Technical Communication II

Module III: Technical Report Writing

Amity School of Languages

 Syllabus

Module III: Technical Report Writing

· Significance of Reports

· Types: Oral, Written, Periodic/Routine, Special, Analytical,

Informational, Formal, Non-
formal

· Format: Memo, Letter, Print, Manuscript

· Effective use of Visual Aids

 What is a report?
• The word ‘report,’ comes from the Latin word ‘reportare’, which means
‘to carry back’.

•A report is a specific form of organized writing used for the purpose of

concisely identifying and examining issues, events, or findings that
have happened in a physical sense, such as events that have occurred
within an organization, or findings from a research investigation.

•In a simpler sense, a report is a communication tool used to for

documenting relevant information in an objective manner.
 Features of a Technical Report
• Clarity
• Accuracy
• Competency
• Objective
• Accessible
• Concise
 Introduction to Technical Reports
• A technical report is a formal report designed to convey
technical information in a clear and easily accessible format.

• It is divided into sections which allow different readers to

access different levels of information.

• The introduction features a guidance section. It explains the

commonly accepted format for a technical report; explains
the purposes of the individual sections; and gives hints on
how to go about drafting and refining a report in order to
produce an accurate, professional document.
 Purpose of Technical Writing

• To provide complex information in an accessible format

• To provide a tangible collection of information for communication
• To assist readers in gaining a better understanding of topic concerned
• To explain involved processes, present reasoning and present rationale
• To present a comprehensive document, along with relevant appendices and
recommendations
• To present documentation of referred studies and texts
• To present literature reviews, discussions and present a conclusion
• To present associated tables, diagrams, graphs, etc. along with the body of
the text
• To facilitate ease of circulation of information
• To serve as a standard reference for large number of people
Significance of Reports
 Significance of Report

• It is a crucial aid in decision making

• It presents factual information.

• Presents complex information in an accessible and organized format.

• It aids in problem solving in future projects.

• It is utilized by a scientifically literate person, and therefore is a tool for their

knowledge as well as communication.

• Informs policy making considerations.

• Promotes up to date knowledge.

 Structure of Technical Report Writing
Section Details
Title page Must include the title of the report. Reports for assessment, where the word length has been
specified, will often also require the summary word count and the main text word count
Executive Summary A summary of the whole report including important features, results and conclusions
Table Content Numbers and lists all section and subsection headings with page numbers
Introduction States the objectives of the report and comments on the way the topic of the report is to be
treated. Leads straight into the report itself. Must not be a copy of the introduction in a lab
handout.
Body of Report Divided into numbered and headed sections. These sections separate the different main
ideas in a logical order
Discussion
Conclusions
References Details of published sources of material referred to or quoted in the text (including any
lecture notes and URL addresses of any websites used.
Bibliography Other published sources of material, including websites, not referred to in the text but
useful for background or further reading.
Acknowledgements List of people who helped you research or prepare the report, including your proofreaders

Acknowledgements List of people who helped you research or prepare the report, including your proofreaders
Thank you!