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Technical Report: What is it & How to Write it? (Steps & Structure Included)

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A technical report can either act as a cherry on top of your project or can ruin the entire dough.

Everything depends on how you write and present it.

A technical report is a sole medium through which the audience and readers of your project can understand the entire process of your research or experimentation.

So, you basically have to write a report on how you managed to do that research, steps you followed, events that occurred, etc., taking the reader from the ideation of the process and then to the conclusion or findings.

Sounds exhausting, doesn’t it?

Well hopefully after reading this entire article, it won’t.

A girl writing a technical report

However, note that there is no specific standard determined to write a technical report. It depends on the type of project and the preference of your project supervisor.

With that in mind, let’s dig right in!

What is a Technical Report? (Definition)

A technical report is described as a written scientific document that conveys information about technical research in an objective and fact-based manner. This technical report consists of the three key features of a research i.e process, progress, and results associated with it.

Some common areas in which technical reports are used are agriculture, engineering, physical, and biomedical science. So, such complicated information must be conveyed by a report that is easily readable and efficient.

Now, how do we decide on the readability level?

The answer is simple – by knowing our target audience.

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A technical report is considered as a product that comes with your research, like a guide for it.

You study the target audience of a product before creating it, right?

Similarly, before writing a technical report, you must keep in mind who your reader is going to be.

Whether it is professors, industry professionals, or even customers looking to buy your project – studying the target audience enables you to start structuring your report. It gives you an idea of the existing knowledge level of the reader and how much information you need to put in the report.

Many people tend to put in fewer efforts in the report than what they did in the actual research..which is only fair.

We mean, you’ve already worked so much, why should you go through the entire process again to create a report?

Well then, let’s move to the second section where we talk about why it is absolutely essential to write a technical report accompanying your project.

Read more:  What is a Progress Report and How to Write One?

Importance of Writing a Technical Report 

1. efficient communication.

Technical reports are used by industries to convey pertinent information to upper management. This information is then used to make crucial decisions that would impact the company in the future.

Technical team communicating with each other

Examples of such technical reports include proposals, regulations, manuals, procedures, requests, progress reports, emails, and memos.

2. Evidence for your work

Most of the technical work is backed by software.

However, graduation projects are not.

So, if you’re a student, your technical report acts as the sole evidence of your work. It shows the steps you took for the research and glorifies your efforts for a better evaluation.

3. Organizes the data 

A technical report is a concise, factual piece of information that is aligned and designed in a standard manner. It is the one place where all the data of a project is written in a compact manner that is easily understandable by a reader.

4. Tool for evaluation of your work 

Professors and supervisors mainly evaluate your research project based on the technical write-up for it. If your report is accurate, clear, and comprehensible, you will surely bag a good grade.

A technical report to research is like Robin to Batman.

Best results occur when both of them work together.

So, how can you write a technical report that leaves the readers in a ‘wow’ mode? Let’s find out!

How to Write a Technical Report? 

When writing a technical report, there are two approaches you can follow, depending on what suits you the best.

  • Top-down approach- In this, you structure the entire report from title to sub-sections and conclusion and then start putting in the matter in the respective chapters. This allows your thought process to have a defined flow and thus helps in time management as well.
  • Evolutionary delivery- This approach is suitable if you’re someone who believes in ‘go with the flow’. Here the author writes and decides as and when the work progresses. This gives you a broad thinking horizon. You can even add and edit certain parts when some new idea or inspiration strikes.

A technical report must have a defined structure that is easy to navigate and clearly portrays the objective of the report. Here is a list of pages, set in the order that you should include in your technical report.

Cover page- It is the face of your project. So, it must contain details like title, name of the author, name of the institution with its logo. It should be a simple yet eye-catching page.

Title page- In addition to all the information on the cover page, the title page also informs the reader about the status of the project. For instance, technical report part 1, final report, etc. The name of the mentor or supervisor is also mentioned on this page.

Abstract- Also referred to as the executive summary, this page gives a concise and clear overview of the project. It is written in such a manner that a person only reading the abstract can gain complete information on the project.

Preface – It is an announcement page wherein you specify that you have given due credits to all the sources and that no part of your research is plagiarised. The findings are of your own experimentation and research.

Dedication- This is an optional page when an author wants to dedicate their study to a loved one. It is a small sentence in the middle of a new page. It is mostly used in theses.

Acknowledgment- Here, you acknowledge the people parties, and institutions who helped you in the process or inspired you for the idea of it.

Table of contents – Each chapter and its subchapter is carefully divided into this section for easy navigation in the project. If you have included symbols, then a similar nomenclature page is also made. Similarly, if you’ve used a lot of graphs and tables, you need to create a separate content page for that. Each of these lists begins on a new page.

A lady creating table of contents in a technical report

Introduction- Finally comes the introduction, marking the beginning of your project. On this page, you must clearly specify the context of the report. It includes specifying the purpose, objectives of the project, the questions you have answered in your report, and sometimes an overview of the report is also provided. Note that your conclusion should answer the objective questions.

Central Chapter(s)- Each chapter should be clearly defined with sub and sub-sub sections if needed. Every section should serve a purpose. While writing the central chapter, keep in mind the following factors:

  • Clearly define the purpose of each chapter in its introduction.
  • Any assumptions you are taking for this study should be mentioned. For instance, if your report is targeting globally or a specific country. There can be many assumptions in a report. Your work can be disregarded if it is not mentioned every time you talk about the topic.
  • Results you portray must be verifiable and not based upon your opinion. (Big no to opinions!)
  • Each conclusion drawn must be connected to some central chapter.

Conclusion- The purpose of the conclusion is to basically conclude any and everything that you talked about in your project. Mention the findings of each chapter, objectives reached, and the extent to which the given objectives were reached. Discuss the implications of the findings and the significant contribution your research made.

Appendices- They are used for complete sets of data, long mathematical formulas, tables, and figures. Items in the appendices should be mentioned in the order they were used in the project.

References- This is a very crucial part of your report. It cites the sources from which the information has been taken from. This may be figures, statistics, graphs, or word-to-word sentences. The absence of this section can pose a legal threat for you. While writing references, give due credit to the sources and show your support to other people who have studied the same genres.

Bibliography- Many people tend to get confused between references and bibliography. Let us clear it out for you. References are the actual material you take into your research, previously published by someone else. Whereas a bibliography is an account of all the data you read, got inspired from, or gained knowledge from, which is not necessarily a direct part of your research.

Style ( Pointers to remember )

Let’s take a look at the writing style you should follow while writing a technical report:

  • Avoid using slang or informal words. For instance, use ‘cannot’ instead of can’t.
  • Use a third-person tone and avoid using words like I, Me.
  • Each sentence should be grammatically complete with an object and subject.
  • Two sentences should not be linked via a comma.
  • Avoid the use of passive voice.
  • Tenses should be carefully employed. Use present for something that is still viable and past for something no longer applicable.
  • Readers should be kept in mind while writing. Avoid giving them instructions. Your work is to make their work of evaluation easier.
  • Abbreviations should be avoided and if used, the full form should be mentioned.
  • Understand the difference between a numbered and bulleted list. Numbering is used when something is explained sequence-wise. Whereas bullets are used to just list out points in which sequence is not important.
  • All the preliminary pages (title, abstract, preface..) should be named in small roman numerals. ( i, ii, iv..)
  • All the other pages should be named in Arabic numerals (1,2,3..) thus, your report begins with 1 – on the introduction page.
  • Separate long texts into small paragraphs to keep the reader engaged. A paragraph should not be more than 10 lines.
  • Do not incorporate too many fonts. Use standard times new roman 12pt for the text. You can use bold for headlines.

Proofreading

If you think your work ends when the report ends, think again. Proofreading the report is a very important step. While proofreading you see your work from a reader’s point of view and you can correct any small mistakes you might have done while typing. Check everything from content to layout, and style of writing.

Presentation

Finally comes the presentation of the report in which you submit it to an evaluator.

  • It should be printed single-sided on an A4 size paper. double side printing looks chaotic and messy.
  • Margins should be equal throughout the report.

Employees analysing sales report

  • You can use single staples on the left side for binding or use binders if the report is long.

AND VOILA! You’re done.

…and don’t worry, if the above process seems like too much for you, Bit.ai is here to help.

Read more:  Technical Manual: What, Types & How to Create One? (Steps Included)

Bit.ai : The Ultimate Tool for Writing Technical Reports

Bit.ai: Tool to create technical reports

What if we tell you that the entire structure of a technical report explained in this article is already done and designed for you!

Yes, you read that right.

With Bit.ai’s 70+ templates , all you have to do is insert your text in a pre-formatted document that has been designed to appeal to the creative nerve of the reader.

Bit features infographic

You can even add collaborators who can proofread or edit your work in real-time. You can also highlight text, @mention collaborators, and make comments!

Wait, there’s more! When you send your document to the evaluators, you can even trace who read it, how much time they spent on it, and more.

Exciting, isn’t it?

Start making your fabulous technical report with Bit.ai today!

Few technical documents templates you might be interested in:

  • Status Report Template
  • API Documentation
  • Product Requirements Document Template
  • Software Design Document Template
  • Software Requirements Document Template
  • UX Research Template
  • Issue Tracker Template
  • Release Notes Template
  • Statement of Work
  • Scope of Work Template

Wrap up(Conclusion)

A well structured and designed report adds credibility to your research work. You can rely on bit.ai for that part.

However, the content is still yours so remember to make it worth it.

After finishing up your report, ask yourself:

Does the abstract summarize the objectives and methods employed in the paper?

Are the objective questions answered in your conclusion?

What are the implications of the findings and how is your work making a change in the way that particular topic is read and conceived?

If you find logical answers to these, then you have done a good job!

Remember, writing isn’t an overnight process. ideas won’t just arrive. Give yourself space and time for inspiration to strike and then write it down. Good writing has no shortcuts, it takes practice.

But at least now that you’ve bit.ai in the back of your pocket, you don’t have to worry about the design and formatting!

Have you written any technical reports before? If yes, what tools did you use? Do let us know by tweeting us @bit_docs.

Further reads:

How To Create An Effective Status Report?

7 Types of Reports Your Business Certainly Needs!

What is Project Status Report Documentation?

Scientific Paper: What is it & How to Write it? (Steps and Format)

  Business Report: What is it & How to Write it? (Steps & Format)

How to Write Project Reports that ‘Wow’ Your Clients? (Template Included)

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Business Report: What is it & How to Write it? (Steps & Format)

Internship Cover Letter: How to Write a Perfect one?

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Technical reports

A resource to writing technical reports in Engineering.

The main purpose of an Engineering technical report is to present a solution to a problem in order to prompt action. Technical reports provide a record of your developing expertise and are a legal record of your work and decision making.

What is a technical report?

Technical reports are a central part of your professional success and are usually designed to:

  • Convince the reader of your position
  • Persuade them to act, or
  • Inform them of your findings.

They are an opportunity for you to:

  • Clearly communicate a solution to a problem
  • Recommend action, and
  • Aid decision making.

Technical reports are designed for quick and easy communication of information, and use:

  • Sections with numbered headings and subheadings, and
  • Figures and diagrams to convey data.

How do I structure a technical report?

Regardless of the specific purpose of your technical report, the structure and conventions rarely differ. Check your subject requirements and expand the sections below to learn more about each section. Download a Technical Report template here.

Technical reports usually require a title page. To know what to include, follow the conventions required in your subject.

A technical report summary (or abstract) should include a brief overview of your investigation, outcomes and recommendations. It must include all the key information your reader needs to make a decision, without them having to read your full report. Don’t treat your summary as an introduction; it should act as a stand-alone document.

Tip: Write your summary last.

