WELCOME TO

MANDATORY
AND
NON-MANDATORY COURSE
MANDATORY AND NON‐MANDATORY COURSE

TECHNICAL REPORT WRITING

COURSE PRE‐EVALUATION

PRE - TEST
 TECHNICAL REPORT WRITING

INTRODUCTION TO COURSE
 INTRODUCTION TO COURSE

COURSE’S PURPOSE

• To Learn How To Write A Good Technical Report

COURSE’S TARGET

• TNB‘s Staffs In Grade TT11 or TT12

 INTRODUCTION TO COURSE (Continue)

COURSE OFFERS

• General Guidelines On Writing Technical Report;

• Explanation On Common Accepted Format For Technical
Report;
• Focusing On ‘Standard Model’ & Short Technical Report;
• Explanation On Purposes Of Individual Sections; &
• Gives Hints On How To Go About Drafting & Refining A
Report In Order To Produce An Accurate, Professional
Document
INTRODUCTION TO COURSE (Continue)

COURSE CONTENTS
 COURSE CONTENTS
1.0 INTRODUCTION
2.0 PURPOSE IN WRITING TECHNICAL REPORT
3.0 AUDIENCES OF TECHNICAL REPORT
4.0 TECHNICAL REPORTS
5.0 TYPE OF TECHNICAL REPORT
6.0 TYPICAL COMPONENT OR CONTENT OF
TECHNICAL REPORTS
7.0 GENERAL FORMAT OF TECHNICAL REPORT
8.0 TECHNICAL REPORT’S CONTENTS
9.0 REPORT’S LAYOUT
10.0 SHORT REPORTS - ROUTINE TECHNICAL
DOCUMENTS
INTRODUCTION TO COURSE (Continue)

COURSE’S SCHEDULE
 COURSE’S SCHEDULE

DAY 1
TIME 08.30 10.00 10.30 13.00 14.00 15.30 15.45
– – – – – – –
10.00 10.30 13.00 14.00 15.30 15.45 17.00

ACTIVITY Pre-Test Morning Topic 2–3 Lunch Topic 4–5 Evening Topic 6–7
Topic 1 Tea Exercise 1 Break Tea Exercise 2
Break Break

DAY 2
TIME 08.30 10.00 10.30 13.00 14.00 15.30 15.45
– – – – – – –
10.00 10.30 13.00 14.00 15.30 15.45 17.00

ACTIVITY Topic 8–9 Morning Topic 10 Lunch Topic 10 Evening TEST

Tea Exercise 3 Break Tea
Break Break
 2.0 REPORT WRITING

REPORT’S AUDIENCE
 REPORT’S AUDIENCE

“ Before You Write, Consider Your Audience By

Matching Your Report Content To Your Audience’s
Knowledge ”

FIRST THING BEFORE START WRITING, THINK ABOUT

 Who Will Read?
 What Their Needs?

Their Decisions May Base On The Report!

(To Be Continued)
 REPORT’S AUDIENCE (Continue)

DEFINITION OF AUDIENCE
 DEFINITION OF AUDIENCE

AUDIENCE
 An Audience Is A Group Of Readers Who Reads A
Particular Piece Of Writing

EXAMPLES OF AUDIENCE
 Your Superior, Colleague,
 Station Superintendent, President Of An
Organization,
 A Management Staff, Or Any Others
(To Be Continued)
 REPORT’S AUDIENCE (Continue)

TYPES OF AUDIENCE
 TYPES OF AUDIENCE (Continue)

TYPES OF AUDIENCE
Some Writer Categories Audience As
1. Technical
2. Non-Technical
Other Writer Categories Audience As
1. “Lay” Audience
2. “Managerial” Audience
3. “Experts” Audience
 REPORT’S AUDIENCE (Continue)

EVALUATION ON AUDIENCE
 EVALUATION ON AUDIENCE

BEFORE START WRITING, THINK ABOUT YOUR

AUDIENCE BY CONSIDERING;

 Who They Are (Age, Sex, Education)

