Unit 5 Lecture Note

UNIT 5
TECHNICAL REPORT WRITING

Objective:
The essence of this unit is to learn about the various types of technical reports, their
functions and the steps required in a writing technical reports.
INTRODUCTION:
A technical report is the normal culmination of an experiment. A brilliant experiment may
be conceived, performed and analysed, but if it is not communicated it may as well never
have been done.
What is Technical Report?

A technical report is a document that describes the process, progress or results of a
technical or scientific research. It is a formal report designed to convey technical
information. It might also include recommendations and conclusions of the research. Unlike
other scientific literature such as scientific journals and the proceedings of some academia
conferences, technical reports rarely undergo comprehensive independent peer review
before publication.
Types of Technical Reports

1. Technical Background Report:
This type of technical report provides background on a topic for example, solar
energy, global warming, CD ROM technology etc. The information on the topic is not
just for anybody who might be interested in the topic, but for some individuals or
group that has specific needs for it and is even willing to pay for that information.
2. Feasibility and Evaluation Reports:

A feasibility report tells whether a project is feasible, that is, whether it is practical
and technologically possible. It answers the question “should we implement Plan X?”
An evaluation or assessment report studies something in terms of its worth or value
for example, a college might investigate the feasibility of giving every student an
email address and putting many of the college functions online. The same college
might also seek recommendations on the best hardware and software to use.
3. Recommendation:
A recommendation report compares two or more alternatives and recommends one
or if necessary, none.
4. Primary Research Report:

This refers to the actual work someone does in a laboratory or in the field – n other
words, experiments and surveys. This type of report is commonly called “Lab
Report”. In this type of report you not only present your data and draw conclusions
about it, but also explain your methodology, describing the equipment and facilities
you used and give some background on the problem.
5. Technical Specifications:
In this type of report, you discuss some new product design in terms of its
construction, materials, functions, features, operation, and market potentials.
6. Technical Proposals/Business Plans:

These are proposals for starting a new business. It consists of a formal statement of
the business goals and the plan for achieving them.
7. Policies and Procedures for Organizations:

These documents contain rules and regulations for both the organization and its
members.
TECHNICAL REPORT STRUCTURE

A technical report should contain the following sections;
Section Details
Title Page Must include the title of the report. Reports for assessment,
where the word length has been specified, will often also require
the summary word count and the main text word count
Summary A short summary of the whole report including important
features, results and conclusions
Contents Numbers and lists all section and subsection headings with page
Numbers
Introduction States the objectives of the report and comments on the way the
topic of the report is to be treated. Leads straight into the report
itself.
Body of the Report Divided into numbered and headed sections. These sections
separate the different main ideas in a logical order
Conclusions A short, logical summing up of the theme(s) developed in the

main text
References Details of published sources of material referred to or quoted in
the text (including any lecture notes and URL addresses of any
websites used)
Bibliography Other published sources of material, including websites, not
referred to in the text but useful for background or further
reading.
Acknowledgements List of people who helped you research or prepare the report,
including your proofreaders
Appendices (if Any further material which is essential for full understanding of
appropriate) your report (e.g. large scale diagrams, computer code, raw data,
specifications) but not required by a casual reader
STEPS TO WRITING A TECHNICAL REPORT
1. Decide on the Terms of Reference:
To decide on the terms of reference for your report, read your instructions and any other
information you've been given about the report, and think about the purpose of the report:
 What is it about?
 What exactly is needed?
 Why is it needed?
 When do I need to do it?
 Who is it for, or who is it aimed at?
This will help you draft your Terms of reference.
2. Decide on the Procedure:
This means planning your investigation or research, and how you'll write the report. Ask
yourself:
 What information do I need?

 Do I need to do any background reading?
 What articles or documents do I need?
 Do I need to contact the library for assistance?
 Do I need to interview or observe people?
 Do I have to record data?
 How will I go about this?
Answering these questions will help you draft the procedure section of your report, which
outlines the steps you've taken to carry out the investigation.
3. Find the Information
The next step is to find the information you need for your report. To do this you may need
to read written material, observe people or activities, and/or talk to people.
Make sure the information you find is relevant and appropriate. Check the assessment
requirements and guidelines and the marking schedule to make sure you're on the right
track. If you're not sure how the marks will be assigned contact your lecturer.
What you find out will form the basis, or main body, of your report – the findings.
4. Decide on the Structure
Reports generally have a similar structure, but some details may differ. How they differ
usually depends on:
 The type of report – if it is a research report, laboratory report, business report,

