Technical Report Writing

AGRICULTURAL EXTENSION AND PLANNING
TECHNICAL REPORT WRITING
TOPIC OUTLINE
- Meaning
- Definitions of terms
- Importance of technical reports
- Types of reports
- Principles of report writing
- Clarity of report
- Conclusions summary and recommendations
- Writing a model of a technical report practice
INTRODUCTION
What is technical writing? This refers to conveying of information in writing in a factual manner and own
opinion is not needed.
What is technical reporting – information can be presented verbally either in seminars workshops,
conferences, meetings etc. in technical reporting you must produce a written document from which the
audience can refer.
What is a report? This is a documents in which a given problem is examined from the purpose of
conveying information findings of information, putting forward of ideas and sometimes making
recommendations
The above information proposes the process of dealing with a problem thus a report is a consequence
of a problem however, some reports are written as a matter of procedure in some organizations.
IMPORTANCE OF TECHNICAL REPORTS
- Written to communicate information idea fasts

- Written for record purposes for future references
- Written as part of the process of evaluation this is basically to find out the success or failure of a
project as programme
- Reports can be written as fact finding process
- Correctly written reports provides the bases of future actions
TYPES OF REPORTS
Reports are classified in two ways
1 ACCORDIONG TO THEIR NATURE
 Formal
 Informal
Module III Page 1

2. According subject matter
 Regular reports
 Occasional report
 Special reports
FORMAL REPORTS
They are normally used for public consumption and their main purpose is to present results of fact
finding survey or research work. They have the following characteristics.
- They are detailed

- They are lengthy
- Should have references
- Should present a complete data and information obtained in the filed
EXAMPLES
- Research proposals
- Research reports
- Project proposals
- Project reports
- Progress reports
- Manual reports
- Evaluation reports
- Periodic reports
- Oral reports
INFORMAL REPORTS
They are short and brief and are mainly used for internal use within on organization e.g. letters
memorandum notices, circulars etc.
REGULAR REPORTS
They are written and retained and follows a predictable pattern in majority of cases the form at allows
for the information to be filled in certain structured form in response to given questions or statements
They include
- Equipment maintenance reports

- Sales reports
- Production reports
- Annual reports
- Monthly reports
Module III Page 2

OCCASIONAL REPORTS
These are written as need arises. They don’t have a predictable occurrence they are only written whom
there is needs e.g.
- Accidents reports
- Disciplinary reports
SPECIAL REPORTS
There are written following special commissions they are also referred to as recommendatory reports
and are usually more extracting and demanding because they involve fact finding and putting forward
suggestions for future findings e.g.
- Commission after teachers strike

- Commission for post election violence
- Commission of inquiry into Dr. Robert oukos death
- Commission of inquiry into Goldenberg scandal.
FORMAL REPORTS
- Research proposal
- Research report
- Project proposal
- Project report
- Progress report
- Evaluation/feasibility reports
- Manuals
- Oral report
- Periodic reports
RESEARCH PROPOSAL
It is a report by an individual or organization requesting for authority and funding to conduct a research.
Every research proposal must be supported by a literature review to show that the research is needed. It
shows that you have gone through the written material and you are conversant with it, and understand
the needs of the people involved. Research proposals must include
a)Introduction – you state the statement of the research problem. The need of the study
E.g. to try and solve the causes of dysentery in timau region of imenti north district
The objective – a research to investigate the causes of dysentery in Timau region of Imenti north district
b)LITERATURE REVIEW
Module III Page 3

It is the information you have gathered from books journals magazines and any other publications so
that you understand the problem you are going to research on
c) Procedure and methods you are going to follow. You need to state methodology you are going to
follow in order to gather data e.g.
- Experiments
- Questionnaire
- Interviews etc
d) Budgets – this shows the anticipated amount of money going to be spent in the course of research.
You also need to identify equipments operational needs and other estimated costs in addation to that a
contingency budget is taken to be 10%
c) Time schedule – it shows the layout of time that the research is going to take. It specifically indicate
what and when various activities will be carried out.
RESEARCH REPORT
Is usually written after carrying out a given research work. It includes the following.
- Statements of research problem

- Literature review
- Data analysis
- Discussion of data
- Conclusions
- Recommendations
PROJECT PROPOSALS
These are written information asking for permission and money to carry out a certain project which you
have already researched on.
ELEMENT OF AN EFFECTIVE PROJECT PROPOSAL
I. A statement to show how the project is beneficial to the people involved either materially or
financially, nutritional or hygiene matters
II. Provide accurate and concrete data about the project e.g. soils, climate population etc.
III. Show costs, methods and revenue which must be realistic.
IV. Identify initial problems e.g.
- Lacks of taint personal
- Hostile climate
- Hostile people around
Module III Page 4