 Level Of Information About Subject (Novice,
General Reader, Specialist Or Expert)
 Context In Which They find For Info (Newspaper,
Textbook, Journal, On Internet)
 REPORT’S AUDIENCE (Continue)

HOW TO MAKE AUDIENCE

UNDERSTAND
 HOW TO MAKE AUDIENCE UNDERSTAND (Continue)

MAKE YOUR AUDIENCE UNDERSTAND YOUR

TERMINOLOGY USED BY;
 Aiming For Simpler Approach, Concise Writing
Style And Easy To Read.
 Explaining All Terminology used
WHEN YOU WRITE TO DIFFERENT AUDIENCES,
ADJUST;
 How We Say To
 The Included Information
(To Be Continued)
 3.0 REPORT WRITING

PURPOSE OF WRITING
 PURPOSE OF WRITING

SECOND THING BEFORE START WRITING,

THINK ABOUT
• Why Am I Writing?
• What Is My Goal Or My Purpose For
Writing?
 PURPOSE OF WRITING (Continue)

DEFINITION OF PURPOSE
 DEFINITION OF PURPOSE (Continue)

PURPOSE
• Aim Or Goal Of The Writer Or Written Product
• Reason Why You Are Writing

OVERALL OR LONG-RANGE PURPOSE

• To Convey Information Successfully To A Particular
Audience Or Reader

(To Be Continued)
 PURPOSE OF WRITING (Continue)

TYPES OF PURPOSE
 TYPES OF PURPOSE (Continue)

TYPES OF PURPOSE

1. Informational Purpose - Frequently Used To Make

Decisions

Example : Technical Information Letter (TIL)

2. Instructional Purpose - Frequently Used As A Guidelines

Example : Instruction Manuals

(To Be Continued)
 PURPOSE OF WRITING (Continue)

EXAMPLES OF PURPOSE
 EXAMPLES OF PURPOSE (Continue)

EXAMPLES
• To List Down What Need To Buy Or Activities
• To Describe A Chemistry Experiment Or Project
• To List To Explore, Inform Or Explain An Idea
• To Argue For Or Against An Idea In Evaluating
Problems
• To discuss In Problem Solving

(To Be Continued)
 PURPOSE OF WRITING (Continue)

HOW WRITING PURPOSES

WILL HELP YOU
 HOW PURPOSE WILL HELP YOU (Continue)

FOCUSING IN PURPOSES YOU WRITE WILL HELP YOU IN

TERMS OF;
• What Form To Choose
• How To Organize The Writing
• What Kinds Of Facts To Refer To
• How Formal Or Informal The Style Should Be
• How Much Details To Write

(To Be Continued)
 PURPOSE OF WRITING (Continue)

WRITING STRATEGY
 DEFINITION AND STRATEGIES (Continue)

WRITING STRATEGY Is A Means Of Achieving The

Purpose In Writing.

YOUR PURPOSES IN WRITING WILL BE MUCH

CLEARER BY USING RIGHT

• Writing Form (List, Report etc)

• Style And Types Of Data
• Format; Using Definitions, Examples, Descriptions,
Analysis
 4.0 REPORT WRITING

TECHNICAL REPORTS
 TECHNICAL REPORTS

REPORTS
• Many Report Types Categories As Technical Reports
Which Include Various Types Of "Technical" Information;
Information Need To Convey To Audience

EXAMPLES

• If You Want To Inform Your Supervisor Why A Design Or

Piece Of Equipment Failed; You Can Write A Failure
Analysis Report.
• If You Want To Propose About Design You Create; You
Can Write A Design Report Proposal.
 TECHNICAL REPORT

DEFINITION OF TECHNICAL
REPORT
 DEFINITION OF TECHNICAL REPORT

Technical Report Is Strict Formatted Report

Which Presents Facts & Conclusions About
Designs Or Other Projects Using Research About
Technical Concepts As Well As Graphical
Depictions Of Designs And Data
 5.0 TECHNICAL REPORT

TYPES OF TECHNICAL REPORT

 TYPES OF TECHNICAL REPORT

REPORT TYPES
1. Research Findings / Primary Research
2. Technical Background / Technical Information
3. Technical Specifications
4. Technical Evaluation / Feasibility
5. Technical Recommendation
6. Evaluation, Feasibility And Recommendation
(Combination)
(To Be Continued)
 TYPES OF TECHNICAL REPORT (Continue)

