﻴﺎﺕ‬

 For example:-
your analytical report suggests using treatment X is more efficient than treatments Y
and Z. However, that does not mean that you will use treatment X as cost and other
considerations might recommend treatment Y.

• What should we do about a problem?

• Should we or can we do something?
• Should we change the method or technology we use to do something?
Informational Report :
informational report is one that contains details information of any event without
analysis or recommendations and its very short .

Analysis Report :
Its type of the report that present the result and give analysis of this result and
give its conclusions this type of report can describe why something happens and
suggest the best action and option that help in making decisions and can be
formal or not formal …

Recommendations Report :
Type of report that is typical to analysis report it support the report by
recommendations