Help your reader quickly and easily find what they are looking for by using informative headings and careful numbering of your sections and sub-sections. For example:

A table of contents

A technical report introduction:

  • provides context for the problem being addressed,
  • discusses relevant previous research, and
  • states your aim or hypothesis.

To help, consider these questions:

  • What have you investigated?
  • How does your study fit into the current literature?
  • What have previous studies found in the area?
  • Why is it worth investigating?
  • What was the experiment about?
  • Why did you do it?
  • What did you expect to learn from it?

The body of a technical report is structured according to the needs of your reader and the nature of the project. The writer decides how to structure it and what to include.

To help, ask yourself:

  • What does the reader need to know first?
  • What is the most logical way to develop the story of the project?

Tip: look at other technical reports in your discipline to see what they’ve included and in what order.

Technical reports include a mixture of text, tables, figures and formulae. Consider how you can present the information best for your reader. Would a table or figure help to convey your ideas more effectively than a paragraph describing the same data?

Figures and tables should:

  • Be numbered
  • Be referred to in-text, e.g. In Table 1 …, and
  • Include a simple descriptive label - above a table and below a figure.

Equations and formulae should be:

  • Referred to in-text, e.g. See Eq 1 for …
  • Centred on the page, and
  • On a separate line.

Your conclusion should mirror your introduction.

Be sure to:

  • Refer to your aims
  • Summarise your key findings, and
  • State your major outcomes and highlight their significance.

If your technical report includes recommendations for action. You could choose to report these as a bullet point list. When giving an answer to your problem, be sure to include any limitations to your findings.

Your recommendations can be presented in two ways:

  • Action statements e.g. Type approval should be issued for tunnel ventilation fans.
  • Conditional statements e.g. If fan blades are painted with an anti-corrosion coating system, it is likely that… e.g. The research has found that the fan hub should be constructed from forged steel and the fan housing should be constructed from hot dipped galvanised steel, but future research…

Acknowledge all the information and ideas you’ve incorporated from other sources into your paper using a consistent referencing style. This includes data, tables and figures. Learn more about specific referencing conventions here: https://library.unimelb.edu.au/recite

If you have data that is too detailed or lengthy to include in the report itself, include it in the appendix. Your reader can then choose to refer to it if they are interested. Label your appendix with a number or a letter, a title, and refer to it the text, e.g. For a full list of construction phases, see Appendix A.

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technical report writing purpose

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Guide to Technical Report Writing

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School of Engineering and Informatics (for staff and students)

technical report writing purpose

Table of contents

1 Introduction

2 structure, 3 presentation, 4 planning the report, 5 writing the first draft, 6 revising the first draft, 7 diagrams, graphs, tables and mathematics, 8 the report layout, 10 references to diagrams, graphs, tables and equations, 11 originality and plagiarism, 12 finalising the report and proofreading, 13 the summary, 14 proofreading, 15 word processing / desktop publishing, 16 recommended reading.

A technical report is a formal report designed to convey technical information in a clear and easily accessible format. It is divided into sections which allow different readers to access different levels of information. This guide explains the commonly accepted format for a technical report; explains the purposes of the individual sections; and gives hints on how to go about drafting and refining a report in order to produce an accurate, professional document.

A technical report should contain the following sections;

For technical reports required as part of an assessment, the following presentation guidelines are recommended;

There are some excellent textbooks contain advice about the writing process and how to begin (see Section 16 ). Here is a checklist of the main stages;

  • Collect your information. Sources include laboratory handouts and lecture notes, the University Library, the reference books and journals in the Department office. Keep an accurate record of all the published references which you intend to use in your report, by noting down the following information; Journal article: author(s) title of article name of journal (italic or underlined) year of publication volume number (bold) issue number, if provided (in brackets) page numbers Book: author(s) title of book (italic or underlined) edition, if appropriate publisher year of publication N.B. the listing of recommended textbooks in section 2 contains all this information in the correct format.
  • Creative phase of planning. Write down topics and ideas from your researched material in random order. Next arrange them into logical groups. Keep note of topics that do not fit into groups in case they come in useful later. Put the groups into a logical sequence which covers the topic of your report.
  • Structuring the report. Using your logical sequence of grouped ideas, write out a rough outline of the report with headings and subheadings.

N.B. the listing of recommended textbooks in Section 16 contains all this information in the correct format.

Who is going to read the report? For coursework assignments, the readers might be fellow students and/or faculty markers. In professional contexts, the readers might be managers, clients, project team members. The answer will affect the content and technical level, and is a major consideration in the level of detail required in the introduction.

Begin writing with the main text, not the introduction. Follow your outline in terms of headings and subheadings. Let the ideas flow; do not worry at this stage about style, spelling or word processing. If you get stuck, go back to your outline plan and make more detailed preparatory notes to get the writing flowing again.

Make rough sketches of diagrams or graphs. Keep a numbered list of references as they are included in your writing and put any quoted material inside quotation marks (see Section 11 ).

Write the Conclusion next, followed by the Introduction. Do not write the Summary at this stage.

This is the stage at which your report will start to take shape as a professional, technical document. In revising what you have drafted you must bear in mind the following, important principle;

  • the essence of a successful technical report lies in how accurately and concisely it conveys the intended information to the intended readership.

During year 1, term 1 you will be learning how to write formal English for technical communication. This includes examples of the most common pitfalls in the use of English and how to avoid them. Use what you learn and the recommended books to guide you. Most importantly, when you read through what you have written, you must ask yourself these questions;

  • Does that sentence/paragraph/section say what I want and mean it to say? If not, write it in a different way.
  • Are there any words/sentences/paragraphs which could be removed without affecting the information which I am trying to convey? If so, remove them.

It is often the case that technical information is most concisely and clearly conveyed by means other than words. Imagine how you would describe an electrical circuit layout using words rather than a circuit diagram. Here are some simple guidelines;

The appearance of a report is no less important than its content. An attractive, clearly organised report stands a better chance of being read. Use a standard, 12pt, font, such as Times New Roman, for the main text. Use different font sizes, bold, italic and underline where appropriate but not to excess. Too many changes of type style can look very fussy.

Use heading and sub-headings to break up the text and to guide the reader. They should be based on the logical sequence which you identified at the planning stage but with enough sub-headings to break up the material into manageable chunks. The use of numbering and type size and style can clarify the structure as follows;

  • In the main text you must always refer to any diagram, graph or table which you use.
  • Label diagrams and graphs as follows; Figure 1.2 Graph of energy output as a function of wave height. In this example, the second diagram in section 1 would be referred to by "...see figure 1.2..."
  • Label tables in a similar fashion; Table 3.1 Performance specifications of a range of commercially available GaAsFET devices In this example, the first table in section 3 might be referred to by "...with reference to the performance specifications provided in Table 3.1..."
  • Number equations as follows; F(dB) = 10*log 10 (F) (3.6) In this example, the sixth equation in section 3 might be referred to by "...noise figure in decibels as given by eqn (3.6)..."

Whenever you make use of other people's facts or ideas, you must indicate this in the text with a number which refers to an item in the list of references. Any phrases, sentences or paragraphs which are copied unaltered must be enclosed in quotation marks and referenced by a number. Material which is not reproduced unaltered should not be in quotation marks but must still be referenced. It is not sufficient to list the sources of information at the end of the report; you must indicate the sources of information individually within the report using the reference numbering system.

Information that is not referenced is assumed to be either common knowledge or your own work or ideas; if it is not, then it is assumed to be plagiarised i.e. you have knowingly copied someone else's words, facts or ideas without reference, passing them off as your own. This is a serious offence . If the person copied from is a fellow student, then this offence is known as collusion and is equally serious. Examination boards can, and do, impose penalties for these offences ranging from loss of marks to disqualification from the award of a degree

This warning applies equally to information obtained from the Internet. It is very easy for markers to identify words and images that have been copied directly from web sites. If you do this without acknowledging the source of your information and putting the words in quotation marks then your report will be sent to the Investigating Officer and you may be called before a disciplinary panel.

Your report should now be nearly complete with an introduction, main text in sections, conclusions, properly formatted references and bibliography and any appendices. Now you must add the page numbers, contents and title pages and write the summary.

The summary, with the title, should indicate the scope of the report and give the main results and conclusions. It must be intelligible without the rest of the report. Many people may read, and refer to, a report summary but only a few may read the full report, as often happens in a professional organisation.

  • Purpose - a short version of the report and a guide to the report.
  • Length - short, typically not more than 100-300 words
  • Content - provide information, not just a description of the report.

This refers to the checking of every aspect of a piece of written work from the content to the layout and is an absolutely necessary part of the writing process. You should acquire the habit of never sending or submitting any piece of written work, from email to course work, without at least one and preferably several processes of proofreading. In addition, it is not possible for you, as the author of a long piece of writing, to proofread accurately yourself; you are too familiar with what you have written and will not spot all the mistakes.

When you have finished your report, and before you staple it, you must check it very carefully yourself. You should then give it to someone else, e.g. one of your fellow students, to read carefully and check for any errors in content, style, structure and layout. You should record the name of this person in your acknowledgements.

Two useful tips;

  • Do not bother with style and formatting of a document until the penultimate or final draft.
  • Do not try to get graphics finalised until the text content is complete.
  • Davies J.W. Communication Skills - A Guide for Engineering and Applied Science Students (2nd ed., Prentice Hall, 2001)
  • van Emden J. Effective communication for Science and Technology (Palgrave 2001)
  • van Emden J. A Handbook of Writing for Engineers 2nd ed. (Macmillan 1998)
  • van Emden J. and Easteal J. Technical Writing and Speaking, an Introduction (McGraw-Hill 1996)
  • Pfeiffer W.S. Pocket Guide to Technical Writing (Prentice Hall 1998)
  • Eisenberg A. Effective Technical Communication (McGraw-Hill 1992)

Updated and revised by the Department of Engineering & Design, November 2022

School Office: School of Engineering and Informatics, University of Sussex, Chichester 1 Room 002, Falmer, Brighton, BN1 9QJ [email protected] T 01273 (67) 8195 School Office opening hours: School Office open Monday – Friday 09:00-15:00, phone lines open Monday-Friday 09:00-17:00 School Office location [PDF 1.74MB]

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How to Write a Technical Report

Last Updated: September 28, 2023 Fact Checked

This article was co-authored by wikiHow staff writer, Christopher M. Osborne, PhD . Christopher Osborne has been a wikiHow Content Creator since 2015. He is also a historian who holds a PhD from The University of Notre Dame and has taught at universities in and around Pittsburgh, PA. His scholarly publications and presentations focus on his research interests in early American history, but Chris also enjoys the challenges and rewards of writing wikiHow articles on a wide range of subjects. There are 7 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 79,218 times. Learn more...

Engineers, scientists, and medical professionals need to be good writers too—and technical reports prove it! A good technical report presents data and analysis on a specified topic in a clear, highly-organized, and effective manner. Before you begin writing, define your message and audience, and make an outline. Then, write the main body of the report and surround it with the other necessary sections, according to your chosen layout.

Technical Report Outline

technical report writing purpose

Planning Your Report

Step 1 Establish the message you want to convey through the report.

  • For instance, you may want to convey the message that a new technique for extracting a particular chemical compound is both safer and more cost-effective.
  • The best technical reports remain clear and focused throughout—they have a specific purpose and convey the information in a logical order.
  • Work with advisors, supervisors, or colleagues to fine-tune the message and/or goal of your report. These can vary widely depending on whether the report is being produced for academic, business, or other purposes.

Step 2 Define your audience before you begin writing.

  • If others in your field will be reading the report, it can be more “technical” in language and detail. In many cases, though, technical reports are intended for those outside of your particular discipline. If so, cut back on the jargon for non-expert readers.
  • Consider having a non-expert friend look over your report throughout the process to give you feedback on its accessibility to a broad audience.

