TECHNICAL WRITING

MODULE NO.3
I.
TOPIC LEARNING OBJECTIVES

I. Types of Technical Report

A. Report layout
B. Formal Report Format
C. Informal Report format Define the different types of technical report
D. Memorandum Report
E. Letter Report Discuss how information in these reports are
F. Booklets organized
G. Article Report
H. Abstract Explain each of the various components of these
I. Information Report reports
J. Laboratory Report
K. Proposal Enumerate and explain points to consider in
L. Progress Report preparing these reports
M. Trip Report
N. Research Report Evaluate/assess technical reports with regard
O. Feasibility Report content, purpose, target audience and structure with
P. Recommendation Report facility
Q. Incidental Report
R. Accomplishment Report

II. INTRODUCTION

Modern and complex organizations need various types of reports. In writing whatever kind of report,
absolute mastery of the fundamental techniques of technical writing and familiarity with some of the
commonly used types of reports are essential and deemed necessary.

In the workplace, report plays an important role, whether you are preparing one for your supervisor, the
executive staff, board of directors, or clients. It may be short and simple, or it may be more several pages.
Whatever its length, content, or destination, the end result is the same: a report must be informative,
factual, understandable, and neatly presented (Oxford Dictionary).

Although there are several types of business reports, having a standard format, according to Custodio,
et al. (2013), allows the reader to easily locate the important information presented.

Therefore, your purpose is your reason for writing a report. It maybe for the purpose of informing important
details or progress about the company, analyzing costing or strengths or weaknesses of the company or
recommending possible actions or solutions based on certain facts and data.

Report Lay-outs:
1. should be computerized/typewritten on white paper of high quality (8 ½ by 11 inches in size)
2. accurate margins, spacing, indenting and paging.

MODULE 3: TECHNICAL WRITING A.Y. 2020-2021 PREPARED BY:ERMINIA EVANGELISTA, MAED

Page 1 of 11
 a. Formal Report Format – is the conventional “full dress” report. This report should have:
 cover page
 title page
 letter of transmittal
 table of contents
 list of figures
 Abstract
 headings
 quotations and listings
 equations
 formulas
b. Informal Report Format – if there is an abstract, it appears on page one
preceded by the title and the author’s name and followed immediately by the
text.

Types of Technical Reports

1. The Memorandum Report
This report contains the following:
- To, From, Subject, Dateline
- Sometimes the pointed letter head is omitted at the
top page and sometimes there is an identification
line or label indicating the department responsible
for the report.
- complimentary close or signature may not be required but memoranda are
signed or initialed either at the end or beside the name on “From” line.
- The headings are typed at the top of the page.
2. Letter Report
- has the properties of a typical business letter.
- vary according to its purpose, the type of reader and the subject being
discussed.
- could be informal when it conveys information between organization
whose members know one another well
- could be formal when the correspondents hardly know one another
3. Booklet
- serves to inform
- not longer than three pages
- contains :

MODULE 3: TECHNICAL WRITING A.Y. 2020-2021 PREPARED BY:ERMINIA EVANGELISTA, MAED

Page 2 of 11
 1. cover
2. title page
3. table of content
4. letter of transmittal
- should be attractive and interesting
4. Article Report
- simple and focuses on any general interest.
- aim to inform masses
- similar to a magazine article we read on regular days.
5. Abstract
The purpose of the abstract is to give the reader enough information for him to
decide whether to read or not the whole report. A summary of the report follows
the title and include a statement of the purpose of the project, general methods or
procedures used in the principal findings and conclusion.
a. Descriptive Abstract- is short and easy to write but contains little information. It only tells
what things are taken up but not mentioning what the reports have to say about them.
b. Informational Abstract – provides more information thus it is longer and harder to write
c. In industrial report, an abstract rarely exceeds one page.
6. Information Report
The main function is to inform. It could be:
a. Periodic report-a type of information report written by the employees or subordinates which they
submit daily, weekly or monthly to their superiors to note information of interest to show comparison
and tendencies.
b. Annual report – another type of information report which includes the listing of activities, projects
and events of an organization for the entire year to show progress, financial status, and general
state of affairs. It can be also classified as public or private.
7. Laboratory report
A comprehensive report written to communicate laboratory works and observations to the
management. It focuses on the question, “How did we do it?”
Common Parts of a Laboratory Report.
a. Abstract – shows the outline of the entire experiment.
b. Introduction – presents the objectives and importance of the experiment. Sometimes, the
background of the report includes theoretical predictions for what the results should be.
c. Procedures – presents the step-by-step methods on how the experiment is done.
d. Results and discussions – presents the discussion of the experiment as well as the results which
are composed of tables and figures.

e. References – presents the sources and references used in conducting the experiment.
f. Conclusion – summarizes the results of the experiment.
g. Appendices – presents the raw data, calculations, graphs, figures, pictures, communication and so
on that you did not include in the report itself.