V. use appropriate format of writing a report use appropriate illustrations e.g. maps photographs, charts
diagrams etc.
VI. Explain the technical terms used in the contact.
PROGRESS REPORTS
This is communication from those implementing the project to the interested parties e.g. government
donors sponsors etc.
It shows how much has been done so for success areas and problems or the needs of the project in
progress. It also includes conclusions and recommendation of the implementations.
PREPARATIONS
a) All progress reports should have background information about the project e.g. location
objectives, beneficially etc.
b) Indicate what has been achieved so far i.e. how much has been used and how much is to be
used.
c) Write problems being experienced e.g. very heavy rains, inadequate water in site. Infestation by
mosquito/tsetse flies.
d) Develop conclusions and recommendations.
PROJECT REPORTS
These reports are prepared when the project is complete. The purpose of these reports is to
communicate to the government/sponsor on how project was implemented e.g.
- Personal used
- Money spent
- Equipment used
- Other inputs
- Time taken etc
It also says whether the objectives of the project were met.
EVALUATION/FEASIBILITY REPORTS
This report proposal information that can be used to determine the viability and success of a certain
project. They are usually the same as project report expects that they are done to test the project. They
communicate whether the project should be undertaken or not.
MANNUALS
Are reports that contain instructions to the uses for information of equipment or chemicals. Manuals
directed to the farmer should be as simple as possible and with very many illustrations. Precautions
should also be included to avoid the farmers getting hurt manuals should include the following.
Module III Page 5

- Procedure for using equipments or chemicals

- Necessary precautions to be undertaken
- Risks that could be involved
- Illustrations to the farmers
- Other information to the farmer
- Other information sources for father references
- Theory and details description for professionals
ORAL REPORTS
These are reports that are read to the audience and usually prepared for seminars, conference,
workshops, symposium etc.
PERIODIC REPORTS
Are prepared as a matter of routine e.g
- Semi-annual reports
- Annual reports
- Monthly reports
If well prepared they can be used for national planning developments from frontline extension officers
are internal reports not for distribution from provincial director of agriculture are reports for
distribution to other ministries universities college of higher learning and research stations.
COMPONENTS OF A GOOD REPORT
A good report should have five major parts namely
- Introduction
- Body
- Literature review
- Recommendation & conclusion
- Documentations
INTRODUCTION
This will include the cover page it should indicate what one is doing, to whom the report is presented to
title of the document, declaration page, and dedication (optional) table of contents table of figures
preface acknowledgements abstract summary of reported.
COVER PAGE
Should have an appropriate design that is presentable and appealing to the eyes. It must also be blinded
with a hard cover. The cover page must include the following information
- Title of the documents e.g. project proposal etc
Module III Page 6

- Name of the project location address. Telephone email etc

- Name of the presenter
- To whom presented
- Financial obligations i.e. own contribution, loan/funding needed
- Date of presentation
TABLE OF CONTENT
It should guide the reader on how material in the report is coded main content and respective page
where the content is found in the report therefore pages of a report should be numbered.
PREFACE
This contains some summary note intended for the reader or user of the report. It usually shows the
level of literacy of the reader.
DEDICATION
It is a statement of a compliment to a person, organization, institution that inspired you towards

attainments of your goals in school work, business or general life i.e. what gives you internal driving
force.
EXAMPLE
“This report is dedicated to my mother Alice mugoh who taught the virtues of hard work to love myself
and above all to do Gods will”
“To my mother Alice the first true feminist in my life for her love and appreciation for her patience and
support”
“To my wife Ginny with love and appreciation for her patience and support”
“To my son Bryan and my daughter Brenda for being understanding”
DECLARATION
A statement swearing in that the information presented in the report is factual and nor personal opinion
and that all material sourced has been acknowledged and referenced.
KENYA NATIONAL EXAMINATION COUNCIL
Declaration form for post secondary schools, technical and business examinations
Name and code Number of project --------------------------------------------------------------------------------------------

------------------------------------------------------------------------------------------------------------------------------------------
I -----------------------------------------------------------------------------index No -----------------------------------------------
Name of candidate
Module III Page 7

