Introduction To Technical Report Writing

INTRODUCTION TO
TECHNICAL REPORT
WRITING
What is a Report?
• The word ‘report’ is derived from the Latin ‘reportare’ which means to carry
back (re = back + portare = to carry). A report, therefore, is a description of
an event carried back to someone who was not present on the scene.
• A report may be defined as a formal communication written for a specific
purpose, conveying reliable information to a well-defined audience in a
completely impartial and objective manner.
• A report is a communication from someone who has information, to
someone who wants to use that information.
• Thus in a broad sense, many memorandums, letters and news items are
reports.
Types of Report
• Report may be Oral or Written.
• An oral report is a piece of face-to-face communication about something seen or
observed i.e. tape recordings, news reporting.
• A written report is relatively more accurate and permanent to which the reader can skim
through it, or read the abstract or the conclusions or recommendations only repeatedly.
• Written reports are formal and informal in nature. Formal reports are informational,
interpretive or may just be a routine.
• An informational report contains only the data collected or the facts observed in an
organized form.
• An interpretive report contains facts but also includes an evaluation or interpretation or
analysis of data and the reporter’s conclusions. It may also have recommendations for
action.
Various types of report
Nature of report
• Reports may be for business purposes or descriptions of technical
products.
• A business report is defined as "organized, objective presentations of
observations, experiences, or facts used in the decision-making
process”.
• A technical report is a written statement of the facts of a situation,
project, process or test; how these facts were ascertained; their
significance; the conclusions that have been drawn from them; and
[in some cases] the recommendations that are being made.
Technical Report Writing
• Technical report writing is “writing that aims to get work done, to change people
by changing the way they do things”.
• The Society for Technical Communication says that technical writing is any item
of writing that includes one or more of these characteristics.
• Writing about technical or specialized topics, such as computer applications,
medical procedures, or environmental regulations.
• Writing by using technology, such as Web pages, help files, or social
• media sites.
• Providing instructions about how to do something, regardless of how technical
the task is or even if technology is used to create or distribute that
communication.
Nature of this course
• When an instructor prepares a list of absent students or an analysis of
an examination result, or when a technician fills in a form the
readings taken from a measurement instrument, he is writing a
report.
• But the types of reports we are interested in are those which
scientists, engineers, business executives and administrators have to
write as part of their duty.
• These relate either to the work they have done or to the activities of
the organizations they belong to.
Technical Report Writers or
Communicators
• Two different types of writers create technical communication—technical
communication professionals and those professionals who write as part of
their jobs.
• Professional technical communicators are hired to write the content that
companies need to explain their products or services, often to help
customers and technicians interact efficiently with the product or service.
• For instance, an engineer writing report to his division manager about the
progress of an action or issue; a dietitian could write a proposal to fund a
new low-fat breakfast program at a hospital; a packaging engineer may
offer a solution for an inefficient method of filling and boxing jars of
perfume.
Importance of Technical Report Writing
• Engineers perform Technical Writing to communicate pertinent information
that is needed by upper management to make intelligent decisions that will
effect a company’s future.
• Engineers spend 34 percent of their time writing on the job, E-mail takes up to
38 percent of their time.
• Many engineers spend between 1/3 and 1/2 of their work time engaged in
Technical Writing. Example: • Proposals • Regulations • Manuals • Procedures
• Requests • Technical Reports • Progress reports • Emails • Memos
• Thus the most critical skill required in today’s business world is the ability to
write formally because effective communication has a direct impact on one’s
potential within an organization.
Continue…
• Whenever a problem comes to notice or a need is felt to analyse a
situation or detailed information is required to take a decision, the
report writer comes into the picture.
• a report helps an executive perform his functions of planning and
evaluating men and material resources efficiently.
• Writing reports is a discipline which has an intrinsic value. It trains the
writer in ‘planned and orderly procedures and logical presentation of
ideas and information.
• Report writing develops the power of discrimination, organisation,
judgment and communication.
Purpose and style of Technical Report
Writing
• The major aim of technical writing is “Clear Communication”.
• A technical document must address following things:
• Clarity
• Accuracy
• Communication at the right level for the audience.
• Logic
• Format
• Consistency
• Brevity and complete-enough-explanations
• Reports vary in style, subject matter and presentation. Reports can be
classified on various parameters, such as:
• Presentation—oral and written reports
• Length—short and long reports
• Nature—informal and formal reports
• Purpose—informational and analytical reports
• Time Duration—routine/periodic and special reports
Traits of Technical Report Writing
• Technical Communication Is Audience Centered.
• Technical Communication Has Definite Purposes.
• Technical Communication Is Appropriate.
• Technical Communication Enhances Relationships.
Continue…
• Technical Communication Enables Readers to Act.
Continue…
• Technical Communication Occurs Within a Community.
Continue…
• Technical Communication Is Interactive

Introduction To Technical Report Writing

Uploaded by

Copyright:

Available Formats

Introduction To Technical Report Writing

Uploaded by

Document Information

Original Description:

Original Title

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

Introduction To Technical Report Writing

Uploaded by

Copyright:

Available Formats

INTRODUCTION TO

You might also like