Step 3 Create an outline to follow while you write.

  • Determine which particular sections your report must or may have. Consult the person or organization to whom you’ll be submitting the report for any layout requirements.

Writing the Main Body of the Report

Step 1 Create a thorough but focused introduction to the report.

  • In most cases, the introduction will likely be 1-3 paragraphs in length.
  • The end of the introduction should clearly state what the report “does.” It might do so by way of a direct statement (“This report analyzes…”), or by providing a series of questions (which may in some cases be bulleted or numbered) to be addressed.

Step 2 Provide background information and/or a literature review in the next section.

  • Essentially, you want readers who may be new to the subject matter to feel like they have at least a rudimentary grasp of it after reading this section.

Step 3 Follow up with a clear and detailed project description.

  • If, for instance, your report is focused on a particular experiment, be specific on the way it was conceived, set up, and conducted.
  • This is sometimes called a “methods” section, since you are describing the methods used to conduct your research.

Step 4 Present your data and describe what it all means in the next sections.

  • It can be hard to determine how much data to present. Giving too little can significantly weaken your analysis and the overall report. Giving too much, however, can drown the reader in a sea of tables and figures. Make sure you provide all essential data, and err on the side of providing a bit too much unless otherwise instructed.
  • Present your data in a logical order, so that each table or figure leads into the next one.

Step 5 Round out the...

  • Be as bold in your conclusions as your data and analysis permits you to be. Don’t use terms like “might,” “perhaps,” “could,” and so forth—write something like, “The data shows that…” However, don’t draw conclusions that aren’t supported by your data.

Adding Components in the Proper Layout

Step 1 Check for specific guidelines with your university, employer, etc.

  • Executive Summary
  • Table of Contents
  • List of Figures / List of Tables
  • Main Report: Introduction; Background / Literature Review; Project Description; Data / Description of Data; Conclusion
  • Acknowledgements

Step 2 Create a simple title page at the beginning of your report.

  • Write the abstract after you’ve written the actual report. You want it to be a condensed description of what you have written, not of what you intend to write.
  • Check to see if there is a specific word limit for your abstract. Even if there isn’t, 300 words is a good word limit to aim for.

Step 4 Create an executive summary that condenses the report by about 90%.

  • The executive summary should focus on your findings, conclusions, and/or recommendations, and allow the report itself to present the data—although highlights of the data should be provided.
  • Depending on your situation, you may need to write an abstract, an executive summary, or both.

Step 5 Draw up a table of contents, list of tables, and list of figures.

  • Check for any formatting guidelines for these sections. If the format is left up to you, keep things simple and straightforward.

Step 6 Follow the main body of the report with an acknowledgments section.

  • This section typically runs 1-2 paragraphs, and follows a fairly simple “The author would like to thank…” format.

Step 7 Include citations in the references section, using a consistent format.

  • In some cases, you may also be expected to provide a listing of works you have consulted but not specifically cited in the work. Check with the relevant department, organization, individual, etc., if you’re not sure. [13] X Research source

Step 8 Use appendices...

  • Use a consistent, easy-to-navigate format when creating appendices. They aren’t meant to be dumping grounds for random snippets of data or information.

Expert Q&A

You might also like.

Write an Expression of Interest

  • ↑ https://students.unimelb.edu.au/academic-skills/explore-our-resources/report-writing/technical-report-writing
  • ↑ https://www.sussex.ac.uk/ei/internal/forstudents/engineeringdesign/studyguides/techreportwriting
  • ↑ http://homepages.rpi.edu/~holguj2/CIVL2030/How_to_write_search/How_to_write_a_good_technical_report.pdf
  • ↑ https://www.theiet.org/media/5182/technical-report-writing.pdf
  • ↑ http://www.sussex.ac.uk/ei/internal/forstudents/engineeringdesign/studyguides/techreportwriting
  • ↑ https://students.unimelb.edu.au/academic-skills/explore-our-resources/report-writing/executive-summaries
  • ↑ https://openoregon.pressbooks.pub/technicalwriting/chapter/10-4-table-of-contents/

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1 The Formal Technical Report

For technical reports, formal and informal, readers are generally most interested in process and results. Clear presentation of results is at least as important as the results themselves; therefore, writing a report is an exercise in effective communication of technical information. Results, such as numerical values, designed systems or graphs by themselves are not very useful. To be meaningful to others, results must be supported by a written explanation describing how results were obtained and what significance they hold, or how a designed system actually functions. Although the person reading the report may have a technical background, the author should assume unfamiliarity with related theory and procedures. The author must consider supplying details that may appear obvious or unnecessary. With practice, the technical report writer learns which details to include.

The formal technical report contains a complete, concise, and well-organized description of the work performed and the results obtained. Any given report may contain all of the sections described in these guidelines or a subset, depending upon the report requirements. These requirements are decided by the author and are based on the audience and expected use of the report. Audience and purpose are important considerations in deciding which sections to include and what content to provide. If the purpose is to chronicle work performed in lab, as is typical for an academic lab report, the audience is typically the professor who assigned the work and the contents usually include detailed lab procedure, clear presentation of results, and conclusions based on the evidence provided. For a technical report, the audience may be colleagues, customers, or decision makers. Knowing the audience and what they are expecting to get out of reading the report is of primary consideration when deciding on sections to include and their contents.

There are certain aspects to all reports that are common regardless of audience and expected usage. Rather than relegate these overarching report-writing considerations to a secondary position, these items are presented before detailing the typical organization and contents for technical reports.

Universal Report-Writing Considerations

The items listed in this section are often overlooked by those new to technical report writing. However, these items set the stage for how a technical report is received which can impact the author, positively or negatively. While in an academic setting, the author’s grade could be impacted.  While in a professional setting, it is the author’s career that could be affected. Effective communication can make the difference in career advancement, effective influence on enacting positive change, and propelling ideas from thought to action. The list that follows should become second nature to the technical report writer.

Details to consider that affect credibility:

  • Any information in the report that is directly derived or paraphrased from a source must be cited using the proper notation.
  • Any information in the report that is directly quoted or copied from a source must be cited using the proper notation.
  • Any reference material derived from the web or Internet must come from documentable and credible sources. To evaluate websites critically, begin by verifying the credibility of the author (e.g. – credentials, agency or professional affiliation). Note that peer reviewed materials are generally more dependable sources of information as compared to open source. Peer review involves a community of qualified experts from within a profession who validate the publication of the author. Open source information may be created by non-qualified individuals or agencies which is often not reviewed and/or validated by experts within the field or profession.
  • Wikipedia is NOT a credible reference because the information changes over time and authors are not necessarily people with verifiable expertise or credentials.
  • Provide an annotated bibliography of all references. Typically, annotations in technical reports indicate what the source was used for and establish the credibility of the source. This is particularly important for sources with credibility issues. However, an annotation can clarify why a source with questionable credibility was used.
  • With the increasing availability of Generative Artificial Intelligence (AI) such as provided by ChatGPT, where GPT stands for Generative Pre-trained Transformer, credibility will likely be challenged more frequently and will be more difficult to establish. Generative AI models may provide invalid responses and a knowledgeable reader will pick up on that quickly.
  • Make sure to know the consequences if you violate rules provided by your instructor in an academic setting or by your employer in a workplace setting for presenting work by another or by AI as if it were your own (without citation). Additionally, there may be rules on how much of your work can be AI-generated and what annotation you are required to provide when using generative AI. Know the rules and if you can’t find the rules, ASK.
  • See Appendix A for information about citing sources and AI-generated content.

Details to consider that affect the professional tone:

  • Passive voice: “The circuit resistance will be measured with a digital multimeter”.
  • Active voice: “Measure the circuit resistance with a digital multimeter”.
  • Avoid using personal pronouns such as “you”, “we”, “our”, “they”, “us” and “I”. Personal pronouns tend to personalize the technical information that is generally objective rather than subjective in nature. The exception is if the work as a whole is meant to instruct than to inform. For example, technical textbooks whose only purpose is to instruct employ personal pronouns.
  • Avoid using “it”. When “it” is used, the writing often leads to a lack of clarity for the reader as to what idea/concept “it” is referring to, thus negatively impacting overall clarity of the writing.
  • Use correct grammar, punctuation, and spelling. Pay attention to and address spell and grammar check cues from writing software such as Microsoft (MS) Word.  

Details to consider that affect the professional appearance:

  • All figures and tables must be neatly presented and should be computer generated. Use a computer software package, such as Paint, Multisim, AutoCAD, or SolidWorks, to draw figures. If inserting a full-page figure, insert it so can be read from the bottom or from the right side of the page . ALL figures and tables must fit within or very close to the page margins.
  • Generate ALL equations using an equation editor and provide each equation on its own line. Under normal circumstances, there is no reason to embed an equation within a paragraph.  Depending on presentation and how many equations are involved, number the equations for easy reference.
  • Refer to appendix B for information on how to automatically create a Table of Contents and properly number pages.
  • If the report includes an abstract, it should be on an unnumbered page after the title page and before the Table of Contents or it can be included on the title page.
  • For all hard copy reports, all pages of the report must be 8 ½“ X 11” in size. Any larger pages must be folded so as to fit these dimensions. HOWEVER, in this day and age, an electronic submission is most common. Keep in mind that with an electronic submission, it is easier to provide an appealing look with color since a color printer is not required.

Details to consider that affect readability:

  • Every section and sub-section of the report needs to start with an introductory paragraph that provides the context for the section or sub-section.
  • Every figure, graph, table, and equation needs to be introduced to the reader prior to being presented to the reader. This introduction provides the context.
  • ALWAYS NUMBER AND PROVIDE A TITLE FOR ALL FIGURES .
  • Make sure that the verb used can actually operate on the noun. For example, stating “the goal for this report is to observe …” implies that the report can observe when it is likely that the goal of the work reported on is to make certain observations.
  • Check for spelling and grammar errors which are often highlighted with cues by the text editing software. Follow capitalization, punctuation, and indentation norms. Remember to capitalize the names of proprietary items such as licensed software.
  • Define acronyms and abbreviations prior to using them.

Finally, always consider carefully the context of information provided. Know your audience. Thoughtfully consider if a statement is clearly supported by the information provided without leaving your reader confused. Remember that by the time you are writing a report, you should know the information inside and out, but your audience is reading your report to learn.

Standard Components of a Formal Technical Report

Technical reports should be organized into sections and are typically in the order described in this section. While this is the recommended order, certain reports may lend themselves to either reordering sections and/or excluding sections.

The format for this page may vary, however, the following information is always included: report title, who the report was prepared for, who the report was prepared by, and the date of submission. This is not a numbered page of the report.

An abstract is a concise description of the report including its purpose and most important results . An abstract should not be longer than half a page, single-spaced, and must not contain figures or make reference to them. Technical authors are generally so focused on results that they neglect to clearly state the purpose for the work. That purpose is derived from the objectives or goals, most commonly provided by the person who assigned the work. In stating the purpose, it is critical to include key words that would be used in a database search since searches of abstracts are commonly used by professionals to find information they need to do their jobs and make important decisions. Results are summarized in the abstract but how much quantitative information is provided varies with report audience and purpose. It is common to include maximum percent error found in the experimental results as compared to theory. Do not use any specific technical jargon, abbreviations, or acronyms. This is not a numbered page of the report.

Table of Contents

Include all the report sections and appendices. Typically, sub-sections are also listed. This is not a numbered page of the report.

The Table of Contents is easy to include if you properly use the power of the software used to generate the report. The Table of Contents can be automatically generated and updated if the author uses built in report headings provided in the styles menu. It is worth the time and effort to learn these tools since their application are ultimately time-savers for report writers. Directions are provided in Appendix B on creating a Table of Contents in MS Word using section headings.