investigative report, etc.
 How formal the report has to be?
 The length of the report.
Depending on the type of report, the structure can include:
 A title page.
 Executive summary.
 Contents.
 An introduction.
 Terms of reference.
 Procedure.
 Findings.
 Conclusions.
 Recommendations.
 References/Bibliography.
 Appendices.
 The sections, of a report usually have headings and subheadings, which are usually
numbered
5. Draft the first part of your report
Once you have your structure, write down the headings and start to fill these in with the
information you have gathered so far. By now you should be able to draft the terms of
reference, procedure and findings, and start to work out what will go in the report’s
appendix.
Findings: The findings are result of your reading, observations, interviews and investigation.
They form the basis of your report. Depending on the type of report you are writing, you
may also wish to include photos, tables or graphs to make your report more readable
and/or easier to follow.
6. Analyse your findings and draw conclusions
The conclusion is where you analyse your findings and interpret what you have found. To do
this, read through your findings and ask yourself:
 What have I found?

 What's significant or important about my findings?
 What do my findings suggest?
For example, your conclusion may describe how the information you collected explains why
the situation occurred, what this means for the organisation, and what will happen if the
situation continues (or doesn't continue).
Don’t include any new information in the conclusion.

7. Make Recommendations
Recommendations are what you think the solution to the problem is and/or what you think
should happen next. To help you decide what to recommend:
 Reread your findings and conclusions.

 Think about what you want the person who asked for the report should to do or not
do; what actions should they carry out?
 Check that your recommendations are practical and are based logically on your
conclusions.
 Ensure you include enough detail for the reader to know what needs to be done and
who should do it.
Your recommendations should be written as a numbered list, and ordered from most to
least important.
8. Draft the Executive Summary and Table of Content
Some reports require an executive summary and/or list of contents. Even though these two
sections come near the beginning of the report you won't be able to do them until you have
finished it, and have your structure and recommendations finalised.
An executive summary is usually about 100 words long. It tells the readers what the report
is about, and summarise the recommendations.
9. Compile a Reference List
This is a list of all the sources you've referred to in the report and uses APA referencing.
APA referencing is the abbreviation of the American Psychological Association referencing. It

is based on the style of academic writing favoured by the APA. It uses a reference list and in-
text citations to acknowledge and identify sources.
10. Revise your Draft Report using a Checklist
It is always important to revise your work. Things you need to check are as follows:
 Check the assignment question, the instructions/guidelines and the marking

schedule to make sure.
 Check that the required sections are included, and are in the correct order.
 Check that your information is accurate, with no gaps.
 Check if the information your provided support your conclusions and
recommendations mostly if your argument is logical.
 Check that all terms, symbols and abbreviations used have been explained.
 Check that any diagrams, tables, graphs and illustrations are numbered and labelled.
 Check that the formatting is correct, including your numbering, headings, are
consistent throughout the report.
 Check that the report reads well, and your writing is as clear and effective as
possible.
You might need to prepare several drafts before you are satisfied. If possible, get someone
else to check your report.
COURSE TERM PAPER PROJECT (10 Marks)

Write a term paper on the causes and probable solution to building collapse in the Niger
Delta region.
REFERENCES FOR UNIT 5
1. www.tu-
chemnitz.de/phil/english/sections/linguist/independent/kursmaterialien/TechComm
/acchtml/techreps.html
2. Technical Communication by Mike Markel 11 Edition Bedford/St Martin’s 2015.
3. www.openpolytechnic.ac.nz/current-students/study-tips-and-
techniques/assignments/how-to-write-a-report/
4.

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UNIT 5

TECHNICAL REPORT WRITING

What is Technical Report?

Types of Technical Reports

2. Feasibility and Evaluation Reports:

4. Primary Research Report:

6. Technical Proposals/Business Plans:

7. Policies and Procedures for Organizations:

TECHNICAL REPORT STRUCTURE

Conclusions A short, logical summing up of the theme(s) developed in the

This will help you draft your Terms of reference.

2. Decide on the Procedure:

 What information do I need?

3. Find the Information

4. Decide on the Structure

 The type of report – if it is a research report, laboratory report, business report,

Depending on the type of report, the structure can include:

5. Draft the first part of your report

6. Analyse your findings and draw conclusions

 What have I found?

Don’t include any new information in the conclusion.

 Reread your findings and conclusions.

8. Draft the Executive Summary and Table of Content

9. Compile a Reference List

APA referencing is the abbreviation of the American Psychological Association referencing. It

10. Revise your Draft Report using a Checklist

 Check the assignment question, the instructions/guidelines and the marking

COURSE TERM PAPER PROJECT (10 Marks)

REFERENCES FOR UNIT 5

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