REPORT TYPES
7. Report-Length Proposal / Documentation Proposal
8. Technical Manuals And Instructions
9. Organizational Policies And Procedures.
10. Business Prospectus
11. Business Plan

(To Be Continued)
 TECHNICAL REPORT

REPORT’S CONTENTS
 REPORT’S CONTENTS

1. RESEARCH FINDINGS / PRIMARY RESEARCH

 Refers Actual Work Done To Gather Information In
Lab Or At Site
 Presents Simple / Detail Recording / Collected
Data, Draw Implications And Conclusions, Method /
Methodology Explanation, Equipment / Facilities
Description, Background On Problems / Issues,
Findings And Interpretation, Research / Survey
(To Be Continued)
 REPORT’S CONTENTS (Continue)

TECHNICAL BACKGROUND / INFORMATION

 Focuses / Provides Technically On Topic And
Background For Specific Set Of Audiences For
Specific Needs
 Can Be So Complicated, Detail Or Just Simple
Technical Report For Information
(To Be Continued)
 REPORT’S CONTENTS (Continue)

TECHNICAL SPECIFICATION
 Consist Of Descriptions & Discussion Of
Construction, Materials, Functions, Features, Uses
And Workings (Operational Details) Of New
Product Such As Tool Or Equipment Being Design
In Or Recommended To Be Bought
 Not Much In Writing But Can Be Written A More
High-Level Version
 Concentrate On Graphics, Data In Tables & Lists,
Illustrations.
(To Be Continued)
 REPORT’S CONTENTS (Continue)

TECHNICAL EVALUATION / FEASIBILITY REPORTS

 Presents / Studies Technical Information Whether
Project / Equipment Practically & Technologically
Possible In Terms Of Its Worth Or Value

(To Be Continued)
 REPORT’S CONTENTS (Continue)

TECHNICAL RECOMMENDATION
 Compares Two Or More Alternatives &
Recommends One (Or, If Necessary, None).
 Builds On Evaluation & Feasibility Reports & Comes
To Specific Recommendations To Help Decision-
Maker Adopt The Best Solution

(To Be Continued)
 REPORT’S CONTENTS (Continue)

EVALUATION, FEASIBILITY & RECOMMENDATION

(COMBINATION)
 Combines Evaluation, Feasibility &
Recommendation Report
 Compare Several Options Against Set Of
Requirements & Recommend One; Considers An
Idea (Plan, Project) In Terms Of "Feasibility," In
Terms Of Combination Of Technical, Economical,
Social Practicality Or Possibility; Passes Judgment
On The Worth Or Value Of Something
(To Be Continued)
 REPORT’S CONTENTS (Continue)

DOCUMENTATION PROPOSAL
 A Proposal With Most Of Characteristics Of A
Proposal, With Additional Characteristics That
Enable To Achieve Primary Objective - Getting
Contract Or Getting Approval To Do Project
Internal - Within Company, To Write Proposals To
Establish The Need For New Equipments / Tools
External - External Company, To write proposals to get
contracts For Service / Supply
(To Be Continued)
 REPORT’S CONTENTS (Continue)

TECHNICAL MANUALS & INSTRUCTIONS

 How-To Documents - Step-By-Step Procedures,
Understandable To Follow
 Emphasis On Using Appliances, Equipment /
Programs (Disassembling, Assembling /
Reassembling, Operating, & Repairing Things)
 Can Use Few Smaller Segment Rather than Long
Paragraph

(To Be Continued)
 6.0 TECHNICAL REPORT

EXAMPLES OF REPORT’S
TYPICAL COMPONENTS
 REPORT’S COMPONENTS

1. RESEARCH FINDINGS / PRIMARY RESEARCH

1. Introduction
2. Problem, Background
3. Purpose, Objectives, Scope
4. Review Of Literature
5. Materials, Equipment, Facilities
6. Theory, Methods, Procedures
7. Results, Findings, Data
8. Discussion, Conclusions, Recommendations
9. Bibliography
(To Be Continued)
 REPORT’S COMPONENTS (Continue)