Introduction

The length of the Introduction depends on the purpose but the author should strive for brevity, clarity, and interest. Provide the objective(s) of the work, a brief description of the problem, and how it is to be attacked. Provide the reader with an overview of why the work was performed, how the work was performed, and the most interesting results. This can usually be accomplished with ease if the work has clearly stated objectives.

Additionally, the introduction of a technical report concludes with a description of the sections that follow the Introduction. This is done to help the reader get some more detailed information about what might be found in each of the report sections included in the body of the report (this does not include appendices). This can feel awkward but providing that information is the accepted standard practice across industries.

Be careful not to use specific technical jargon or abbreviations such as using the term “oscope” instead of “oscilloscope”. Also, make sure to define any acronyms or abbreviations prior to using them. For example, in a surveying lab report a student might want to refer to the electronic distance measuring (EDM) device. The first time the device is referred to, spell out what the acronym stands for before using the acronym, as demonstrated in the previous sentence. Apply this practice throughout wherever an acronym or abbreviation is used but not yet defined within the report.

Background Theory

The purpose of this section is to include, if necessary, a discussion of relevant background theory. Include theory needed to understand subsequent sections that either the reading audience does not already comprehend or is tied to the purpose for the work and report. For example, a report on resistor-capacitor electric circuits that includes measurement of phase shift would likely include a theoretical description of phase shift. In deciding what should or should not be included as background theory, consider presenting any material specific to the work being reported on that you had to learn prior to performing the work including theoretical equations used to calculate theoretical values that are compared to measured values. This section may be divided into subsections if appropriate. Keep the discussion brief without compromising on content relevant to understanding and refer the reader to and cite outside sources of information where appropriate.

The purpose of this section is to provide detailed development of any design included in the report. Do not provide a design section if there is no design aspect to the work. Be sure to introduce and describe the design work within the context of the problem statement using sentences; a series of equations without description and context is insufficient. Use citations if you wish to refer the reader to reference material. Divide this section into subsections where appropriate. For example, a project may consist of designing several circuits that are subsequently interconnected; you may choose to treat each circuit design in its own subsection. The process followed to develop the design should be presented as generally as possible then applied using specific numbers for the work performed. Ultimately, the section must provide the actual design tested and include a clear presentation of how that design was developed.

Theoretical Analysis

Although a theoretical analysis might be part of a design, the author needs to decide if that analysis should be included as part of the design section or a separate section. Typically, any theoretical work performed to develop the design would be included in the design section but any theoretical analysis performed on the design would be included in a separate section. Do not provide a theoretical analysis section if the theoretical work is all described as part of background theory and design sections. However, in most cases, a theoretical analysis section is included to provide important details of all analyses performed. Be brief. It is not necessary to show every step; sentences can be used to describe the intermediate steps. Furthermore, if there are many steps, the reader should be directed to an appendix for complete details. Make sure to perform the analysis with the specific numbers for the work performed leading to the theoretical values reported on and compared to experimental values in the results section of the report. Worth repeating: perform the analyses resulting in the numbers that are included as the theoretical values in the results section of the report. Upon reading the results section, the reader should be familiar with the theoretical values presented there because the reader already saw them in this section.

This section varies depending on requirements of the one who assigned the work and the audience. At a minimum, the author discusses the procedure by describing the method used to test a theory, verify a design or conduct a process. Presentation of the procedure may vary significantly for different fields and different audiences, however, for all fields, the author should BE BRIEF and get to the point . Like with any written work, if it is unnecessarily wordy, the reader becomes bored and the author no longer has an audience. Also, the procedure section should never include specific measurements/results, discussion of results, or explanation of possible error sources. Make sure all diagrams provided are numbered, titled, and clearly labeled.

Depending on the situation, there are two likely types of procedure sections. In one case, a detailed procedure may have already been supplied or perhaps it is not desirable to provide a detailed description due to proprietary work. In another case, it might be the author’s job to develop and provide all the detail so work can be duplicated. The latter is more common in academic lab settings. Writing guidelines for these possible procedure sections are provided below.

Procedure Type 1

Use this procedure type if you have been supplied with a detailed procedure describing the steps required to complete the work or detailed procedure is not to be supplied to potential readers (procedure may be proprietary). Briefly describe the method employed to complete the work. This is meant to be a brief procedural description capturing the intention of the work, not the details. The reader may be referred to the appendix for detailed procedure steps. The following list provides considerations for this type of procedure section.

  • Example: For measurements made over a range of input settings, provide the actual range without including the details of the specific input settings or order data was taken (unless order affects results).
  • If required by the person who assigned the work, include the detailed procedure in the appendix.
  • MUST provide detailed diagram(s) of all applicable experimental set-ups (i.e. circuit diagram) that include specific information about the set-up, such as resistor values.
  • Provide diagrams and/or pictures that will further assist the reader in understanding the procedural description.
  • Provide a details of any work performed for which prescribed steps were not provided and that the author deems necessary for the reader’s comprehension.
  • To test the theory of superposition, the circuit shown in Figure 1 is employed. The circuit is constructed on the lab bench and using MultismTM, a circuit simulation software. In both settings, a multimeter is used to measure the output voltage, as shown in Figure 1, for the following three cases: (1) Source 1 on and Source 2 off, (2) Source 1 off and Source 2 on, and (3) both sources on. These measurements are compared to the output voltage derived using theory as described earlier. Refer to the appendix for further detail or procedure.
  • In order to test the theory of superposition, first each team member must calculate the output voltage for the circuit shown in Figure 1 for the following three cases: (1) Source 1 on and Source 2 off, (2) Source 1 off and Source 2 on, and (3) both sources on. Then one team member is assigned to build the circuit on the lab bench while the other team member constructs the circuit in Multisim. Once constructed, turn Source 1 on and Source 2 off then connect the positive lead of the meter to the positive end of the output voltage and the negative lead of the meter to the negative end of the output voltage. Record the meter reading. Next turn on Source 2 and turn off Source 1. Again, measure the output voltage using the meter ….

Procedure Type 2

Use this procedure type if you have not been supplied with a detailed description of the steps required to complete the work and/or you were required to develop and report procedure. The reader should be able to repeat the work based on the content supplied in this section.

  • Equipment use
  • Equipment maintenance
  • Define terms specific to the technology
  • Measurement techniques and/or calibration
  • The description should be sufficiently clear so that the reader could duplicate the work. Do not assume that the reader has prior knowledge or access to prior reports, textbooks, or handouts.
  • If part of the procedure was successfully described in a previous report, either repeat the procedure or include that report in the appendix and refer the reader to it.
  • Where appropriate, provide additional diagrams and/or pictures to assist the reader in understanding the procedure.

Results and Discussion

Present the results of the work performed, within the context of the problem statement, using neatly organized and completely labeled tables and/or graphs whenever possible. When comparative data is available, present the data in a way that facilitates the comparison. For example, if theoretical and experimental values are available, present the values alongside one another accompanied by percent error. If it would help the reader understand the results, include a few sample calculations but put lengthy calculations in an appendix.

ALWAYS accompany results with a meaningful discussion. The discussion explains what the results mean and points out trends. In some cases, the results speak mostly for themselves and the discussion may be brief, i.e., “Table 2 shows that the designed variable modulus counter works as expected” along with a sentence or two stating how a variable modulus counter works and referring to parts of the table that verify/justify the statement. In other cases, the meaning of the results may not be as clear requiring more detailed discussion. In most cases, the results include data from more than one source to be compared to establish validity. Meaningful discussion immediately follows presentation of results and include:

  • commenting on percent difference making sure it is clear to the reader which values are being compared and establishing comparative size of the difference in relation to expectations (negligible, small, large),
  • cause for the difference (error sources are discussed further in the next paragraph), and
  • how the results inform the reader as framed by the work’s objectives.

All three of the points are important to a meaningful discussion but the third one is most often overlooked. Discussion related to (3) may provide a statement about the theory used to predict the measured data. That statement often includes the theoretical assumptions made to predict the results and what the measured results indicate about the applicability of those theoretical assumptions to the experimental setting.

ALWAYS discuss the possible significant sources of error and how accurate the results need to be in order to be meaningful. Do not include a discussion of possible sources of error that would not add significantly to the observed error. What counts as significant depends on the situation. For example, if the components used have a tolerance of 5% and the accuracy of the equipment is within 0.5% of the measured value, then the equipment does not add significant error. However, if the components used have only a 1% tolerance then equipment with 0.5% accuracy is problematic. In general, it is impossible to obtain error-free results, therefore when there is 0% error there is still cause for discussion to comment on the situation that may result in error-free results or meaningful justification for expectation of error-free results. Expecting some error is not an excuse for lack of attention to detail when conducting procedures that minimize the error. Errors are different from mistakes. It is unacceptable to report mistakes. If a mistake was made, the work must be repeated until acceptable tolerances are achieved before submitting a report. Please find more on discussing percent error or percent difference in Appendix C.

When working in industry, it is imperative to know required level of accuracy for results. Your supervisor or client will expect results within specifications. If that means repetitive measurements to check for accuracy within tolerance, then do it. If it means performing a detailed analysis prior to making measurements, then do it. In an academic setting, the result of laziness or lack of effort may only be a bad grade. In a workplace, you may get fired!

Other information pertaining to writing Results and Discussion section can be found in Appendix C. This information includes

  • How to calculate percent difference/error.
  • Typical magnitudes of percent error for courses where circuits are constructed.
  • What to consider writing about based on questions posed by the person assigning you to write the report.
  • Guidelines for graphs provided in a report.

In this final section of the body of the report, the author should briefly bring everything together. It is similar to the abstract except that now specific results are concluded upon in a quantitative way. Therefore, the conclusion should be a concise description of the report including its purpose and most important results providing specific quantitative information. The conclusion should not contain figures or refer to them. As with the abstract, the reader should be able to read this section on its own which means that there should be no specific technical jargon, abbreviations, or acronyms used.

Anywhere within your writing that you have either copied or paraphrased another source, you must cite that source. This entails two steps. One is to provide a parenthetical citation at the location in the report where the material that is not your own resides and the other is to provide the complete bibliographic information in a References page following the Conclusion section of the report. If an annotated bibliography is required, include an annotation for ALL sources describing what the source was used for within the report and establishes the source’s credibility.

Using the APA style, the parenthetical citation at the location in the document where the copied or paraphrased material exists includes: author, publication date, and page number(s). For sources with no author, the name of the reference material is used. All this information is included within parentheses thus being referred to as a “parenthetical citation”.

The full bibliographic information for all reference material cited within your writing is collected on the References page. In technical papers, the referenced sources are usually listed in the order they are referred to in the body of the report and, in fact, many published engineering papers will simply number the references and then use that number in square brackets to replace the parenthetical citation within the body of the report. Those new to this form of technical writing, often ask about how and where to list references used but not explicitly cited in the body of the report. However, if the reference is important enough to list, that generally means that there is an appropriate place to cite it in the body of the report, perhaps in the introduction or background theory. In Appendix A you can find further information about creating citations using citation generators available on the internet that will create a properly formatted citation for you when provided with the relevant information. Although citation generators are readily available, the one I recommend is from Calvin College called KnightCite due to the minimum sponsored advertisements and can be found at http://www.calvin.edu/library/knightcite/ .

The References section begins on a new page; not on the same page with the conclusion. Refer to Appendix A for detailed information on preparing the References section. Also, there is a wealth of information about citation styles, including lengthy guides and short handouts, at https://sunydutchess.libguides.com/citations .