Declare that
a) The project named above was approved by the Kenya National Examinations council and
supervised by --------------------------------------------------------------------------------------------------
b) Personally carried out the project whose report follows after this declaration
c) I received no undue help from unauthorized persons other than the normal guidance from my
supervisor
d) I wrote the project report unaided
e) The report submitted to the council is the original work and has never been presented again to
the council for an award of any certificate
Signature of candidate ------------------------ Date -----------------------------
ACKNOWLEDGEMENT
It contains statements of thanks or gratitude to those people who have given you assistance/support to
write, complete type set etc or those people institutions organizations etc that have allowed you access
to data or given you moral material or financial support.
ABSRACT
It is a summary of the whole report and written for casual readers it is also referred to as Executive
summary, epilogue synopsis digest. It is a reduction of the entire report into a compact and complete
unit, it normally occupies not more than two pages and contains data conclusions. It is important in that
it helps the reader to decide whether the report is worthy reading. It is also important for library
classification of materials. It must be brief and convincing, clear and to the point.
WRITING AN ABSTRACT
a) The report has to be completed and ready

b) Read through the whole report and determine the most important data names, conclusion and
recommendations
c) Edit that materials by checking whether is reflects what is in the report
d) Ensure that the material is not more than two pages
e) Edit materials for language and correspondence to the level of audience
f) Write the final draft and include it in the report just before the main body
MAIN BODY
The main body includes the accounts of methods and procedure employed it involves reasoning reached
in conclusion in the main body discussions should proceed in logical order from the premise to
conclusions and every statement must be clear definite and precise.
The main parts of the body are
- Introduction
Module III Page 8

- Literature review
- Methodology
- Data presentation and analysis
INTRODUCTION
It includes
- Background information to the study

- Statement of the problem
- Purpose and objectives
- Research objectives
- Limitations
- Significance of study
- Definition of technical terms
- Outline of the study
LITERATURE REVIEW
Is the information to show what has been done on the same issue by other scholars literature review
should be comprehensive and detailed
A determined literature review will enable one to assess it there is enough information to proceed with
the study and also show whether study problem is of any interest to the people.
Advantages of a detailed literature review
a) One is able to gain a good background about the field of study. one is able to gain facts about
the topic and most important learn about authoritative authors/writers in that field
b) A detailed L R also provides valuable information on methodology used in the study of certain
phenomena one is able to analyses the various methods used by various writers and form them
consider the best suited for the topic at hand
c) A detailed L R will enable us to ascertain whether the study is needed and timely the L R will
reveal whether the area is of interest to require further research.
d) A detailed L R enables one to pinpoint critical issues which assist in refining the problem
e) A detailed L R helps one to generate hypothesis and questions for further study
SOURCES OF LITERATURE REVIEW
- Recent studies recent journals are on important source of getting information about the subject
- Books on the topic of study
- Abstracts, electronics materials/computerized information banks
In conclusion of literature review briefly explains how the study relates to your problem and how yours
differ from those you have reviewed.
Module III Page 9

METHODOLOGY
This show how the activities are to be carried out e.g. in maize production as a project indicate
- introduction
- site selection and measurement
- planting
- weeding
- pest and disease control
- harvesting
- Drying sorting and packing etc.
Data presentation and analysis
- Graphics
- Tabulations
- Tallying
It is presented in a format that is logical and well supported use short paragraphs and clear headings and
sub headings.
CONCLUSION AND RECOMMENDATION
This discusses what has been found out based on data collection from the field and a comment on it i.e.
has the objective of the study been fulfilled or not?
Recommendation is a statement of what should be done to improve the situation of the people as found
out in the findings i.e. what one thinks should be done to change the undesirable situation.
DOCUMENTATIONS
Includes the followings
- bibliography/references
- appendix
- index
- glossary
BIBIOGRAPHY/REFERENCE
It gives documentation on the sources of data on materials included in the report. Ther are two types of
format namely
- foot note
- end of report format
FOOTNOTE FORMAT
Module III Page 10

The writer usually organizes the materials used in numerous as they appear in the page of report and
then written in the bottom of each page and then transferred to the bibliography page
END OF REPORT FORMAT
The summary of the writer referenced materials and the year of publication is put at the end of
quotations and then to the bibliography page. The surnames of authors are written in alphabetical order
then initials follow
- date of publication
- title
- publisher
APPENDIX
Contains maps, tables, diagrams and other supporting data for discussions in the main body
Frequently such supporting data are included in the main body however other detailed illustrations and
answers to specific questions are added to the appendix.
INDEX
This gives you the page in the report where certain aspects have been discussed in the report e.g.
- Erosion methods page 108

- Erosion control page 121
- Erodability page 135
GLOSARRY – explains the technical terms that have been used in the report e.g.
Irrigation – application of water on the farm for crops by artificial means.
SPECIAL TECHNIQUES IN REPORT WRITING
The use of the following in reports
- illustrations
- definitions
- data interpretations
- editing
ILLUSTRATIONS
Is the representation of information in a visual manner in order to conduce a lot of information in a

small space? E.g. use of maps, graphs, charts, photographs drawings, diagrams tables etc.
WHY USE ILLUSTRATIONS
Module III Page 11

- they are used to condense information in a small space

- they make a report colorful/beautiful
- magnify important data
- simplify data
HOW TO PRODUCE EFFECTIVE ILLUSTARTIONS
- use an appropriate scale in maps and graphs