2. TECHNICAL BACKGROUND / TECHNICAL INFORMATION

1. Definitions 8. Comparisons

2. Causes 9. Applications

3. Effects 10. Advantages & Disadvantages

4. Types 11. Economic Considerations

5. Historical Background 12. Social, Political, Legal, Ethical Implications

6. Processes 13. Problems, Questions

7. Descriptions 14. Solutions, Answers

(To Be Continued)
 Institut Latihan TNB
(ILSAS)

REPORT’S COMPONENTS (Continue)

3. TECHNICAL SPECIFICATIONS
1. General Description
2. Part-By-Part Description
3. General-To-Specific Order
4. Graphics, Tables (Or Lists)

(To Be Continued)
 REPORT’S COMPONENTS (Continue)

4. DOCUMENTATION PROPOSALS
1. Introduction 7. Development And Media Tools

2. Project Description And 8. Physical Details Of The Proposed

Scope Documentation
3. Documentation Objectives 9. Development Process And Schedule

4. Audience Description 10. Documentation Team Members

5. Task Description 11. Projected Costs

6. Documentation Outline 12. Conclusion

(To Be Continued)
7.0 TECHNICAL REPORT WRITING

TECHNICAL REPORT’S
GENERAL FORMAT
 GENERAL FORMAT

WHY USE FORMAT?

Majority Of Audience May Not Read Entire Report In One
Reading. Therefore;
 Specific Format Allows Readers To Quickly Locate
Information Needed By Sections / Headings
 Requirement On Specific Sections Is Easy To Use
(Either To Include If Necessary Or Exclude If Not
Necessary)
(To Be Continued)
 GENERAL FORMAT (Continue)

Reports Must Have A Logical Structure. Logical

Structure;
 Means Natural Unfolding Of Story As Reader
Progresses Through Document, i.e. From General
To Specific Background Material Preceeding
Technical Expose, Which Should Lead Logically To
Conclusions.

(To Be Continued)
 GENERAL FORMAT (Continue)

LOGICAL STRUCTURE
INTRODUCTION

BACKGROUND AND CONTEXT

TECHNICAL DETAIL

RESULTS

DISCUSSION AND CONCLUSIONS

 GENERAL FORMAT (Continue)

‘STANDARD MODEL’
 ‘STANDARD MODEL’

‘STANDARD MODEL’

The ‘Standard Model’ Of Report Writing Is A Style And

Structure That Has Been Widely Used

(To Be Continued)
 ‘STANDARD MODEL’

MAIN FEATURES
 MAIN FEATURES

 1st Major Section Is An Introduction; Last Is A

Conclusion. Conclusion Answers Questions Posed --
Explicitly Or Otherwise -- In Introduction
 Factual Material & Measurements Kept Separate
From Opinion & Interpretation, In Different
Chapters Or Sections
 Use Formal & Rather Impersonal Language
 Refers Extensively To Work Of Other Individuals
 Sections Of Report Numbered
(To Be Continued)
 ‘STANDARD MODEL’

REQUIRED SECTIONS
 REQUIRED SECTIONS

‘Standard Model’ Reports May Contain;

 ‘Abstract’ Or ‘Summary’
 ‘Acknowledgements’
 ‘Introduction’
 ‘Objectives’
 ‘Theory’
 ‘Method’ Or ‘Methodology’ Or ‘Procedures’
 ‘Results’
 ‘Discussion’ Or ‘Interpretation’
(To Be Continued)
 REQUIRED SECTIONS (Continue)

9. ‘Conclusion’
10. ‘Recommendations’
11. ‘References’ And/Or ‘Bibliography’
12. ‘Appendices’

‘Standard Model’ Report May Also Contain;

 Table Of Contents,
 List Of Abbreviations & Technical Terms, An Index
In Lengthy Document
 ‘STANDARD MODEL’

WHEN AND WHY TO USE

 WHEN AND WHY TO USE

WHEN TO USE ‘STANDARD’ MODEL?