One final note on references and providing bibliographic information concerns use of sources that may appear to be questionable. There is no doubt that information from a wiki is questionable since, by definition, it can be changed by users including unqualified users. Although most wikis are reviewed and erroneous or misleading information corrected, at any given time there could be erroneous and misleading information. However, depending on report content, internet sources, including .com sites that have industry bias and .org sites that have policy bias, may have valuable information. Even .edu sites can be problematic if site is by an individual rather than an educational group within the institution since the former is likely not to have any editors and the latter is likely to be monitored and curated by the group. In order to establish credibility or usefulness of a source, especially a questionable one, provide an annotation to the bibliographic information that provides further information as to why the source was included and perspective on its application to the work reported. Information about annotated bibliographies is provided in Appendix A.

This section may not always be present. Materials included in an appendix may include lab sheets, parts list, diagrams, extensive calculations, error analyses, and lengthy computer programs.  Introduce numbered or lettered appendices rather than putting different items in one appendix.

Technical Report Writing Guidelines Copyright © by Leah M. Akins is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

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Chapter 1: Introduction to Technical and Report Writing

Bay College

Learning Objectives

What is Technical Writing? [1]

You’re probably wondering what this “technical writing thing” is. Someone may even have told you, “It’s this course where they make you write about rocket science and brain surgery.” Well, not really, as you will see in a moment. Actually, the field of technical communication is essential in a wide range of fields and occupations. It is a fully professional field with degree programs, certifications, and—yes!—even theory. It’s a good field with a lot of growth and income potential; and an introductory technical-writing course for which this book has been developed is a good way to start if you are interested in a career in this field .

Technical writing is an audience-centered means of communication that provides a reader with clear and easy access to information. In the business world, time equates to profit, and profit is the force behind all business interaction. The technical writer and reader have a vis-à-vis relationship. The writer recognizes, respects, and addresses the importance of time in effective and efficient communication by providing documents written in specific formats, using unambiguous language to send clearly accessible information. The reader in turn thoroughly understands the information in order to give a thoughtful response.

The Meaning of “Technical”

Technical communication—or technical writing, as the course is often called—is not writing about a specific technical topic such as computers, but about any technical topic. The term “technical” refers to knowledge that is not widespread, that is more the territory of experts and specialists. Whatever your major is, you are developing an expertise—you are becoming a specialist in a particular technical area. And whenever you try to write or say anything about your field, you are engaged in technical communication .

Academic Writing Versus Technical Writing    

The definite purpose, strict format and use of appropriate language in technical writing define the differences between technical writing and academic writing.  The academic writer’s purpose may be to write an assignment, a story, a letter, etc.. These works may or may not have a reader. However, technical writing always has a definite purpose and will always have a reader.  Regardless of the number of the intended readers of a document who may or may not read the document, the document will be read by the primary reader.

Workplace Writing

However, the focus for technical-writing courses is not necessarily a career as a technical writer but an introduction to the kinds of writing skills you need in practically any technically oriented professional job. No matter what sort of professional work you do, you’re likely to do lots of writing—and much of it technical in nature. The more you know about some basic technical-writing skills, which are covered in this guide and in technical-writing courses, the better job of writing you’re likely to do. And that will be good for the projects you work on, for the organizations you work in, and—most of all—good for you and your career .

Really Technical Writing

Keep relaxing, but you should know that professional technical writers do in fact write about very technical stuff—information that they cannot begin to master unless they go back for a Ph.D. But wait a minute! The technical documents have to ship with the product in less than nine months! How do they manage? Professional technical writers rely on these strategies to ensure the technical accuracy of their work:

  • Study of books, articles, reports, websites related to the product
  • Product specifications: what the product is supposed to do, how it is designed
  • Interviews with subject matter experts: the product specialists, developers, engineers
  • Product meetings during the development cycle
  • Live demonstrations of the product
  • Familiarization with similar, competing products
  • Experimenting with working models of the product
  • Most importantly, subject matter experts’ review of technical writers’ work for technical accuracy and completeness

Of course, experienced technical writers will tell you that product development moves so fast that specifications are not always possible and that working models of the product are rarely available. That’s why the subject matter experts’ review is often the most important.

Considerations of Technical Documents

There are key components of what makes a document strong. Therefore, writers keep these items in mind while constructing technical documents.

The Importance of Audience

Another key part of the definition of technical communication is the receiver of the information—the audience. Technical communication is the delivery of technical information to readers (or listeners or viewers) in a manner that is adapted to their needs, level of understanding, and background. In fact, this audience element is so important that it is one of the cornerstones of this course: you are challenged to write about highly technical subjects but in a way that a beginner—a nonspecialist—could understand. This ability to “translate” technical information to non-specialists is a key skill to any technical communicator. In a world of rapid technological development, people are constantly falling behind and becoming technological illiterates. Technology companies are constantly struggling to find effective ways to help customers or potential customers understand the advantages or the operation of their new products .

Not only is the the level at which you write important but so are the language choices you make as you do so. Please review the information on the following link for tips: Use Language that is Sensitive to Your Audience [2]

So relax! You don’t have to write about computers or rocket science—write about the area of technical specialization you know or are learning about. Also, plan to write about it in such a way that even Grandad can understand !

Formatting and Language

Formatting and appropriate language are the basic design elements of all technical documents.  A format that shows a hierarchical structure and a coordinate structure of information  le ads the reader thorough text.

Textbook image

Readers should be able to identify a writer’s organizational pattern very quickly when reading a technical document . This sometimes refers to a document being “reader friendly.”  In addition , using appropriate language is significant in providing the reader with a thorough understanding of the purpose of the document, how the document relates to the reader’s needs, and what action is expected of the reader. [3]

A document may also have one reader (the primary reader) or several readers (the secondary readers). A primary reader is the person who ordered the report to be written or the person for whom a report is intended. These readers will usually read the entire report. Secondary readers are those readers who will read only the sections of the report that relate to them, their jobs, their departments, responsibilities, etc. For example, if a report was sent that detailed funding for different departments, a piping superintendent may only want to read the section that relates to piping. This is where format, the use of headings, is significant in allowing the reader easy access to information. When the piping superintendent can scan through the document and clearly find the heading that identifies his department saves time.

Cultural Communication

Technical writers need to be aware of the differences between the behavior and the norms, beliefs and values of specific cultural. According to Edward T. Hall and Mildred Reed Hall, In Understanding Cultural Differences, each culture operates according to its own rules (1990, pp. 3-4).  Hall and Hall add that problems occur when members of one culture apply the rules to another culture (1990, pp. 3-4). To communicate effectively with other cultures, the technical writer needs to not only be aware of rules governing behaviors that can be observed but also of the not-so-obvious rules that govern the norms, beliefs, and values of the people of a culture. The invisible rules of a culture dramatically impact the acceptance of ideas, plans, and strategies.  The Cultural Iceberg illustrates patterns of world communication, showing indicators of Institutional Culture (the obvious behavior of a culture), which can be clearly seen as the tip of the iceberg, and People Culture (the norms, beliefs and values of a culture), which cannot be seen and which are the barriers to successful communication .

Figure 2 The Cultural Iceberg

The Cultural Iceberg. Awareness is the top part of the iceberg. It includes Institutional Culture/Behavior such as government, education, economy, language, and laws. The hidden part of the iceberg is Unawareness of people's culture/cultural norms, values, and beliefs. It includes the concepts of time, space, and humor; intelligence; status; competition/cooperation; and theory of past and future.

Technical writers have a responsibility to their readers and to their employers to follow ethics when writing reports. 

Law and Ethics Text with Watch

Technical writers must use words that demonstrate valid appeals to reason, avoiding emotional words and phrases that appea l to basic emotion instead of justifiable reasoning. In addition, technical writers must use valid references to support ideas and strategies, avoiding referencing non experts to sway readers’ support. Also, technical writers must use accurate numbers to report data, avoiding charts and tables that skew data. Using any type of fallacies in technical writing is unethical and could result in dire consequences.

Not only do technical writers have a responsibility to report accurate information, but they also have a responsibility to credit accurate sources of information. At no time is it acceptable to rearrange information in order to attempt to indicate that the writer is the source of someone else’s idea or to indicate that the writer read a report that included information he/she cited, when the primary source of the information was cited in another report.  All sources must be referenced accurately in the text and cited on a reference page.

Daniel G. Riordan (2005), in Technical Report Writing Today, cites Dombrowski to define three threads of ethics:

One major thread is that the communicator must be a good person who cares for the audience. Communicators must tell the truth as convincingly as possible, because truth will lead to the good of the audience. Another thread is that the communicator must do what is right, regardless of possible outcomes. A third thread is that communicators must act for the greatest good for the greatest number of people (p. 16) .

In addition, Riordan (2005) references the “code of ethics of the Society for Technical Writers, and cites five of the code’s tenants:

My commitment to professional excellence and ethical behaviors means that I will …

  • Use language and visuals with precision.
  • Prefer simple direct expression of ideas.
  • Satisfy the audience’s need for information, not my own need for self-expression.
  • Hold myself responsible for how well my audience understands my message.
  • Report the work of colleagues, knowing that a communication problem may have more than one solution (Riordan, 2005, pp. 15-16) .

Hall, E. T. & Hall, M. R. (1990). Understanding Cultural Differences. Yardmouth: Intercultural Press, Inc.

Riordan, D. G. (2005).  Technical Report Writing Today.  Boston: Houghton Mifflin Company.

Visuals & Readability

To make a document more reader friendly, many technical writers rely on visuals to achieve this goal. [5] For example , la bels, callouts and captions are identifying text for graphics . Labels and callouts identify specific elements or features on a graphic; whereas captions are short phrases or sentences that describe the graphic. Notes, or footnotes, explain, or give credit.

Labels and Callouts

To identify specific elements or features, labels and captions are placed directly on the graphic or near it. “Although the terms are used interchangeably, labels are text identifiers that are self-explanatory in an image, while callouts are labels that require further information outside the image to explain what they are identifying” (Gurak 304). They supplement the visual information. But use them selectively; use them only if readers need them (Rude 116).

The advantage of labels is that the reader gains a basic understanding of elements in the graphic without referring to supplementary explanations. But, too many labels obscure the image. In this case, callouts are the better option. Use numbers or letters to identify each element and the supplementary explanations.

Guidelines for Creating Labels and Callouts

  • Determine the number of items to identify in the image (Gurak 308).
  • Estimate how much explanation each item requires to determine if labels or callouts are more appropriate (Gurak 308).
  • create a consistent visual style (Gurak 308)
  • use the same terms on the label or callout as in the text (Rude 116)
  • in general, all parts mentioned in the text should have a label or callout, and all parts with a label or callout should be mentioned in the text. (Rude 116)
  • Use a standard font and size for readability (Rude 116)
  • Align the labels and callouts for a neater appearance (Rude 116)
  • If callouts are used, place the explanatory text in a key next to the graphic.

Labels can take different forms (Gurak 304 – 306):

  • They may be placed directly on the graphic (whereby they become part of the graphic).
  • They may be placed around the graphic and use lines to point to the relevant element in the graphic.
  • Online, labels can be links or hotspots whereby more information about the element is displayed on mouse rollover.

This is an example of l abels placed directly on the graphic.

Map of Central Park with labelled streets and park areas.

Figure 3 Map of the West Side Central Park, NYC between 102nd and 110th Streets.

Here, the labels are placed around the graphic.

Drawing of a flower with all parts labelled with lines to their placement on the drawing.

Figure 4 Parts of a flower.

In this sample, when the mouse is rolled over the ‘Firebox’ label, the text will read: “Literally a box containing the fire. It is surrounded by water on the top and all sides. The bottom is a grate with an ash pan below that.” Additional information is displayed .

Anatomy of a steam locomotive. Each part of the train is labelled with a line to the part.

