Chapter 1

An Introduction to
Technical Report Writing
Report Overview
Chapter Contents:

 Definition

 Features of a Report

 Functions of Reports, and

 classification of Reports
 Engineers and Writing

 Like a lot of other professionals, many engineers and

engineering students dislike writing.
 To be a successful engineer you must be able to write
and speak effectively.
 Here are four factors to consider:
 Engineers write a lot (SPENT 40% TIME).
 Engineers write many kinds of documents.
 Successful engineering careers require strong
writing skills.
 Engineers can learn to write well.
Definition:
WHAT IS A REPORT?...

 Derived from “reportare” which means to

carry back.
 A report is a planned, organized, factual
presentation of information prepared for a
specific purpose and for a specific audience.
 Updates receivers
 Makes recommendations
 Gives results
 Provides operational data
Definition:
WHAT IS A REPORT?...
 A report commonly contains information on
a subject that has been thoroughly
researched
 It can also be an account of something….
Which is usually an answer to a question…
 It is a formal statement of facts
 Is a communication from someone who has
information to someone who wants to use
that information
Definition:
WHAT IS A REPORT?...
 Report is used for:
 Persuading: Attracting Investment;
Recommendations/ Decisions
 Informing:Presenting Analysis/Research; Progress
Report

 Written reports are particularly useful because

they provide a permanent record of the
information gathered that can be read and used
by many different people, in different locations,
at different times.
 ENGINEERING REPORT WRITING

 Report writing is one of the primary professional

responsibilities of the practicing engineer.

 The presentation of final report of any project is

not just a formality but also a primary product of
the effort of the reporter's professional abilities.
 ENGINEERING REPORT WRITING…

 Report is often the basis for the evaluation of

the work done by the engineer.
 Report also serves a secondary function of
giving information to those in need of such
information.
 The format required of a report depends on the
type of report being presented.
 Definition: WHAT IS A TECHNICAL WRITING?

 TECHNICAL WRITING is the process of writing and sharing information

in a professional setting.
 A technical writer’s main task is to CONVEY INFORMATION to another
person or party in the most clear and effective manner.
 It is the kind of writing that scientists, nurses, doctors, computer
specialists, government officials, engineers, and other people do as a
part of their regular work.

 The term “technical” refers to knowledge that is not

widespread, that is more the territory of experts and
specialists.

 Whatever your major is, you are developing an expertise, and

 whenever you try to write anything about your field, you are engaged
in technical writing.
 Technical communication can be written, oral, or visual.
 Technical writing is composed in and for the workplace.
 Technical writing is a significant factor in work
experience for a variety of reasons.
 Technical writing serves valuable purposes in the
workplace and often involves teamwork.
 Technical writing is the delivery of technical
information to readers in a manner that is adapted to
their needs, level of understanding, and background.

 Technical writing is intended to communicate to a

specific audience, for a specific purpose.
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 TECHNICAL WRITING is a broad term that encompasses
a wide variety of documents in science, engineering,
and the skilled trades.

 The major types of documents in technical writing can

be grouped into FOUR MAJOR categories:
1. Reports and communications in day-to-day business
2. Technical papers, magazine articles, books, and
theses for purposes of education, teaching, and
the sharing of information and knowledge
3. Patents /charters/official documents/ Government
grants
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 The INFORMATION that technical writers convey is often
complex, however, the main tasks of writers is analyze
the information and present it in a format that is easy to
read and understand.

 TECHNICAL WRITING is the practical writing that people

do as apart of their jobs.

 Technical writing AIMS to get work done, to change

people by changing the way they do things.
 In general, technical writing has a degree of formality, and it
generally focuses on a specific subject with the purpose of making
something happen or sharing useful information or knowledge.
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Examples of the most commonly
produced technical documents
 Good technical writing is concise(brief), focused,
easy to understand, and free of errors.
 Technical writing covers many genres/types and
writing styles depending on the type of information
and audience.
 Technical documents are not solely produced by
technical writers.

 Almost anyone who works in a professional setting

produces technical documents of some variety.
 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 excess nonsense
Correctness - it is grammatical and follows conventions

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Definition: WHAT IS A TECHNICAL REPORT?

 Technical Report is the conventional format for

reporting the results of your research, investigations,
and design projects.

 In Engineering, one of the major forms of

communication is the technical report.

 The information is organized, presented and

communicated in a specific format.

 Audience in the workplace, report will be read by

managers, clients, and the construction engineers
responsible for building from your designs.
Definition:
WHAT IS A TECHNICAL REPORT?...
 The ability to produce a clear, concise, and
professionally presented report is therefore a skill
you will need to develop in order to succeed both
at university and in your future career.

 While reports vary in the type of information they

present, all share similar features and are based
on a similar structure.
Definition:
WHAT IS A TECHNICAL REPORT?...

 A technical report (scientific report) is a written

statement of the facts of a situation, project,
process or test;

 How these facts were ascertained/determined

 Their significance

 The conclusions drawn

 Recommendation
Definition:
WHAT IS A TECHNICAL REPORT?...
 A technical report is a formal report designed to
convey technical information used in a variety of
technical and occupational fields in a clear and
easily accessible format.
 Technical reports are written to provide readers
with information, instructions, and analysis on tasks.
 It is divided into sections which allow different
readers to access different levels of information
End of Lecture