TECHNICAL REPORT WRITING

By:

Dr. Christopher Diaz
Asst. Schools Division Superintendent
DepEd Quezon

Adapted from and modified by:

Herbert N. Doce, MAEd
Master Teacher-I, ANCHS
WATCH VIDEO-INTRODUCTION TO TECHNICAL
WRITING
WRITING
COMMUNICATIONS:
STEPPING UP TO THE PEN
WATCH THE VIDEO-CREATIVE THINKING











1.Why do you need to
communicate?

2.What do you
communicate?

3.How do you
communicate?
As a student....
Lets Think Aloud!







miscommunication= misunderstanding







miscommunication= misunderstanding














How well do you understand this?
mis






























































































































Written communications should be like
REJOICE shampoo
DAPAT WALANG SABIT...
TOP TEN WRITING RULES BY SOME EXPERTS

As a college student, what types of written
communications do you prepare?
WATCH THE VIDEO-INTRODUCTION TO
TECHNICAL WRITING
REVIEW GENERAL MECHANICS AND STYLE OF
BUSINESS LETTERS, ITS FORMAT, ETC.
SHOW SAMPLES OF LETTERS
TYPES OF WRITTEN COMMUNICATIONS
Official correspondences
Order
Memorandum
Bulletin
Endorsements
Emails
TYPES OF WRITTEN COMMUNICATIONS
Business Letters
Covering letters/Transmittal letters
Letter of Acknowledgement
Letter of invitation
Complaint letter
Letter of Introduction
Letter of Recommendation
Letter to Government Officials

DepEd Issuances
DepEd Orders are issuances on policies, guidelines or
regulations which are generally permanent in nature
and are in effect until rescinded.

DepEd Memoranda are issuances containing certain
instructions and information which are temporary in
nature and are usually applicable only during the year of
issuance. These include announcement of conferences,
seminars, examinations, surveys, competitions and
celebrations.


Bulletins are primarily informative issuances. These include
educational statistics, curriculum info, professional papers, etc.
DepEd memoranda, orders and bulletins are numbered
consecutively starting with the first issuance in January every year.

Unnumbered Memorandum contain instructions or information
which are limited in application and concern only a few regions or
offices.

Office Orders contain policies/instruction or regulations which are
of general application in the Central Office.

Office Memorandum contains certain instructions or information
which are office-specific







Writing a Memorandum
Memos are used within organizations to communicate
everything from routine details to complete proposals and
reports. Memos are often only a few short paragraphs, but they
can be much longer, depending on their purpose, here are
some typical uses of memos:

to inform others about new or changed policy, procedures,
organizational details
to announce meetings, events, changes
to present decisions, directives, proposals
to transmit documents (internal)







Writing a Memorandum
In writing a Memorandum, use To if it is
addressed to an employee of lower rank,
use For, if it is addressed to an official of
higher rank.







Memo Format
Heading
To (who gets it)
From (who sent it)
Subject (what its all about)
Date ( when it was sent)

Body
Heading-Guide words preceding the body (To, From, Subject,
Date)
Body-The message of the memo. First paragraph begins two or
more lines below the row of guide words
Notation- Miscellaneous references such as the inclosure
notation(Incl. As stated, Reference, Allotment, To be indicated in
Perpetual Index under the following subjects)


DIVISION MEMORANDUM
No. 27 , s. 2013

TO : SECONDARY SCHOOL HEADS / TICs / OICs

FROM : TOLENTINO G. AQUINO, CESO VI
Schools Division Superintendent

SUBJECT : REVISED GUIDELINES ON THE PREPARATION AND CHECKING
OF SECONDARY SCHOOLS DepEd FORMS FOR SECOND YEAR TO
FOURTH YEAR SY 2012-2013

DATE : January 31, 2013
______________________________________________________________________

To convey reliable information and guidance to all concerned, the attached revised
guidelines had been formulated based on DECS/DepEd ORDER.
It is therefore expected that uniform and proper accomplishment of schools/students
pertinent forms and guidelines on the selection of honor students, both in public and private
schools be followed and implemented.

For information and guidance of all.
























Republic of the Philippines Department of Education Regio
























HOW TO MAKE YOUR MEMORANDUM
COMMUNICATE?
Know your purpose and state it clearly. Do you
want the reader to do something for you or you
are just passing along information?
Do you want a response from the reader or do
you want him to take action?
Language needs to be simple. Dont try to
impress with big words. Keep sentences and
paragraphs short and concise.
Clarity is the key!
















































PREPARATION OF CORRESPONDENCES
All official communication including
issuances of the Department shall be written
in English. Answers to letters received shall be
in the language of the basic letter.

Where a letter or endorsement requires
more than one (1) sheet, the page number
should be indicated at the top of the page.

























PREPARATION OF CORRESPONDENCES
Enclosures to correspondences should be
indicated/listed on the lower left corner of
the page.