- use illustrations where they are needed
- always label your illustrations so that readers can follow them as much as possible they should
be labeled horizontally
- do not write too many words in the illustrations
- Choose illustrations according to the audience e.g. for farmers use coloured photographs
drawings or diagrams.
EXAMPLES OF ILLUSTRATUIONS
Tables – tables are useful in condensing data and allowing comparisons among various data. They are
very precise and they give exact information e.g. rainfall received in a year in an area.
A table showing amount of rainfall received in Meru North District in year 2007
MONTHS J F M A M J J A S O N D
RAINFALL
(mm)
Tables should be given numbers or titles there should be descriptions on the columns and box head.
EXAMPLE – cereals production in main north district for the last five years
YEARS 2005 2006 2007 2008 2009

MAIZE (Kg) 50 75 80 82 85
SORGHUM(Kg)
WHEAT (Kg)
MILLET (Kg)
GRAPHS
These are mainly used where you want to compare two sets of data and do not care much about the
precision but would like to emphasize into important things
There are three types of graphs namely
- Line graphs
- Bar graphs
Module III Page 12

- Pictorial graphs
LINE GRAPHS
This is used when you want to show changes e.g. production or climatic changes.
Titles – line graphs showing milk production against the cultrate feed given
BAR GRAPHS
This is used where you have information for comparison purposes e.g. rainfall for a months.
Title –a bar graph showing rainfall in mm for the first 6 months of the year 2009 is control Imenti district.
DIAGRAMS
PICTORIAL GRAPHS
Graphs commonly used for illiterate or less educated people. Example Title – a pictorial graph showing
populations data since 1960
CHARTS
There are three types namely
- Pie chart
- Flow charts
- Organizational charts
PIE CHARTS
They are used for comparison of proportion of items. It starts at twelve o’clock mark unit with the
largest proportion and go round clockwise. The percentage shown add up to 100%or 360% degree it
they don’t add another portion and cal i.e. others example
A pie charts showing proportion of cash crops grown in Embu district in the year 2009
DIAGRAM
FLOW CHARTS
Theya re used to show steps in a given operation e.g. silage making
- a flow showing silage making process

- Collection of materials, wilting, cutting, ensiling, addiction. Molasses, covering and compaction.
A flow chart showing steps in coffee.
DIAGRAM
Module III Page 13

ORGANSATIONAL CHARTS
It is used to show the relationship of workers or things in an organization. It is mainly important when
introducing new officers into the organization and they show the line of promotions e.g in a technical
institute.
A flow chart showing organizational structure in Meru technical institute
An organizational charts shows an organizational structure with the following functions
- Line of command and flow of power from the highest to the lowest
- Line of promotion
- Whom to report to for assignment of duty and incase of a challenge
DIGARAMS
This shows what to be studied. It shows relationship and sizes and puts emphasize on what to be
studied i.e. you can draw a diagram with a cylinder bigger than the engine.
DRAWINGS
They are used to show relationship in an item e.g. in a tractor you can draw to show crankshaft, piston,
cylinders, they can also be used to show a processes e.g. how to spray i.e. draw somebody mixing
chemicals certain dressings etc.
PHOTOGRAPHS
These are useful in showing the details of an object for farmers use coloured photograghs because they
are interesting and clear.
MAPS
They are used to show geographical locations and certain physical attribute e.g. rivers, roads, valleys etc
a map should have a scale e.g. I cm in a map may be 100 cm in the ground shown as 1:1000 it must also
have a key.
DEFINITIONS
They are used to give meaning to terms or words.
WHY USE DEFINITIONS
Because various professions have their language and persons outside that profession should be assisted
by the writer to understand this language and persons outside that profession should be assisted by the
writer to understand this language. Certain common words assumes different meaning under different
context there are two types of definitions
- Formal definitions
Module III Page 14

- Informal definitions
INFORMAL DEFINITIONS
Expresses a term in a simple language in a speech and never written
FORMAL DEFINITIONS
Used in writing technical reports it has three parts
- Items to define called species

- Genus/class
- Differentiate group of words that will separate the term with words from all others
LISTING
This is done to identify control idea in a body of knowledge there are two methods of listing namely:
FORMAL METHODS OF LISTING – the key idea is put in contest and will not be confused with other
writings e.g. the following are crops grown in the institute forms.
- Cabbages
- Kales
- Tomatoes
- Potatoes
- Etc
SENTENCE LISTING – the list is included within the senate of the paragraph. Before listing use colons: but
if you have much punctuation in the sentence or paragraph you may use semi colons
E.g. the following are crops grown in the institute farm cabbages, kales, and tomatoes potatoes etc.
AMPLIFICATIONS
Are used where definitions may not be enough to express ones thought or where one is not sure that
the audience or the readers will follow the report as intended, amplification may be through maps,
graphs. Photographs, drawings etc.
EDITING
This is the process of preparing the material for distribution to the audience or readers for the purpose
of publication and distribution. Editing can be done by oneself, supervisors or an editorial board.
Editing/editorial responsibility includes
- Checking the accuracy of information presented

