Technical Report Writing

Types of Reports, Writing The Report

REPORT WRITING
‘-re’ Back
‘ porto’ To carry

“A report or account is any
informational work made with the
specific intention of relaying
information or recounting certain
events”
Technical Writing
“Technical writing conveys specific
information of a technical subject to a
specific audience for a specific purpose…”

It involves:
 The words and graphics
 Practical Work
 Factual information
Report Writing
 To give an account of something seen or
done
 To recount the events
 Announcement of the result of an

investigation
 To present or return with the conclusion

reached
 Formal or official presentation of facts,

records and proceedings

It is written to present
information of

•Particular subject
•An Investigation
•Survey
•Experiments
•Questionnaires
Components of Report
 Topic/matter/subject
 Writer
 Reader
 Structure of the Document
 Purpose
The Categories of Reports
 INFORMATIVE information of facts
 PERSUASIVE prevailing,recommendations
 EXPLANTORY answering questions
 HISTORICAL to record an events,
results of
interview/evidence of
work
Types of Reports
 annual reports
 auditor's reports
 budget reports
 census reports
 demographic reports
 progress reports
 recommendation reports
 investigative reports
 scientific reports
 trip reports
 appraisal reports
 workplace reports
Attributes of Report Writing
Characteristics of Effective Technical Writing
The four C’s:
• Clarity -- it is easily understood by your intended
audience
• Comprehensiveness -- all of the necessary
information is present
• Conciseness -- it is clear without excessive
material
• Correctness -- it is grammatical and follows
conventions
The process
 Conduct your research
 Analyse the results
 Write first draft
 Redraft as many times as needed
 Proofread
 Submit
 Reflect on feedback
ELEMENTS OF REPORT WRITING
 Title page
 Acknowledgements
 Contents
 Abstract or summary
 Introduction
 Methodology
 Results or findings
 Discussion
 Conclusion and recommendations
 References
 Appendices
Title page
This should include
 the title of the report (a precise indication of

the subject matter)

 Clearer view of the topic of the report
 the author’s name
 module, course and the date
Acknowledgements
 should acknowledge any help you have
received in collecting the information for the
report.

 Briefly thank those who assisted in compiling

the information.
Contents
 should list all the main sections of the report
in sequence with the page numbers they
begin on.

 charts, diagrams or tables would come under

title ‘List of Illustrations’ together with the
page numbers on which they appear.
Abstract or summary
a short paragraph summarizing the main
contents of the report.
It should be:
 a short statement of the main task
 the methods used
 conclusions and recommendations
 Concise
 informative and independent of the report.
Introduction
This should be:
 the context and scope of the report
 should include your terms of reference.
 Statement of objectives clearly
 define the limits of the report
 outline the method of enquiry
 give a brief general background to the

subject of the report

 indicate the proposed development.
Components of Introduction
 ™Motivation (why is it important?)
 ™General ™Specific ™Background (history of

this issue?)
 ™Objectives (what are you trying to

accomplish?)
 ™Scope (focus of your analysis?)
 ™Limitations (what constraints did you face?)
 ™Content (what is in the report?)
 ™Organization
Methodology
 the methodological framework you have used
in the project
 focuses on the theoretical side of the

methods.
 Statement of experimental process
 Details of Collection of data processes
Results or findings
 A description of the results obtained
 analysis of the implications associated with

main results.
 supported by figures and tables
 Presenting the findings in as simple a way as

possible.
 Include Tables, Graphs, Pie charts, Bar charts

and Diagrams
Discussion
 analysis and interpretation of your results
 explaining its significance.
 Identifying the important issues
 suggest explanations for your findings.
 Outline any problems encountered and try

and present a balanced view.

Conclusions and recommendations
 draws together the main issues.

 should be expressed clearly

 should not present any new information

 list your recommendations in separate

section or include them with the conclusions.
References
give precise details of all the work by other authors
Details should include :
 author’s name and initials
 date of publication
 title of the book
 paper or journal
 publisher
 place of publication
 page numbers
 details of the journal volume in which the article

has appeared.
REFRENCES
 should be listed in alphabetical order of the
authors' names.

 Make sure that your references are accurate

and comprehensive.

 A listing of books and articles you have used,

or consulted, for methodological issues.
Appendices
 An appendix contains additional information
related to the report

 This can be consulted if the reader wishes

but the report should not depend on this.

 include details of interview questions,

statistical data, a glossary of terms, or other
information which may be useful for the
reader.