It is not considered a good practice to
make notations on original
correspondence, unless the papers are
ready for file.
























PREPARATION OF CORRESPONDENCES
Salutations: A higher authority should be
addressed as Sir or Madam. In addressing
one of equal rank or a subordinate, the less
formal salutation of Dear Sir and Dear
Madam may be used.

The complimentary close of formal official
letters should be Very truly yours.

























PREPARATION OF CORRESPONDENCES

In accordance with E.O No.2 dated January
14,1954, the word His Excellency should be
omitted in addressing the President of the
Philippines. He shall be addressed as
Mr.President.
























The following officials shall be addressed as The
Honorable. The VP of the Philippines, ambassadors,
Dept. Secretaries, Undersecretaries, Commissioners,
Senators, Congressmen, Provincial Governors and City
Mayors.

Titles should not, as a rule, be abbreviated (except for
recognized abbreviation like Dr.

In addressing teachers or referring to them in a letter
the full name, preceded by Mr., Mrs or Miss should
be used.


























In official communications, the name of the
incumbent of an office should be followed by
the title of his office. In case the office is
tentatively filled by someone, the title
following the name should be preceded by the
word Acting, In Charge, etc, as the case
may be depending upon the designation made.
























ENDORSEMENTS
Official letters should be answered by return
endorsements (numbered consecutively) in order
that the complete correspondences may show all
facts relative to a particular letter. The original
copies of the whole correspondence, including all
endorsements, should be sent to their next
destination, the last endorsement being sent in
duplicate.

























ENDORSEMENTS
If no significant information or opinion is given
to endorsements, a notation such as Contents
Noted shall be indicated and signed by the
sender. Such action should not go beyond fifth
endorsement. If it is necessary to send another
response, then a letter must be sent.

Use Respectfully forwarded to an office of
higher rank. Respectfully Transmitted to an
office of equal rank and Respectfully referred
to a subordinate office.
























ENDORSEMENTS

Communications should not be endorsed
to firms or persons outside the
government service, a letter should be
sent instead.
























COVERING LETTERS/TRANSMITTAL
LETTERS

When you submit or send reports,
documents or data being requested,
there should always be a covering letter.
State exactly what you are submitting,
give explanations if needed and ask for
an acknowledgement.
























SIGNING PROTOCOL
Except when required by the law or
regulation, and as may be expedient, any
written action or decision must have no more
than three (3) initials or signatures.

In the absence of the authorized signatory,
the next-in-rank official or officer-in-charge
shall sign for and in behalf of the authorized
signatory except in cases of delegated
authority which cannot be sub-delegated.
























THINGS TO REMEMBER IN WRITING
CORRESPONDENCE
























Use a Professional Tone. Your readers will form
an opinion of you from the content, the style and, most
important, the attitude and tone that come across in your
writing. Create a professional, positive tone by using
simple, direct language.

If you need to convey unwelcome information, craft it
with special care. When denying a request or sharing bad
news, acknowledge the problem or situation and
diplomatically explain the background and your position.
If responding to a request, make your no response
clear so theres no misunderstanding. If you can, suggest
an alternative and build goodwill as much as possible by
offering to answer any questions the reader may have.
























Know Your Audience. The intended readers
of your correspondence can vary. You must
consider their backgrounds, technical
expertise and educational levels as well as
their mindsets and possible reactions to
your writing. This process is no easy task,
but the more time you take to identify your
audience, the more effective your message
will be.
























Organize Your Information Clearly.
Arrange your thoughts so that your
correspondence can be read quickly and
comprehended easily.

Organize the information based on your
purpose. For example, when writing
instructions, organize your information in
sequential, or step-by-step, order
























Use the Right Format. Format refers to how
your correspondence is laid out on paper or
online.

Usually writers choose their formats based on
the method of deliveryletter, memo or e-mail.
Each type has distinct format conventions
(guidelines) for including and placing elements
such as the date, addressee, subject line,
salutation, message body, closing line,
signature block and company letterhead or
logo.
























Use Visual Elements Carefully.
Visual elementssuch as font size and
type; underlined, italicized or bold text;
and bulleted or numbered listshelp
emphasize key points and make your
correspondence more effective. With all
the options available, be careful not to go
overboard, especially with fonts.

GROUP ACTIVITY
Group 1 -Friendly letter-inform your batch
mates about your class reunion this summer
2015. Tell them that you will have a meeting
this coming December 20, 2014 at Daps
Restaurant, Plaridel, Quezon.
Group 2 -Assume that you are the LGMC
school principal, prepare a letter requesting a
government official to serve as guest speaker
in your graduation day this March 2015.
Group 3 & 4- Assume that your are the PNB-
Atimonan branch manager , prepare a letter
informing your personnel about the 20-minute
coffee break. Tell them that they should
strictly follow the allotted break time in their
job.

























Karangalan ko pong magbahagi
sa inyo!