- Ensure the level of writing is up to the readers ability
- Check for the right format required by the organization
Module III Page 15

- Ensure that illustrations are properly used within the writing

- Make sure the language is appropriate to the readers and organization
NB: the editor is not supposed to change the article but to make recommendations. He also checks the
references and make sure it’s properly documented.
LEGAL LIMIT TO WRITING
They are laws meant to protect the public the writer and the government against irresponsible
writings/reporting
LAWS TO PROTECT THE WRITERS/AUTHOR
a) Copy right laws – these are writings owned by the author or publishers that you must get
permission from them before using materials your report. All right materials are indicated they
are written as and year of publication e.g. copyright 1916 by Blackwell science ltd. Exceptions to
using these materials are research stations and universities however it does not give room to
the use of the whole publication or book
b) Plagiarism – this is writing somebody’s work without using quotations marks or acknowledging
and taking credit as if it is your original work.
Laws to protect the public
DEFINITIONS
These are laws that guard against a person causing injury either verbally or through writing
- Verbal insults are called Slander

- Written insults are called libel
LAWAS PROTECTING THE GOVERNMENT
a) Prohibited materials – are those materials that the government considers to be illegal to be read
by the public. They may be materials that are politically undesirable or morally undesirable e.g.
sanotic verses – by Rushdie, phonographic materials.
b) Seditious materials – are materials whose writing will have contempt to the head of state or the
government e.g.
- Mwakenya of 1982
- False rumors about the death of the president
- Writings meant o incite public against lawful orders or meant to overthrow a legally elected
government.
ASSIGNEMENT
Write a report on any of the following topics
a) A report on the environment degradation in your home village
Module III Page 16

b) A report on problems facing agriculture in your home district

c) A report on any of the following
 Fish farming
 Poultry project – eggs/meat
 An irrigation project
 Green house farming
 Dairy production
 Meru technical institute farm
 Bee keeping
 Income generation project
 Silk farming
 Small scale horticulture project
 Joint group farming project
 Dry land farming
 Rabbit project
INFORMAL REPORTS
They are normally brief and short and are mainly used for internal use within the organization e.g.
letters memorandum, notices, circulars etc.
MEMORANDUM
They are used for internal communication within an organization and they are usually used to inform
warn dismiss transfers, appoint or dissemination certain information and are generally aimed at a
specific group of people.
FORMAT
TITLE HEAD
DATE: …………………………………………………………………………………………………………………………………………………
INTERNAL MEMO
FROM: …………………………………………………………………………………………………………………………………………………
TO: ……………………………………………………………………………………………………………………………………………………….
SUBJECT: ………………………………………………………………………………………………………………………………………………
MESSAGE
Signature
Name
Designation
Module III Page 17

EXAMPLE
DETERMINATION OF AGRICULTURE
MERU TECHNICAL TRAINING INSTITUTE
10/11/2009
INTERNAL MEMO
FROM: HOD AGRICULTURE
TO: AGRICULTURE TUTORS
SUBJECT: END OF TERM MEETING
I hereby wish to inform you of an and term meeting on Monday. 17/11/2009 at 11.00 a.m. at the HODs
boardroom. The agenda of the meeting will be;
1. Introduction
2. Reading and confirmation of the previous meeting held on 10/9/2009
3. Matters arising
4. Examinations
5. Timetables for January 2010
6. AOB
Kindly be punctual
Muturi mugoh
HOD Agriculture
CIRCULARS
They are used for the general public and are used for communication to the public and transfers
information e.g. a circular from the ministry of agriculture to all district extension officers
NB: they are letters duplicated and copies sent to all concerned. They are letters written when some
information is being communicated to several people
EXAMPLE
Ministry of higher education science &Technical Directorate of Technical education
Jogoo house
P O Box 60209 – 00200
Module III Page 18

NAIROBI
4TH September 2008
To: all principles
- National polytechnics
- Institute of technologies
- Technical training institutes
- Kenya technical teachers college
- Skill training support centers
RE: TERM DATES FOR YEAR 2009
Please note that the term dates for the year 2009 will be as follows
- Term 1: 5th January to 27th March 2009

- Term 2: 4th may to 31st July 2009
- Terms 3: 8th September to 27th November 2009
Kindly adhere to the dates indicated when planning your activities for the next year
Signature
Arthur A Rateng
Director of Technical Education
Cc All P T T Os
NOTICES
Are information’s that is written on printed for the purpose of public reading they are usually placed at
strategic point where everybody will be able to read easily? They are normally placed on the entice
boards. They are meant to inform the audience about something e.g. meeting public barasa, seminars,
disease outbreak, etc
Notices should be printed
Example
Ministry of agriculture
District agriculture extension officer Imenti North district
5th February 2010
TO:
Module III Page 19