 Always Use ‘Standard Model’ Unless It Will Be
Barrier Rather Than Help

WHY?
1. Reader Will Know What To Expect Each Section,
Quick Referring
2. Find Clear Section Divisions Useful In Understanding
3. Help New Writer Thoughts When Writing
 TECHNICAL REPORTS

ALTERNATIVES TO
STANDARD MODEL
 ALTERNATIVES TO STANDARD MODEL

A Few Suggestions Of Other Ways To Organize A

Technical Report;

1. The `Segmented' Standard Model

2. The `Assertion' Model
3. The `Conclusion First' Model
4. The `Topic' Model
8.0 TECHNICAL REPORT WRITING

TECHNICAL REPORT’S
CONTENTS
 TECHNICAL REPORT’S CONTENTS

TECHNICAL REPORT CONTAINS OF

1. Transmittal Letter
2. Title Page
3. Abstract Or Summary
4. Executive Summary
5. Table Of Contents
6. Report’s Body
7. References And Bibliography
8. Acknowledgement
TECHNICAL REPORT’S CONTENTS

REPORT’S CONTENTS
DETAILS
 REPORT CONTENT’S DETAILS

TITLE PAGE

 Title Page - Identifying Report; Consisting Only

Words That Contribute Directly To Paper's Subject
 Should Be Descriptive, Accurate & Concrete Clear
 No Filler & Includes Few Abbreviations / Acronyms;
Surely Complete But Not Excessive

(To Be Continued)
 REPORT CONTENT’S DETAILS (Continue)

ABSTRACT OR SUMMARY

Good Abstracts Have

 Introduction
 Summarize Specific Nature Of Investigation
 Identify Rationale Behind Investigation
 Present Important Findings & Most Significant Overall
Data
 Briefly Interpret Pertinent Findings
 Brief Conclusion & Recommendation
(To Be Continued)
 REPORT CONTENT’S DETAILS (Continue)

EXECUTIVE SUMMARY
 A Short Version & Guide To Report That Written For
Readers Who Do Not Have Time To Read Entire Report
 Should Provide Information Such As Indicate Scope &
Main Results & Conclusions, Not Just Description Of
Report
 Must Be Clear, Logic & Understandable Without The Rest
Of Report
 Some Reports Only Include An Abstract While Others
Include An Executive Summary
(To Be Continued)
 REPORT CONTENT’S DETAILS (Continue)

TABLE OF CONTENTS - CONTENTS’ LIST

 Place In Document Where Overall Structure Can Be

Examined
 Level Of Detail Should Go Down To Sub Subsections,
Where Final Level Contains One Key Idea
 Good Table Of Contents Distinguishes Headings From
Subheadings & Aligns These With Appropriate Page
Numbers
 Pay Attention To Capitalization, Spacing & Indentation
(To Be Continued)
 REPORT CONTENT’S DETAILS (Continue)

REPORT’S BODY

 Presents An Introduction, Various Other Sections,

Depending On Topic & Conclusion, Including Text,
Graphics & Lists

(To Be Continued)
 REPORT CONTENT’S DETAILS (Continue)

REPORT’S BODY CONTENTS

 REPORT’S BODY CONTENTS
REPORT’S BODY CONTAINS OF
1. Introduction
2. Theoretical Background
3. Objective
4. Theory Including Equation (If Any)
5. Experimental, Methods Or Procedures
6. Results And Findings
7. Discussions
8. Conclusion
9. Recommendations
 REPORT’S BODY CONTENTS (Continue)

REPORT’S BODY CONTENT

DETAILS
 DETAILS OF REPORT’S BODY (Continue)

INTRODUCTION
 Presents About Context, Sets Out What Report Is About &
What Its Role Related To Other Work In Field
 In Experiments, - Summarize Other Related Experiments &
Show How Work To Be Described, Extends Or Supersedes
Earlier Studies
 In Development - Set Out What Purpose Of Development,
Who Will Benefit & How Will Be Used
 In Review - State Scope Of Report
 In Investigation - State Clearly What Investigators Set Out
To Find
(To Be Continued)
 DETAILS OF REPORT’S BODY (Continue)