Figure 5 Labels as hotspots.

Callouts are best used when many parts of the image need to be labeled and each part requires a longer explanation. In fact, the label sequence may be in alphabetical or numerical (as in Figure 6) order. Ensure that the explanation is near the graphic.

Sample Nutrition Facts label from Macaroni and Cheese. Call outs on the left side point to different parts of the label, such as Start Here, Check Calories, Limit these Nutrients, Get Enough of these Nutrients, Footnote, and the Serving Size.

Figure 6. How to understand and use the Nutrition Facts Label.

Coded callouts are in numerical sequence; the explanation for each number appears below the graphic. The example above shows part of the explanation of Number 1 explanation only.

Captions, table, and graphics titles must clearly identify information to the reader. Interpretive captions usually require one or more sentences. Captions should be informational, without becoming too lengthy. Captions that are merely a title for a graphic are not very helpful (Franklin 96).

Writing Style for Captions

  • Captions for graphics include the title and any explanatory material, immediately under the graphic.
  • Words such as Figure, Illustration, and Table should be in bold type.
  • The caption should be italicized.
  • Treat tables and figures the same.

Good captions are what guide readers not only to see, but also to understand. Captions label graphics with titles and explain to readers what they are seeing, and how to interpret the information captured in the visual. The Franklin Covey Style Guide for Business and Technical Communication provides an excellent source for writing captions (Franklin 39 – 41).

Five Specific Style Rules

  • Use interpretive captions whenever possible. I nterpretive captions provide both a title and explanatory information, usually expressed in a complete sentence, to help readers understand the central point(s) that the writer wants to convey. A graphic and its caption should be clear and understandable without requiring readers to search for clarifying information in the text:
  • Figure 4. Cabin-Temperature Control System. Constant cabin temperature control is maintained by the system’s modulated cabin sensor.
  • This interpretive caption gives the title and then tells the reader the principle message – that the check valve provides near-zero risk. And, it states how the check valve provides near-zero risk (Franklin 39).
  • Figure 23. Check Valve . The risk of bad air entering the changer is near zero because the check valve permits air flow in one direction only.
  • This interpretive caption gives the title of the figure and emphasizes that the cabin has a constant temperature – a benefit provided by the feature described in the figure. The caption states clearly what the writer wants the reader to learn from the drawing (Franklin 39).
  • Avoid using short, often ambiguous, titles to replace interpretive captions. In the past, styles for technical and scientific documents used only short, simple title captions for visuals. These were often superfluous, providing no real information other than the obvious to the reader, i.e. – A Horse. Titles that are so short and cryptic that they sound telegraphic are not useful. Such captions are only useful when the graphics are self-explanatory, and require no interpretation (Franklin 40).
  • Number figures and tables sequentially throughout the document, and place the number before the caption. If an important figure or table is presented twice, treat it as two separate visuals and number each. Figure and table numbers should be whole numbers (Franklin 40).
  • Captions may appear below or above a visual, but consistency throughout a document is critical. Arguments support both options; choose one, warrant your choice, and be consistent.
  • Put the caption above the visual for better visibility when captions are used with slides and other project visual aids. Captions placed at the bottom may be blocked by the heads of those seated in front (Franklin 99).

Notes or footnotes are categorized as either explanatory or source notes. Explanatory footnotes are identified by a superscript number or letter. The order in which notes appear is important; explanatory footnotes are placed above source notes. And both are placed above the caption, if the caption is placed at the bottom of the illustration.

A pie chart about Toxic Chemical Releases. Below the chart, a footnote is listed with a source note and caption.

Figure 7. Placement of footnote, source note and caption.

Source: Rude, p. 115, modified.

The Writing Process [6]

Writing, especially when compiling a larger document,  is not something you sit down, complete in one session, and quickly submit. This is especially true when writing for the workplace where accuracy and clarity are necessary. In fact, writing should be seen as a process that is recursive where the writer moves in and out of various stages of writing and often times revisits some of the stages. The writing process might consist of the following:

This is the planning done before writing a document. It may be defining the purpose of the task, analyzing the primary and secondary readers, sketching the document and what will go in each section, or gathering research.

This is writing and compiling a first draft of the document. Sometimes, the writer worries more about getting ideas down more than guaranteeing every punctuation or grammar choice is correct.

When a writer revises, a writer revisits the draft and makes substantial changes to it. This is more than editing. It is adding, deleting, and moving entire sections of the document around to prepare it as a final, comprehensive document. In fact, it is here that many writers ask others for feedback before revising to ensure that another, unbiased set of eyes have looked over the document and easily understand it.

This is the final part of the process. It is reading through the document several times while looking for clarity, consistency, and accuracy. In fact, consider reading your document aloud and listening to it as you do so instead of reading and “seeing” it. Most individuals communicate mostly through talking and listening. Therefore, when you read aloud, you can hear if something in your document doesn’t sound right and then correct it. You should be able to read it in a way that it is understandable and sounds conversational.

For additional information on the writing process, visit The Writing Center website for the University of Texas: University of Texas Writing Center & The Writing Process .

Using a process in the workplace and in our class will strengthen your documents significantly. In fact, remember that your documents reflect on who you are as student, technical writer, employee, and even researcher.

[1] Technical Writing. Authored by : Dr. Elizabeth Lohman. Provided by : Tidewater Community College. Located at : http://www.tcc.edu/ . Project : Z Degree Program. License : CC BY: Attribution , edited by Amber Kinonen , edits included in italics

[2] Use Language that is Sensitive to Your Audience. Provided by : Writing Commons. Located at : http://writingcommons.org/open-text/collaboration/143-common-comments/word-choice-/575-use-language-that-is-sensitive-to-your-audience . License : CC BY-NC-ND: Attribution-NonCommercial-NoDerivatives edited by Amber Kinonen , edits included in italics

[3] Image of Textbook. Authored by : Dominik Wagner. Located at : https://flic.kr/p/eoAvCb . License : CC BY: Attribution

[4] Image of Text with Watch. Authored by : Stephen Wu. Located at : https://flic.kr/p/tZ1LP . License : CC BY-NC-ND: Attribution-NonCommercial-NoDerivatives

[5] Norbert Elliot’s “Labels, Callouts, Captions and Notes” CC-BY Saylor, edited by Amber Kinonen , edits included in italics

[6] The Writing Process CC-BY Amber Kinonen

Chapter 1: Introduction to Technical and Report Writing Copyright © by Bay College is licensed under a Creative Commons Attribution 4.0 International License , except where otherwise noted.

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Technical Report Writing: A Comprehensive Guide

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technical report writing purpose

Technical report writing is a way of communicating information about a technical or scientific topic in a clear and concise manner. The goal is to convey complex ideas and data to a specific audience, often other professionals or decision-makers, in a format that is easy to understand.

Technical Writing

Technical report writing is key for jobs, study, and education. Explaining complicated technological concepts is essential, regardless of skill level. This tutorial analyzes technical report writing and offers helpful advice to help you improve.

7 Cs of Technical Writing Report

The 7Cs of communication are often connected with good written communication, rather than technical writing in particular. These concepts, however, can be used in technical writing to improve clarity and comprehension.

7 C's of Technical Writing

  • Clarity : Use clear, straightforward language. Avoid jargon and technical terms that might confuse the reader and organize your content logically.
  • Conciseness : Be brief and to the point. Avoid unnecessary words or information and Use bullet points and lists for easier readability.
  • Concreteness : Use particular facts and numbers. Give specific instances to support your arguments. Avoid using confusing or unclear wording.
  • Correctness : Make sure that your text is grammatically correct. Check for spelling and punctuation mistakes and Ensure the technical information is accurate.
  • Coherence : Check to ensure the information flows easily. Make use of transitions between paragraphs and sections and arrange your content logically.
  • Completeness : Provide all the information, respond to inquiries, and ensure no details are left out.
  • Courtesy : Be polite and respectful in your tone, Use a positive and professional tone, and Consider your audience and their level of understanding.

It is vital in technical writing to keep consistent (use the same style and words) and to provide proper context for understanding the technical stuff.

Understanding the Purpose of Technical Reports

Before delving into how to write a technical report, it’s critical to grasp its goal. Technical reports provide data, insights, and conclusions to a certain group. Whether you’re writing about research, a project, or a technical problem, stating your goals will guide your writing.

Knowing your audience is crucial. It helps you use the right language and provide the right amount of information for clear communication.

Structure and Organization

The structure of a technical report plays a pivotal role in conveying information logically and coherently. A well-organized report enhances readability and comprehension. The typical structure includes:

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structure and organization of Technical writing

  • Title Page: Indicate the title, author, and any relevant institutional information.
  • Abstract: Summarize the key points of the report, providing a snapshot of the content.
  • Table of Contents: Outlining the structure and organization of the report.
  • Introduction: Setting the stage by introducing the problem or topic and stating the purpose of the report.
  • Literature Review: Providing context by reviewing relevant literature and previous work in the field.
  • Methodology: Detailing the procedures and methods used in gathering and analyzing data.
  • Results: Presenting the findings of your research or project.
  • Discussion: Interpreting the results, addressing limitations, and discussing implications.
  • Conclusion : A summary of the important ideas with an emphasis on significant takeaways.
  • Recommendations: Offering suggestions for future research or actions.
  • References: Citing sources used in the report.

Clarity and Conciseness

Technical reports should convey information clearly and concisely. Avoid unnecessary jargon and complex language that may confuse the reader. Use diagrams, charts, and tables strategically to illustrate key points. Additionally, be mindful of the tone, maintaining a formal and objective style throughout the report.

Data Presentation and Analysis

In a technical report, the main focus is on showing and studying data. Explain your method clearly, make sure the data is accurate and important, and present it in an easy-to-understand way. Use pictures to help explain, giving a full view of the information .

Citation and Referencing

Proper citation and referencing are crucial in technical report writing. Follow a recognized citation style (e.g., APA, MLA, IEEE) consistently throughout your report. Accurately citing sources not only gives credit to the original authors but also adds credibility to your work.

Revision and Proofreading

Give your technical report enough time for a full edit and proofread before submitting it. Check for grammatical problems and inconsistencies, and make sure the report follows the criteria. A polished report exhibits professionalism and accuracy.

Points to Remember while formatting Technical Report

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technical report writing purpose

It is important to pay attention to the format of a technical report when writing it for effective communication. Here are some important things to remember while formatting a technical report.

Points to Remember while Technical writing

  • A strategic title is the initial impression, conveying the essence of the report. It should be brief and indicative of the content to guide readers properly.
  • Break your report into parts like Introduction, Body, Conclusion, and Recommendations. Make sure headings and subheadings look the same to help people understand and find things easily. This keeps your information organized and easy to follow.
  • Use visuals like graphs to help people understand better. Make sure each visual is labelled and referred to in the text so everything makes sense.
  • Use clear and short words. Explain technical terms so everyone can understand. Make everything look the same with fonts, spacing, and indentation to look professional.
  • Make sure to cite accurately using a style like APA or MLA. List all your sources at the end. In the conclusion, briefly go over the main points, remind yourself why you wrote the report, and highlight the important insights.
  • Check and fix mistakes in your writing carefully. Ask friends or co-workers for their opinions to make your report better.
  • Insert page numbers and headers for easy reading. Keep a professional tone in your writing to make it trustworthy. Add extra stuff in the back (appendices) and mention it in the main text when needed.
  • To enhance readability, opt for a font size and line spacing that facilitate comprehension. Break down content into manageable paragraphs, making the report more digestible for readers.

Follow these formatting tips to make your report look good and share information well with your audience.