All farmers Imenti North District
RE: FIELD DAY
We hereby wish to notify you that there will be a field day on 15th February 2010 at Kaguru farmers
training centre starting at 9.00a.m. to 5.00 p.m. those interested in exhibiting their produce
technologies service etc should get in touch with Mr. Augustine Murerwa, principal Kaguru farmers
training centre Tel Number 020232982/0202311085 for exhibiting space. We look forward for your
participation.
Yours faithfully
Victoria Ndathi
D A EO imenti north district
LETTERS
Are brief written information for official purposes e.g. application, apologies explanations, piece of
information, instructions, resignation, transfers promotions etc. letters should have the following
Corrections
- Date
- Grammar
- Punctuations
- Spellings
- Names
Completeness
- Information
- Attached documents
Clarity
- Logical sequence
- Familiar words
Concise
- Straight to the point
Courteous
- Suggestions, request e.g. please, mays, thank you.
BODY OF THE LETTER
Module III Page 20

- Formal lettrs set guidelines

- Referenced to the sources of information e.g. advertised paper&date page, column.
- Age and education level where obtained and when.
- Professional qualification level where obtained and when
- Experience where obtained and length in years, also state areas of exposue
- Willingness to attend interview, to work anywhere posted, to travel widely etc.
- Reasons why you need to leave current employment for another
- Your interest in working in the new organization job
NB: you should never use the letter head of the current organization in a formal letter of application.
- Attach C.V or testimonials

- Do not attach originals in an application letter.
FORMAT
Mr. John Mwangi
P O Box 111-60200
MERU
Tel:020-434758
Email:[email protected]
The manager
Meru central farmer’s cooperative union
P O Box 1010-60200
MERU KENYA
Dear Sir,
RE: APPLICATION FOR EMPLOYMENT AS A FIELD EXTENSION OFFICER
------------------------------------------------------------------------------------------------------------------------------------------
------------------------------------------------------------------------------------------------------------------------------------------
------------------------------------------------------------------------------------------------------------------------------------------
Yours faithfully
NAME
ID NO.
Module III Page 21

CURICULLUM VITAE (C.V)
This is the description of yourself in terms of
- Age
- Education
- General background
- Professional qualification
- Experience
- Character/personality
- Etc
That you think are necessary to support application for a job, training, promotion etc. by writing a C.V
make sure you understand your background properly and the kind of qualification the job requires.
Make sure you include all educational training and experiences e.g. if you written paper, duration of
working and what you want to achieve. C.Vs are normally dynamic and continues changing from time to
time as individuals gain more experience and qualifies for higher papers. Together with description of
yourself the C.V includes names of individuals and address from whom more information about you can
be obtained.
These references people should not be your parents or relatives but should be honorable people who
can be relied upon to give a balanced report about you.
These people should have known you for not less than three years e.g. teachers, local priest, chief,
village elders, current employer etc.
CURRICULUM VITAE
PERSONAL INFORMATION
Name
Date of birth
Marital status
Nationality
ID No
Address
Telephone
Email
Module III Page 22

EDUCATION BACKGROUND
NB: start with the most recent qualification
YEAR INSTITUTION GRADE OBTAINED

2000 - 2007 EGERTON UNIVERSITY BSC AGRICULTURE 2RD DIVISION
UPPER
1999 - 2002 SECONDARY K C S E B+
1991 - 1998 PRIMARY K C P E 385
PROFESSIONAL QUALIFICATIONS
YEAR INSTITUTION GRADE OBTAINED

2000 - 2009 Kenyatta university MSC Education
2007 - 2008 Nairobi University PGDE
2007 Kenya school of professional Ms windows a Microsoft officer
studies page makers.
SEMINARS AND WORKSHOP ATTENDED
Course attended title skills learned where held and dates
WORKING EXPERIENCE
YEARS PLACE OF WORK JOB DESCRIPTION

2008 -2010 Meru technical Lecturer in the Dept agriculture
21st May 2007 to 12th Dec 2007 Delmont farm Thika Management attached crop
production
PROFESSIONAL MEMBERSHIP
Are you a member of a professional organization club or association e.g. young farmers, agricultural
society of Kenya (A S K) etc.
PERSONALITY
who are you