MODULE 3: TECHNICAL WRITING A.Y. 2020-2021 PREPARED BY:ERMINIA EVANGELISTA, MAED

Page 3 of 11
 8. Proposal
The Nature of Proposal:
a. A proposal is a written offer to solve a technical problem in a particular manner under s specified plan
of management for a certain amount of money.
b. It is a report which aims to convince a “customer” that the company or person presenting is better
qualified to give the product or service needed than all the other companies or persons submitting the
proposals.
c. It defines a problem and the means to solve it.
d. It is the meat of the proposed work.
e. It must contain the essential elements of a good study.
f. It is considered a sales tool.
g. It is a communication that attempts to sell an idea, a piece of equipment, a complex system or s
service.
Characteristics of a Proposal:
a. It is a written offer to solve a technical problem
b. It is a specified plan of management.
c. It suggests a certain sum of money.

Types of Proposal:
a. Solicited-a written response to a direct invitation to bid – also called a “purchase request” or a request
for proposal; published in business journals, official government publications or in the newspaper
classified ads.
b. Unsolicited – is sent to a prospective customer in the hope that the excellence of the idea or plan
proposed will result in a contract

Preparing a Proposal
1. Making a preliminary study
a. The proponent should clearly indicate what he proposes to undertake, the materials and
specifications needed, scientific or technical work involved and the products, services to
be rendered. Also should consider any related papers or information such as briefing,
conference result or exchange of letter with the prospective.
b. Study the background information like reports of field representatives who have visited
the prospective client company.
c. Critically analyze probable competition.
d. Thorough evaluation of the technical design or program should be presented such as
proponent capabilities and personnel with their biographical data, facilities and expertise.
e. Prepare a plan, write the outline of the proposal
f. Write a rough draft and determine the illustrations, graphics aids and layout.
g. Review and revise.
h. Critically evaluate the proposal

MODULE 3: TECHNICAL WRITING A.Y. 2020-2021 PREPARED BY:ERMINIA EVANGELISTA, MAED

Page 4 of 11
Plan of Organization for Proposals (Mosura and Tenorio, 1999)
a. Statement of the Problem
b. Recommendation or proposal solutions
c. The scope or approach
d. Funding
e. Time schedule involved
f. The experience and expertise of the personnel involved
g. A final justification of the report
h. The management proposal explains to the client how crucial activities will be carried out,
who will manage the project and suggest a time-table for its completion.
i. The cost proposal gives the detailed breakdown of costs in terms of labor and materials.
j. The proposal must contain the essential elements of a good study although the
sequences of the parts are not fixed.

9. Progress Report
a. A progress report is written for those who need to keep in touch with what is going on.
b. It is narrative in style and follows chronological order.
c. It traces the development of a particular project over a limited period, from the date of beginning until
the date of writing.
d. It functions as a record for future reference.
e. It is considered the most important link in overall communications system since it keeps continues
technical activities and their result.
Objective of Progress Report
a. To present information about a work done on a particular project during a period of time.
Parts of a PR
a. Most recent plans for the project
b. New developments, what has been accomplished to date, special situations encountered, problems
met and other similar information
c. Future plans
Guidelines for Writing the PR
a. All measurements of progress will necessarily made against the standard of stated objectives.
b. Statements of progress should be quantified and supported by reference.
c. Unless asked to do so, avoid predictions of future progress based solely on past performance.
Note: a progress report assesses what has been done up to the present, not what may done in the
future

10. Trip Report

a. This report tells management what significant work activities were performed, and at what expense, on
a business-related trip
Guidelines:
a. Tell when you made the trip, who authorized it, and where you went.

MODULE 3: TECHNICAL WRITING A.Y. 2020-2021 PREPARED BY:ERMINIA EVANGELISTA, MAED

Page 5 of 11
 b. Tell why the trip was thought necessary, and by whom.
c. Tell what you accomplished and how you proceeded.
d. Conclude with a recommendations based on your trip experience.

11. The Research Report

This report presents the findings of an investigation of a problem which developed from an unresolved
conflict or situation.
It makes use of one or two of the following methods:
a. Descriptive
b. Historical
c. Experimental with observation and interview

The body of the report contains six (6) parts:

a. Introduction
b. Research methodology and procedures
c. Results and findings
d. Summary
e. Conclusion
f. Recommendation

Introduction consists of the following:

1. Background of the study – presents the source of the problem and a description of the situation or
condition that justifies the research.
2. Statement of the Problem – expresses one main problem and a series of specific questions.
3. Significance of the study – explains why the report/study is important.
4. Scope and Delimitation of the study – scope should state the number of respondents/subjects,
instruments and design.
5. Hypothesis – is called “educated guess” of the result of the study.

Findings of the Study

This portion presents the summary of the collated data from the survey conducted
and the statistical treatment applied to the study. The discussion should include:
1. Statement of the inferences drawn from the findings
2. Application and meaning of the findings
3. Suggestions for the improvement of research
4. Reasons for the differences with other research

*There should be a synthesis at the end of the findings.