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  • Comprehensive Module: The course covers several key subjects, such as document organization, data presentation, and the use of visuals. This ensures that participants get a complete understanding of technical writing.
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  • Training : 36 hours of live, interactive, two-way online classroom instruction.
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In summary, learning how to write technical reports is a valuable skill that can greatly affect your success in school and work. To do it well, understand why you’re writing, organize your report carefully, keep it clear and concise, present data thoughtfully, and follow proper citation and revision rules. Practice a lot and get feedback to improve this skill over time.

A technical report is a detailed document that explains complex information on a specific topic clearly and organized. It’s like a guide that helps others understand technical or scientific subjects

A technical report usually starts with an introduction, introducing the topic and outlining what the report will cover. This sets the tone and gives readers a roadmap for what to expect in the report.

Visuals, like charts and diagrams, are used in technical reports to make information more visual and easily comprehended. They provide a quick way for readers to understand complex data, making the report more accessible.

Simple language ensures everyone, regardless of expertise, can easily understand the information presented in the report.

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What is the Purpose of Technical Writing?

What is the Purpose of Technical Writing?

Table of Contents

What is technical writing, what is a technical writer, what is the skill set of a technical writer, finding technical writers from within your company, a wide range of industries need technical writers, final thoughts on the purpose of technical writing.

In order to understand the purpose behind technical writing , go back in time and reflect on the teachings of your high school English class. If you will recall, technical writing belongs to the type of writing categorized as “informative.”

It is different from “creative writing” in that it is entirely factual and opinion-free. In contrast to “persuasive writing,” the author of a technical writing piece is not trying to appeal to the reader’s reason. Instead, a technical writer’s job is to educate and inform. Their stance is utilitarian and reflects an absence of emotion. 

In short, the purpose of technical writing is to break down complex ideas and information into easy-to-understand tasks or explanations for the reader. It's straightforward and clearly informs the reader on a topic (no matter their current knowledge level or if they're a non-technical audience). 

This style of writing covers any text that aims to explain detailed, technical content . You may be surprised to learn of some of the documents that are categorized as technical writing. In IT, there are datasheets and troubleshooting documentation. In the medical realm, there are value dossiers and safety updates. In aviation, there is technical documentation for civil and military for the needs of operations and maintenance. 

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Our Technical Report Writing Course has been offered at Shell, Liberty Mutual, Lincoln Financial, and many other organizations.

A technical writer is defined as one who writes, “about a particular subject that requires direction, instruction, or explanation.” When put that way, is it no wonder that almost every company spanning an array of industries is on the hunt for technical writers? This is great news for those who hold the title of technical writer and sobering news for those looking to ramp up their product marketing efforts. The demand is high and the supply of talent is low.

A ‘Technical Writer’ is also known as a Technical Communicator , Information Developer , Technical Content Writer , and/or Technical Documentation Specialist . Defining the role of the ‘technical writer’ brings with it ambiguity, but know that technical writing can be found in many places. You may confront it while waiting at the doctor’s office and certainly in your home if you save the “how-to” manuals of your favorite household items. 

The technical writing arena is comprised of Subject Matter Experts (SMEs). SMEs hail from an assortment of technical or scientific industries. These include but are not limited to Robotics, Finance, Consumer Electronics, Chemistry, Computer Hardware/Software, Engineering, Medical, Forestry, and Biotechnology.

Some technical writers do not start out as experts in these fields. They may have an aptitude for learning complex subject matter and a way of breaking down hard-to-understand concepts into comprehensible formats. The sole purpose of technical writing is to inform the reader so a strong understanding of the target audience is essential.

A technical writer must possess these capabilities:

  • Strong Communication Skills
  • Excellent Writing Skills
  • Editing Skills
  • Technical Knowledge
  • Research Abilities
  • Design Insight

Note that a technical writer does not need to be a master in design. There is typically a graphic designer on hand that handles the creative elements. It is helpful, however, to be able to visualize how the document will be laid out in the conceptual form.

Also, worth pointing out and which is sometimes surprising is the need for a technical writer to work as a team. There is a great deal of collaboration that goes into technical writing. Many experts and stakeholders have a vested interest in the end product, and it’s essential to include feedback from all team members.

Good technical writers are hard to find, and the reason is obvious, i.e., lack of expertise in the subject matter. The good news is that there is an easy solution. Innovative companies are looking within their own departments and transforming SMEs into technical writers, at least on a part-time basis.

As mentioned previously, technical writing is a team effort. It requires the collaboration of multiple employees, who may each wear a different hat in the company. The perspective of an entire unit is the norm and essential to the compilation of an exemplary technical document.

The unique perspectives of product marketing, communications, research, and other groups may be necessary for the creation of a single piece. And as with all company documents, the final review lies with the legal department for a technical document. Learn more about our Group Training Opportunities here.

Technical writing is not confined to a technical field. Any company that is driven to instruct its prospects and consumers call for the services of a technical writer.

Consider this recent article that highlights the highest-paying companies for technical writers. Walmart, Google, and Amazon are hiring in the six figures for top talent. There are a large number of documents that fall in the category of technical writing for a variety of industries.

T hese call for professionals from all different kinds of educational and work experiences to create a strong technical document that meets the needs of the target audience. A wide range of document types include:

  • Annual Report
  • User Manuals/Instruction Manual
  • API Documentation
  • SOPs (Standard Operating Procedures)
  • Research Papers
  • Presentations
  • Instructions
  • Case Studies
  • White Papers
  • Process/Machine Descriptions
  • Medical/Scientific Papers
  • Lab Reports

Also contributing to the popularity of the profession is the uptick in and emphasis on STEM programs over the past decade. The focus on STEM has increased exponentially in recent years and is prevalent all over the US and abroad. Recognize that the finetuning of writing skills is not reserved for those with a liberal arts degree. Higher education programs in STEM recognize the importance of communication in these fields.

Upon learning more about the  purpose of technical writing , you now understand that it is a unique blend of art and science. Due to its expansiveness, companies may need to provide training to sharpen and polish the writing skills of those who are not purported “writers” but have the industry, product, or technical knowledge.

This is a wonderful opportunity for companies who aim to level up the skills of their employees. 

It’s exciting for professionals who wish to strengthen their dexterity in communications. 

To find out more about leveraging the extensive knowledge that your current employees hold to create technical documents, contact Instructional Solutions . We provide standard and tailored programs best to meet your company's needs for technical communication. Your team will learn a technical writing process and style of writing to strengthen technical writing skills.

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CH 7: Technical Reports

What is a report.

Reports are documents designed to record and convey information to the reader. Reports are part of any business or organization; from credit reports to police reports, they serve to document specific information for specific audiences, goals, or functions. The type of report is often identified by its primary purpose or function, as in an accident report, a laboratory report, a sales report, or even a book report. Reports are often analytical, or involve the rational analysis of information. Sometimes they simply “report the facts” with no analysis at all, but still need to communicate the information in a clear and concise format. Other reports summarize past events, present current data, and forecast future trends. While a report may have conclusions, propositions, or even a call to action, the demonstration of the analysis is the primary function. A sales report, for example, is not designed to make an individual sale. It is, however, supposed to report sales to date, and may forecast future sales based on previous trends. This chapter is designed to introduce you to the basics of report writing.

Types of Reports

Reports come in all sizes, but are typically longer than a page and somewhat shorter than a book. The type of report depends on its function. The function of the report is its essential purpose , often indicated in the thesis or purpose statement. The function will also influence the types of visual content or visual aids, representing words, numbers, and their relationships to the central purpose in graphic, representational ways that are easy for the reader to understand. The function may also contribute to parameters like report length (page or word count) or word choice and readability. Focusing on the content of your longer business documents is not only natural but necessary because doing so helps ensure complete, correct information.

Reports vary by function, and they also vary by style and format. This chapter discusses reports in general terms, focusing on common elements, while also examining a few of the most common types of reports prepared by technical writers. Referencing similar documents or specific report examples may serve you well as you prepare your own reports.

Informational or Analytical Report?

There are two main categories for reports, regardless of their specific function or type. An informational report informs or instructs and presents details of events, activities, individuals, or conditions without analysis. An example of this type of “just the facts” report is a police accident or a workplace incident report. The report will note the time, date, place, contributing factors, like weather, and identification of those involved. It does not establish fault or include judgmental statements. You should not see, for example, “Driver was falling down drunk” in a police accident report. Instead, you would see “Driver failed sobriety tests and breathalyzer test and was transported to the station for a blood sample.” The police officer is not a trained medical doctor and is therefore not licensed to make definitive diagnoses but can collect and present relevant information that may contribute to that diagnosis.

The second type of report is called an analytical report . An analytical report presents information with a comprehensive analysis to solve problems, demonstrate relationships, or make recommendations. An example of this report may be a field report by a Center for Disease Control (CDC) physician from the site of an outbreak of a virus, noting symptoms, disease progression, steps taken to arrest the spread of the disease, and recommendations for the treatment and quarantine of subjects.

Table 7.1  lists many of the most common types of technical reports and their functions:

Reports vary by size, format, and function, but they are typically organized around six key elements :

  • Whom the report is about and/or prepared for
  • What was done, what problems were addressed, and the results, including conclusions and/or recommendations
  • Where the subject studied occurred
  • When the subject studied occurred
  • Why the report was written (function/purpose), including under what authority, for what reason, or by whose request
  • How the subject operated, functioned, or was used

Pay attention to these essential elements when you consider your stakeholders (those who have an interest in the report). That may include the person(s) the report is about, whom it is for, and the larger audience of the business, organization, or industry. Ask yourself who the key decision makers are who will read your report, who the experts or technicians will be, and how executives and workers may interpret your words and images. While there is no universal format for a report, there is a common order to the information. Each element supports the main purpose or function in its own way, playing an important role in the representation and transmission of information.

Checklist for ensuring that a report fulfills its goals :

  • Report considers the audience’s needs
  • Format follows function of report
  • Format reflects institutional norms and expectations
  • Information is accurate, complete, and documented
  • Information is easy to read
  • Terms are clearly defined
  • Figures, tables, and art support written content
  • Figures, tables, and art are clear and correctly labeled
  • Figures, tables, and art are easily understood without text support
  • Words are easy to read (font, arrangement, organization)
  • Results are clear and concise
  • Recommendations are reasonable and well-supported
  • Report represents your best effort
  • Report speaks for itself without your clarification or explanation

Additional Resources

  • “ Reports, Proposals, and Technical Documents ,” a slideshow from the Purdue OWL

Technical Writing at LBCC Copyright © 2020 by Will Fleming is licensed under a Creative Commons Attribution 4.0 International License , except where otherwise noted.

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Chapter 1: Introduction to Technical and Report Writing

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Learning Objectives

What is Technical Writing? [1]

You’re probably wondering what this “technical writing thing” is. Someone may even have told you, “It’s this course where they make you write about rocket science and brain surgery.” Well, not really, as you will see in a moment. Actually, the field of technical communication is essential in a wide range of fields and occupations. It is a fully professional field with degree programs, certifications, and—yes!—even theory. It’s a good field with a lot of growth and income potential; and an introductory technical-writing course for which this book has been developed is a good way to start if you are interested in a career in this field .

Technical writing is an audience-centered means of communication that provides a reader with clear and easy access to information. In the business world, time equates to profit, and profit is the force behind all business interaction. The technical writer and reader have a vis-à-vis relationship. The writer recognizes, respects, and addresses the importance of time in effective and efficient communication by providing documents written in specific formats, using unambiguous language to send clearly accessible information. The reader in turn thoroughly understands the information in order to give a thoughtful response.

The Meaning of “Technical”

Technical communication—or technical writing, as the course is often called—is not writing about a specific technical topic such as computers, but about any technical topic. The term “technical” refers to knowledge that is not widespread, that is more the territory of experts and specialists. Whatever your major is, you are developing an expertise—you are becoming a specialist in a particular technical area. And whenever you try to write or say anything about your field, you are engaged in technical communication .