Honest obedient, hard working, God fearing able to work under minimum supervision etc.
HOBBIES
What interest you most outside normal working hours.
 travelling
 playing watching football
Module III Page 23

 novel reading
 Singing/dancing etc.
REFERENCES
Names of individuals and address from whom more information about you can be obtained
- give at least three referees.
ASSIGNMENT
Write an application letter to the ministry of agriculture for the post of frontline extension worker
include in C.V. in your application
MINUTES
Minutes are reports arising from a meeting. A meeting is defined as a gathering of two or more persons
to discuss matters of common interest/concern. In meeting members have physical proximity and
therefore they can directly air their critics, make decisions or policies.
All members in a meeting will have equal status hence group and individual opinions and decisions will
be taken into account.
PURPOSE OF A MEETING
Meetings may be conducted to do one or more of the following
- To inform
- Consult
- persuade
- enquire
- report etc
Others are used to coordinate activities e.g. weddings burial, parties
- seek assistance
- Fund raise etc.
DOCUMENT USED IN A MEETING
Two important documents namely
- Notice
- Agenda
NOTICE
A notice is a document sent to those intended to attend the meeting making them aware of it.
Module III Page 24

AGENDA
Is a list of the items to be discussed at the meeting
The most common practice is to attach the agenda into the notice so that the members would
adequately prepare for the meeting.
EXAMPLE
A NOTICE TO A MEETING
Ministry of agriculture. District agricultural extension officer
P O Box 238
MACHAKOS
16th February 2010
RE: NOTICE OF A MEETING
A meeting of all departmental heads will be held on Thursday 26th February 2010 in the Kilimo hall at
10.00 a.m.
AGENDA
- Apologies
- Minutes of the previous meeting
- Matters arising
- Machakos A S K show
- Farmers trip to makueni
- AOB
Yours faithfully
Joseph Kitheka
Secretary Deputy D A E O
POINTS TO NOTR WHEN WRITING MINUTES
- Items should follow the order in the agenda

- Should be written in a way the reader can identify item headings ad follow referencing system
i.e. minutes 2/09- matters arising
- Reported statements should be clearly attributed to identifying speakers
- It should be written immediately after the meeting when the ideas are fresh in the mind
- Write correct names and designations of the speakers
- Minutes are written in the past tense and inn third persons language e.g.
Module III Page 25

- They should have a space for signature and date for the chairman and secretary after they have
been approved in the next meeting.
ORDER OF ITEMS IN THE MINUTES
1. Description of the meeting e.g. staff members meetings, annual general meeting (A G M ) board
meeting etc
2. Names of those present starting with the chairman and other officials names follow
3. Apologies received
4. Reading minutes of the previous meeting. They are proposed and seconded
5. Matters arising from the minutes
6. Any correspondence
7. Reports if any
8. Discussions of the may business as items appears in the agenda
9. Any other business (a o b)
10. Place time, day, date of the next meeting.
11. Space for signature of the chairperson
12. Day and date
ASSIGNMENT
Delmont Kenya Ltd board of trustee held a meeting at their board room on Friday 20th January 2010 at
2.00 p.m. they were discussing on purchase of new irrigation system and employment of addations field
extension staff. Draft a minute of events, names of board members, matters arising and incoprporate on
A O B you own.
2425/303
AGRICULTURAL EXTENSION ND AGRICULTURAL
BUSINESS MANAGEMENT
OCT NOV 2004 TIME 3HRS
DIPLOMA IN AGRICULTURE MODULE III KNEC
SECTION A
Answer any two questions from this section
1. Explain the principles that govern programme planning in agricultural extension (12 marks)
b) Describe four ways that an extension worker would use to identify community needs.( 8 marks)
2. Describe the steps followed in programme planning in agricultural extension (14 marks)
Module III Page 26

b) Explain the following terms (6 marks)
a) Ascribed needs
b) Expressed felt needs
c) Calendar of work
3. Explain the need for planning a development programme (4 marks)
b) Highlight the reasons for evaluations in an extension programme (10 marks)
c) Explain the preparations prior to implementation stage of an extension programme (6 marks)
2425/303
FARM BUSINESS MANAGEMENT AND EXTENSION
JUNE/JULY 2005:TIME 3HOURS
SECTION B
Answer any two questions from these sections
1. Explain the importance of proper planning in agricultural extension (10 marks)
b) State the characteristics of a good extension programe (10 marks)
2. Discuss the principles of technical report writing (20 marks)
3. Explain the features of an article on extension agent would sound to a local newspaper for publication
concerning a successful activity in a given area (20 marks)
2425/303
FARM BUSINESS MANAGEMENT AND EXTENSION EDUCATION
OCT/NOV 2007 TIME 3 HOURS
SECTION B
Answer at least TWO questions from this section
1. Explain the factors considered when carrying out project appraisal (10 marks)
b) Explain the benefits of involving local participation in planning extension programs (10 marks)
2. Explain the importance of monitoring extension programs (10 marks)
Module III Page 27