THEORETICAL BACKGROUND
 Refer To Type Of Technical Report - Technical
Background Report Or Technical Information Report
OBJECTIVE
 States What Work Being Reported Was Expected To
Achieve, Why It Was Undertaken & At Whose
Initiation Usually Preferably At End Of Introduction
(To Be Continued)
 DETAILS OF REPORT’S BODY (Continue)

THEORY / EQUATION
 Describes Any Background Theory Needed For The
Reader To Understand The Report
 Usually Found Only In Reports That Use
Mathematics Such As Equations That The Typical
Reader Cannot Be Expected To Know In Advance

(To Be Continued)
 DETAILS OF REPORT’S BODY (Continue)

EXPERIMENTAL / METHOD / PROCEDURE

 To Summarize WHAT, HOW & WHY Behind Specific

Experiment Or Inspection, With Particular Emphasis
On WHAT & HOW So That Others Can Follow
 Includes A Description Of Relevant Apparatus &
Materials Used, Any Particular Problems That Had
To Be Overcome, Photographs & Diagrams Could
Be Used To Clarify
(To Be Continued)
 DETAILS OF REPORT’S BODY (Continue)

RESULTS OR FINDINGS

 Must Easily To Find In Order To Interpret Them

 Directly Present Results Or Findings Of Experiment
Or Inspections, Usually With Minimal Discussion
 Enlightening With Use Of Tables, Graphs & Figures
 Usually Given As Plainly As Possible & Without Any
Comment
(To Be Continued)
 DETAILS OF REPORT’S BODY (Continue)

DISCUSSION
 Combined With "Results Or Findings" Into One
"Results/Findings & Discussion" Section
 Provides Interpretation Of Results Or Findings, Compares
With Other Published Findings Or Manuals & Points Out Any
Potential Shortcomings In Work
 Place Where Writer Allows To Be Less Objective Than Usual -
Acceptable To Mention Opinions, & Speculate Slightly About
Significance Of Work
 If Findings Are Unusual Or Odds With Other People's
Conclusions - Explain Why This Might Be
(To Be Continued)
 DETAILS OF REPORT’S BODY (Continue)

CONCLUSIONS
Conclusions Must Conclude!

 Presents Exact Conclusions Related To Objectives,

Gives Overall Findings Of Study & Not Summary
 Question – Do The Conclusions Follow From The Body
Of The Report?
 Going Back To Big Picture Provided By Introduction,
Put Conclusions Into That Picture, Even Suggesting
Where More Work Is Needed
(To Be Continued)
 DETAILS OF REPORT’S BODY (Continue)

RECOMMENDATIONS

 Includes Any Advice Wishes To Offer Or

Suggestions Of Further Work Which Seems
Reasonable
 REPORT CONTENT’S DETAILS (Continue)

REFERENCES AND BIBLIOGRAPHY

 To Allow Reader To Follow Up The Work Or

Checking That Drawn Conclusions Really Follow The
Source
 Give Enough Detail For Reader Be Able To Follow
Up The References

(To Be Continued)
 REPORT CONTENT’S DETAILS (Continue)

‘REFERENCES’ VS ‘BIBLIOGRAPHY’

‘BIBLIOGRAPHY’ - Set Of Publications (Not Be Cited

Explicitly In Text)That Writers Referred To In A
General Sense In Writing Report Or Carrying Out
Described Work

‘REFERENCES’ - Given In Support Of Some Specific

Assertion & Always Mentioned Explicitly In The Text
(To Be Continued)
 REPORT CONTENT’S DETAILS (Continue)

ACKNOWLEDGEMENTS

 Brief Note Of Thanks (If Appropriate) To Those

Individual People Or Institution Who Have
Contributed Or Helped Directly In The Work /
Report Through Financial Support, Technical
Assistance Or Critique
9.0 TECHNICAL REPORT WRITING

TECHNICAL REPORT’S
LAYOUT
 TECHNICAL REPORT’S LAYOUT

‘LAYOUT’ Refers To The Presentation Format That The

Report Should Follow, Usually Dictated By Company
Guidelines Or Regulations

WHY ADOPT STANDARD LAY-OUT?