Research Methodology consists:
a. Research population
b. Instruments Used
c. Data-gathering Procedure
d. Statistical treatment

MODULE 3: TECHNICAL WRITING A.Y. 2020-2021 PREPARED BY:ERMINIA EVANGELISTA, MAED

Page 6 of 11
 Research Methodology consists:
a. Research population
b. Instruments Used
c. Data-gathering Procedure
d. Statistical treatment
e. Summary, Conclusions and Recommendations
This last portion gives the summary of the findings or results of the survey or investigation and from the
findings, the conclusion can be drawn. The recommendations may be expressed in the form of
suggestions for possible changes in policy or existing conditions to strengthen the solution of the
problem under study

12. Feasibility Study

A feasibility study:
a. Is a technical proposal which offers recommendations
b. Describes the design or plan proposed
c. Is a management proposal when it explains to the prospective client precisely how the entire project will
be managed, tells who manage it and suggest a time schedule for the completion of the phases of the
project.
d. Must show accurately that the proposed project would be financially, economically and technically
obtainable, significant as well as beneficial.

If the feasibility study is for hardware:

 It assures the customer that the work will be done by competent personnel during every stage, from the
prototype design through manufacturing.
If it is for software:
 It proceeds from initial exploratory study to final solution.
*The cost proposal is part of the project study which gives detailed breakdown of costs in terms of
labor and materials.

 The feasibility study may have the following parts:

a. Objectives of the project
b. Analysis of the progress of similar studies conducted elsewhere
c. Comparison of the project with the previous ones
d. Plans – initial, actual and future
e. Schedule of activities

The rules in preparing a good project study are:

a. Know the nature of the proposed project thoroughly.
Obtain technical assistance from qualified experts.
b. Research properly. Be equipped with statistics, data,
documents and all information needed for the study.
Exhaust all available sources.

MODULE 3: TECHNICAL WRITING A.Y. 2020-2021 PREPARED BY:ERMINIA EVANGELISTA, MAED

Page 7 of 11
 c. Be analytical. Know how to analyze, evaluate, interpret, use and discard unnecessary data.
d. Be accurate. Make estimates and projections as close to realities as
possible. Avoid statistical improbabilities.
e. Organize your study properly
f. Write the report observing the principles of unity, coherence and emphasis.

13. Recommendation Report

The primary function of this type is to persuade the reader to take a certain course of
action. It is written to answer questions which are critical to decide on. It somehow shows
options or choices for a sound decision making.

Typical Contents of a recommendation report:

a. Introduction
b. Technical Background
c. Make Comparisons
d. Critical Requirements
e. Conclusions
f. Recommendations

Suggestions:
1. Analyze the problem given to you
2. Decide upon a proper course of action
3. Make a forthright recommendation

14. Incidental Report – is written to narrate prior to, during, and after a situation suddenly occurred. The
presentation of ideas in this report is systematically arranged and organized using appropriate
language. It uses simple and clear words and avoids using jargons and technical terms.

Things to consider in writing this report.

a. The context of the incident
b. Details of the incident
c. Thoughts, feelings, and concerns about the incident
d. Demands of the incident
e. Impact of the incident.

14. Accomplishment Report – is written for the purpose of presenting the company, organization, or
institution’s activities and achievements and to monitor and check if the plans were successfully carried
out. Every organization or business entity provides format of this kind of report.

Steps in Writing an Accomplishment Report

a. Use a prescribed template of your company
b. Create tables or charts with following columns: number, action or activity, initiator, person
responsible, remarks (target time, comments)

MODULE 3: TECHNICAL WRITING A.Y. 2020-2021 PREPARED BY:ERMINIA EVANGELISTA, MAED

Page 8 of 11
 c. Add risk factor if needed; and
d. Include a list who will be receiving this report.

REFERENCES
1. Technical Writing for Success – Darlene Smith Worthington
2. Writing in the Discipline – Chenita P. Dapito et al
3. Technical Writing in the Modern World – Rebecca M. Minas et al
4. Technical Writing – Ma. Junisthesmer Rosales et al

MODULE 3: TECHNICAL WRITING A.Y. 2020-2021 PREPARED BY:ERMINIA EVANGELISTA, MAED

Page 9 of 11
 NAME: Year/Section:

Activity 1
On Types of Technical Reports
SCORE:___

I. Briefly answer the following questions (not to exceed 3 sentences)

1. Why do we write our accomplishments in an accomplishment report?

2. What is the essence of writing:

a. a progress report

b. incidental report

c. recommendation report

d. research report

MODULE 3: TECHNICAL WRITING A.Y. 2020-2021 PREPARED BY:ERMINIA EVANGELISTA, MAED

Page 10 of 11
 e. feasibility study

3. What is the importance of writing a laboratory report?

4. What is the common factor among the technical reports?

5. After going through the various technical reports, name at least two (2) more reports that must
be included in the list and why?

MODULE 3: TECHNICAL WRITING A.Y. 2020-2021 PREPARED BY:ERMINIA EVANGELISTA, MAED

Page 11 of 11