b) Describe the characteristics of an extension programme (10 marks)
3. Discuss monitoring and evaluations activities on an extension programme (10 marks)
b) Outline the stages of report writing (10 marks)
4. Describe any four types of reports common in extension work (20 marks)
2425/303
OCT-NOV 2009 3 HOURS
SECTION B
1. Highlight the assumptions made during programme planning in extension (8 marks)
b) Enumerate the difference between ex-ante evaluation and ex-post evaluations (10 marks)
c) Distinguish a programme from a project (2 marks)
2. Outline the steps followed in writing a special report (10 marks)
b) Describe the procedure of implementing an extension programme (10 marks)
3. Explain the following terms as used in extension programmes
a) Goal
b) Purpose
c) Outputs
b) Describe the qualities of effective reports (10 marks)
2425/303
JUNE /JULY 2009
SECTION B
Module III Page 28

1. Differentiate formal and informal reports using the following criteria
a) Scope
b) Purpose
c) Readers
d) Reliability
e) Emphasis
b) Describe the categories of audience that a report writer should consider when compiling a report (10
marks)
2. Discuss characteristics of a good agricultural extension programme (15 marks)
b) Explain the scope of extension programme in agriculture (5 marks)
3. A certain constituency has been experiencing water shortage. The constituency development
committee has approved a programme to evaluate the constituents on rain water harvesting and
preservation develop a logical frame work matrix for the programme (20 marks)
2425/303
JUNE/JULY 2007 3 HOURS
DIPLOMA INAGRICLUTURE MODULE III KNEC
SECTION B
Answer at least TWO questions from this section
1. Explain the principles that govern extension programme planning (12 marks)
b) Explain the features of objectives in extension programmes (8 marks)
2. Discuss the use of key informers as TNA in extension programmes (10 marks)
b) Describe the steps involved in implementation an extension programme (10 marks)
3. Highlight the uses of technical reports (5 marks)
b) Explain the steps involved in planning extension programmes (15 marks)
4. Explain how extension programmes are evaluated (20 marks)
2425/303
Module III Page 29

JUNE/JULY 2008
SECTION B
Answer any TWO questions from this section
1. Explain the guiding principles of extension programme planning (20 marks)
2. Explain five problems that may hinder data collection for programmes planning (10 marks)
b) Outline the procedure for compiling a technical report (10 marks)
3. Explain five reasons for carrying out formal evaluations (10 marks)
b) Discuss programme evaluations (10 marks)
Module III Page 30

Technical Report Writing

Uploaded by

Copyright:

Available Formats

Technical Report Writing

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Technical Report Writing

Uploaded by

Copyright:

Available Formats

AGRICULTURAL EXTENSION AND PLANNING

TECHNICAL REPORT WRITING

IMPORTANCE OF TECHNICAL REPORTS

- Written to communicate information idea fasts

Reports are classified in two ways

1 ACCORDIONG TO THEIR NATURE

Module III Page 1

2. According subject matter

- They are detailed

- Equipment maintenance reports

Module III Page 2

- Commission after teachers strike

Module III Page 3

- Statements of research problem

ELEMENT OF AN EFFECTIVE PROJECT PROPOSAL

Module III Page 4

VI. Explain the technical terms used in the contact.

It also says whether the objectives of the project were met.

Module III Page 5

- Procedure for using equipments or chemicals

Are prepared as a matter of routine e.g

COMPONENTS OF A GOOD REPORT

A good report should have five major parts namely

- Title of the documents e.g. project proposal etc

Module III Page 6

- Name of the project location address. Telephone email etc

It is a statement of a compliment to a person, organization, institution that inspired you towards

“To my son Bryan and my daughter Brenda for being understanding”

KENYA NATIONAL EXAMINATION COUNCIL

Name and code Number of project --------------------------------------------------------------------------------------------

Module III Page 7

a) The report has to be completed and ready

The main parts of the body are

Module III Page 8

- Background information to the study

Advantages of a detailed literature review

SOURCES OF LITERATURE REVIEW

Module III Page 9

Data presentation and analysis

CONCLUSION AND RECOMMENDATION

Includes the followings

Module III Page 10

END OF REPORT FORMAT

- Erosion methods page 108

Irrigation – application of water on the farm for crops by artificial means.

SPECIAL TECHNIQUES IN REPORT WRITING

The use of the following in reports

Is the representation of information in a visual manner in order to conduce a lot of information in a

WHY USE ILLUSTRATIONS

Module III Page 11

- they are used to condense information in a small space

HOW TO PRODUCE EFFECTIVE ILLUSTARTIONS

- use an appropriate scale in maps and graphs

YEARS 2005 2006 2007 2008 2009

There are three types of graphs namely

Module III Page 12

There are three types namely

Theya re used to show steps in a given operation e.g. silage making

- a flow showing silage making process

A flow chart showing steps in coffee.