 Ensures A Consistent "Look & Feel" & Maintains

Corporate Identity
 Ensures That Contents Are Not Destroyed
(To Be Continued)
 TECHNICAL REPORT’S LAYOUT (Continue)

TIPS - Recommended Guidelines & Layout Of Page

 Margin: All Margins At Least 2.54 cm
 Text Font: 12 Point Times-Roman Or Times-New-Roman.
Use Of Different Font Sizes, Bold, Italic And Underline
Where Appropriate
 Line Spacing: 1.5 Lines Or Double-Spaced
 Script : Single Sided, White A4 Paper, Should Be Typed,
Hand Written Or Dot-Matrix Printed Reports Not Acceptable
 Page Numbers : Title, Summary & Contents Pages Not
Numbered. Number All Other Pages Starting 1
10.0 TECHNICAL REPORT WRITING

SHORT REPORTS - ROUTINE

TECHNICAL DOCUMENTS
 SHORT REPORTS

 Used & Demanded By Business & Industry

 May Be Proposals, Progress Reports, Trip Reports,
Completion Reports, Investigation Reports,
Feasibility Studies, Or Evaluation Reports
 Diverse In Focus, Aim & Differ In Structure
 Same Goal - To Communicate To An Audience

(To Be Continued)
 SHORT REPORTS (Continue)

EXAMPLE OF SHORT TECHNICAL REPORTS

1. Purchase Recommendation
2. Recommendation And Feasibility Reports
3. Mechanism Description
4. Process Description
5. Progress Report

(To Be Continued)
 SHORT REPORTS (Continue)

PROGRESS REPORT
 PROGRESS REPORTS

 To Inform A Supervisor, Associate, Or Customer

About Progress Made On Project Over Certain
Period Of Time
 Project Can Be Design, Construction, Or Repair Of
Something, Study Or Research Of Problem Or
Question, Or Gathering Of Information On Technical
Subject

(To Be Continued)
 PROGRESS REPORTS (Continue)

EXPLANATION IN PROGRESS REPORTS

 How Much Of The Work Is Complete

 What Part Of The Work Is Currently In Progress
 What Work Remains To Be Done
 What Problems Or Unexpected Things, If Any, Have
Arisen
 How The Project Is Going In General
(To Be Continued)
 PROGRESS REPORTS (Continue)

IMPORTANT FUNCTIONS IN PROGRESS REPORTS

 Reassure Recipients That Work Progressing Smoothly &
Will Be Completed By The Expected Date
 Provide Recipients With Brief Look At Some Of Findings Or
Some Of Work Of Project
 Give Recipients Chance To Evaluate Work On Project & To
Request Changes
 Give Chance To Discuss Problems In The Project & Thus To
Forewarn Recipients
 Force To Establish Work Schedule So That Project
Completed On Time
(To Be Continued)
 PROGRESS REPORTS (Continue)

TIMING AND FORMAT OF PROGRESS REPORTS

Timing – Depending On Project Duration

 May Be 3 Long Progress Reports, 1 After 3, 6 & 9 Months For
Long Duration Project Or Everyday For Short Duration Project

Forms Of Progress Report

 Memo - Short, Informal Report To Someone Within Organization
 Letter - Short, Informal Report Sent To Someone Outside
Organization
 Formal Report - Long, Formal Report Sent To Someone Outside
Organization
(To Be Continued)
 PROGRESS REPORTS (Continue)

TIME PERIODS

A Progress Report Usually Summarizes Work Within Each

Of The Following;
 Work Accomplished In The Preceding Period(s)
 Work Currently Being Performed
 Work Planned For The Next Period(s)

(To Be Continued)
 PROGRESS REPORTS (Continue)

PROJECT TASKS
Practically Every Project Breaks Down Into Individual
Tasks, Example:
Project Individual Tasks

Writing A Report Studying The Assignment

Selecting A Topic

Identifying The Audience Of The Report

Narrowing The Topic

Developing A Rough Outline

(To Be Continued)
 PROGRESS REPORTS (Continue)

REPORT TOPICS
Progress Report Can Also Be Organized According To Work
Done On Sections Of Final Report.

For Each Of These Topics, Explain;

1. The Work You Have Done
2. The Work You Are Currently Doing
3. The Work You Have Planned
(To Be Continued)
 PROGRESS REPORTS (Continue)

ORGANIZATIONAL PATTERNS
 To Report Information In Progress Report, Combine
Two Of These Organizational Strategies; Time
Periods, Project Tasks & Report Topics

(To Be Continued)
 PROGRESS REPORTS (Continue)

ORGANIZATIONAL PATTERNS
Progress report A
Example 1 Task 1 Work completed
Current work
Planned work
Task 2 Work completed
Current work
Planned work
Task 3 Work completed
Current work
Planned work (To Be Continued)
 PROGRESS REPORTS (Continue)

ORGANIZATIONAL PATTERNS
Progress report B
Example 2 Work completed Task 1
Task 2
Task 3
Current work Task 1
Task 2
Task 3
Planned work Task 1
Task 2
Task 3 (To Be Continued)
 PROGRESS REPORTS (Continue)

ORGANIZATIONAL PATTERNS
Progress report C
Example 3 Topic 1 Work completed
Current work
Planned work
Topic 2 Work completed
Current work
Planned work
Topic 3 Work completed
Current work
Planned work (To Be Continued)
 PROGRESS REPORTS (Continue)

OTHER PARTS OF PROGRESS REPORTS

Progress Report Also Need

1. An Introduction That Reviews The History Of The
Project's Beginnings As Well As The Purpose And
Scope Of The Work,
2. A Detailed Description Of Your Project, And
3. An Overall Appraisal Of The Project To Date, Which
Usually Acts As The Conclusion.
(To Be Continued)
 PROGRESS REPORTS (Continue)

INTRODUCTION
The Introduction Can Contain The Following:
 Purpose Of The Project
 Specific Objectives Of The Project
 Scope, Or Limits, Of The Project
 Date Project Began; Date Project Scheduled To Be Completed
 People Or Organization Working On Project
 People Or Organization For Whom Project Is Being Done
 Overview Of Contents Of The Progress Report
(To Be Continued)
 PROGRESS REPORTS (Continue)

PROJECT DESCRIPTION

In Most Progress Reports, Include A Project Description

To Review The Details Of Your Project For The
Recipients

(To Be Continued)
 PROGRESS REPORTS (Continue)

CONCLUSION

The Final Paragraph Or Section Usually Reassures

Audiences That All Is Going Well And On Schedule. It
Can Also Alert Recipients To Unexpected Changes Or
Problems In The Project

(To Be Continued)
 PROGRESS REPORTS (Continue)

REVISION CHECKLIST FOR PROGRESS REPORTS

Reread And Revise Progress Report, Watch Out For

Problems Such As;
1. Make Sure Use The Right Format
2. Write A Good Introduction
3. Make Sure To Include Description Of Final Report
Project

(To Be Continued)
 PROGRESS REPORTS (Continue)

REVISION CHECKLIST FOR PROGRESS REPORTS

4. Use One Or A Combination Of Organizational

Patterns In Discussion Of Work On Final Report
5. Use Headings To Mark Off Different Parts Of
Progress Report, Particularly Different Parts Of
Summary Of Work Done On Project
6. Use Lists As Appropriate.
7. Provide Specific Data & Text
(To Be Continued)
 PROGRESS REPORTS (Continue)

REVISION CHECKLIST FOR PROGRESS REPORTS

8. Be Sure & Address Progress Report To The Real Or

Realistic Audience
9. Assume There Will Non-Specialist Reading Progress
Report. But Don't Avoid Discussion Of Technical
Aspects Of The Project-Just Bring Them Down To A
Level That Non-Specialists Can Understand.
 TECHNICAL REPORT WRITING

END OF PRESENTATION -
QUESTIONS AND ANSWERS
TECHNICAL REPORT WRITING

THANK YOU
TECHNICAL REPORT WRITING

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