Academic Writing Versus Technical Writing

The definite purpose, strict format and use of appropriate language in technical writing define the differences between technical writing and academic writing. The academic writer’s purpose may be to write an assignment, a story, a letter, etc.. These works may or may not have a reader. However, technical writing always has a definite purpose and will always have a reader. Regardless of the number of the intended readers of a document who may or may not read the document, the document will be read by the primary reader.

Workplace Writing

However, the focus for technical-writing courses is not necessarily a career as a technical writer but an introduction to the kinds of writing skills you need in practically any technically oriented professional job. No matter what sort of professional work you do, you’re likely to do lots of writing—and much of it technical in nature. The more you know about some basic technical-writing skills, which are covered in this guide and in technical-writing courses, the better job of writing you’re likely to do. And that will be good for the projects you work on, for the organizations you work in, and—most of all—good for you and your career .

Really Technical Writing

Keep relaxing, but you should know that professional technical writers do in fact write about very technical stuff—information that they cannot begin to master unless they go back for a Ph.D. But wait a minute! The technical documents have to ship with the product in less than nine months! How do they manage? Professional technical writers rely on these strategies to ensure the technical accuracy of their work:

  • Study of books, articles, reports, websites related to the product
  • Product specifications: what the product is supposed to do, how it is designed
  • Interviews with subject matter experts: the product specialists, developers, engineers
  • Product meetings during the development cycle
  • Live demonstrations of the product
  • Familiarization with similar, competing products
  • Experimenting with working models of the product
  • Most importantly, subject matter experts’ review of technical writers’ work for technical accuracy and completeness

Of course, experienced technical writers will tell you that product development moves so fast that specifications are not always possible and that working models of the product are rarely available. That’s why the subject matter experts’ review is often the most important.

Considerations of Technical Documents

There are key components of what makes a document strong. Therefore, writers keep these items in mind while constructing technical documents.

The Importance of Audience

Another key part of the definition of technical communication is the receiver of the information—the audience. Technical communication is the delivery of technical information to readers (or listeners or viewers) in a manner that is adapted to their needs, level of understanding, and background. In fact, this audience element is so important that it is one of the cornerstones of this course: you are challenged to write about highly technical subjects but in a way that a beginner—a nonspecialist—could understand. This ability to “translate” technical information to non-specialists is a key skill to any technical communicator. In a world of rapid technological development, people are constantly falling behind and becoming technological illiterates. Technology companies are constantly struggling to find effective ways to help customers or potential customers understand the advantages or the operation of their new products .

Not only is the the level at which you write important but so are the language choices you make as you do so. Please review the information on the following link for tips: Use Language that is Sensitive to Your Audience [2]

So relax! You don’t have to write about computers or rocket science—write about the area of technical specialization you know or are learning about. Also, plan to write about it in such a way that even Grandad can understand !

Formatting and Language

Formatting and appropriate language are the basic design elements of all technical documents. A format that shows a hierarchical structure and a coordinate structure of information le ads the reader thorough text.

Textbook image

Readers should be able to identify a writer’s organizational pattern very quickly when reading a technical document . This sometimes refers to a document being “reader friendly.” In addition , using appropriate language is significant in providing the reader with a thorough understanding of the purpose of the document, how the document relates to the reader’s needs, and what action is expected of the reader. [3]

A document may also have one reader (the primary reader) or several readers (the secondary readers). A primary reader is the person who ordered the report to be written or the person for whom a report is intended. These readers will usually read the entire report. Secondary readers are those readers who will read only the sections of the report that relate to them, their jobs, their departments, responsibilities, etc. For example, if a report was sent that detailed funding for different departments, a piping superintendent may only want to read the section that relates to piping. This is where format, the use of headings, is significant in allowing the reader easy access to information. When the piping superintendent can scan through the document and clearly find the heading that identifies his department saves time.

Cultural Communication

Technical writers need to be aware of the differences between the behavior and the norms, beliefs and values of specific cultural. According to Edward T. Hall and Mildred Reed Hall, In Understanding Cultural Differences, each culture operates according to its own rules (1990, pp. 3-4). Hall and Hall add that problems occur when members of one culture apply the rules to another culture (1990, pp. 3-4). To communicate effectively with other cultures, the technical writer needs to not only be aware of rules governing behaviors that can be observed but also of the not-so-obvious rules that govern the norms, beliefs, and values of the people of a culture. The invisible rules of a culture dramatically impact the acceptance of ideas, plans, and strategies. The Cultural Iceberg illustrates patterns of world communication, showing indicators of Institutional Culture (the obvious behavior of a culture), which can be clearly seen as the tip of the iceberg, and People Culture (the norms, beliefs and values of a culture), which cannot be seen and which are the barriers to successful communication .

Figure 2 The Cultural Iceberg

technical report writing purpose

Technical writers have a responsibility to their readers and to their employers to follow ethics when writing reports.

Law and Ethics Text with Watch

Technical writers must use words that demonstrate valid appeals to reason, avoiding emotional words and phrases that appea l to basic emotion instead of justifiable reasoning. In addition, technical writers must use valid references to support ideas and strategies, avoiding referencing non experts to sway readers’ support. Also, technical writers must use accurate numbers to report data, avoiding charts and tables that skew data. Using any type of fallacies in technical writing is unethical and could result in dire consequences.

Not only do technical writers have a responsibility to report accurate information, but they also have a responsibility to credit accurate sources of information. At no time is it acceptable to rearrange information in order to attempt to indicate that the writer is the source of someone else’s idea or to indicate that the writer read a report that included information he/she cited, when the primary source of the information was cited in another report. All sources must be referenced accurately in the text and cited on a reference page.

Daniel G. Riordan (2005), in Technical Report Writing Today, cites Dombrowski to define three threads of ethics:

One major thread is that the communicator must be a good person who cares for the audience. Communicators must tell the truth as convincingly as possible, because truth will lead to the good of the audience. Another thread is that the communicator must do what is right, regardless of possible outcomes. A third thread is that communicators must act for the greatest good for the greatest number of people (p. 16) .

In addition, Riordan (2005) references the “code of ethics of the Society for Technical Writers, and cites five of the code’s tenants:

My commitment to professional excellence and ethical behaviors means that I will …

  • Use language and visuals with precision.
  • Prefer simple direct expression of ideas.
  • Satisfy the audience’s need for information, not my own need for self-expression.
  • Hold myself responsible for how well my audience understands my message.
  • Report the work of colleagues, knowing that a communication problem may have more than one solution (Riordan, 2005, pp. 15-16) .

Hall, E. T. & Hall, M. R. (1990). Understanding Cultural Differences. Yardmouth: Intercultural Press, Inc.

Riordan, D. G. (2005). Technical Report Writing Today. Boston: Houghton Mifflin Company.

Visuals & Readability

To make a document more reader friendly, many technical writers rely on visuals to achieve this goal. [5] For example , la bels, callouts and captions are identifying text for graphics . Labels and callouts identify specific elements or features on a graphic; whereas captions are short phrases or sentences that describe the graphic. Notes, or footnotes, explain, or give credit.

Labels and Callouts

To identify specific elements or features, labels and captions are placed directly on the graphic or near it. “Although the terms are used interchangeably, labels are text identifiers that are self-explanatory in an image, while callouts are labels that require further information outside the image to explain what they are identifying” (Gurak 304). They supplement the visual information. But use them selectively; use them only if readers need them (Rude 116).

The advantage of labels is that the reader gains a basic understanding of elements in the graphic without referring to supplementary explanations. But, too many labels obscure the image. In this case, callouts are the better option. Use numbers or letters to identify each element and the supplementary explanations.

Guidelines for Creating Labels and Callouts

  • Determine the number of items to identify in the image (Gurak 308).
  • Estimate how much explanation each item requires to determine if labels or callouts are more appropriate (Gurak 308).
  • create a consistent visual style (Gurak 308)
  • use the same terms on the label or callout as in the text (Rude 116)
  • in general, all parts mentioned in the text should have a label or callout, and all parts with a label or callout should be mentioned in the text. (Rude 116)
  • Use a standard font and size for readability (Rude 116)
  • Align the labels and callouts for a neater appearance (Rude 116)
  • If callouts are used, place the explanatory text in a key next to the graphic.

Labels can take different forms (Gurak 304 – 306):

  • They may be placed directly on the graphic (whereby they become part of the graphic).
  • They may be placed around the graphic and use lines to point to the relevant element in the graphic.
  • Online, labels can be links or hotspots whereby more information about the element is displayed on mouse rollover.

This is an example of l abels placed directly on the graphic.

Map of Central Park with labelled streets and park areas.

Figure 3 Map of the West Side Central Park, NYC between 102nd and 110th Streets.

Here, the labels are placed around the graphic.

Drawing of a flower with all parts labelled with lines to their placement on the drawing.

Figure 4 Parts of a flower.

In this sample, when the mouse is rolled over the ‘Firebox’ label, the text will read: “Literally a box containing the fire. It is surrounded by water on the top and all sides. The bottom is a grate with an ash pan below that.” Additional information is displayed .

Anatomy of a steam locomotive. Each part of the train is labelled with a line to the part.

Figure 5 Labels as hotspots.

Callouts are best used when many parts of the image need to be labeled and each part requires a longer explanation. In fact, the label sequence may be in alphabetical or numerical (as in Figure 6) order. Ensure that the explanation is near the graphic.

Sample Nutrition Facts label from Macaroni and Cheese. Call outs on the left side point to different parts of the label, such as Start Here, Check Calories, Limit these Nutrients, Get Enough of these Nutrients, Footnote, and the Serving Size.

Figure 6. How to understand and use the Nutrition Facts Label.

Coded callouts are in numerical sequence; the explanation for each number appears below the graphic. The example above shows part of the explanation of Number 1 explanation only.

Captions, table, and graphics titles must clearly identify information to the reader. Interpretive captions usually require one or more sentences. Captions should be informational, without becoming too lengthy. Captions that are merely a title for a graphic are not very helpful (Franklin 96).

Writing Style for Captions

  • Captions for graphics include the title and any explanatory material, immediately under the graphic.
  • Words such as Figure, Illustration, and Table should be in bold type.
  • The caption should be italicized.
  • Treat tables and figures the same.

Good captions are what guide readers not only to see, but also to understand. Captions label graphics with titles and explain to readers what they are seeing, and how to interpret the information captured in the visual. The Franklin Covey Style Guide for Business and Technical Communication provides an excellent source for writing captions (Franklin 39 – 41).

Five Specific Style Rules

  • Use interpretive captions whenever possible. I nterpretive captions provide both a title and explanatory information, usually expressed in a complete sentence, to help readers understand the central point(s) that the writer wants to convey. A graphic and its caption should be clear and understandable without requiring readers to search for clarifying information in the text:
  • Figure 4. Cabin-Temperature Control System. Constant cabin temperature control is maintained by the system’s modulated cabin sensor.
  • This interpretive caption gives the title and then tells the reader the principle message – that the check valve provides near-zero risk. And, it states how the check valve provides near-zero risk (Franklin 39).
  • Figure 23. Check Valve . The risk of bad air entering the changer is near zero because the check valve permits air flow in one direction only.
  • This interpretive caption gives the title of the figure and emphasizes that the cabin has a constant temperature – a benefit provided by the feature described in the figure. The caption states clearly what the writer wants the reader to learn from the drawing (Franklin 39).
  • Avoid using short, often ambiguous, titles to replace interpretive captions. In the past, styles for technical and scientific documents used only short, simple title captions for visuals. These were often superfluous, providing no real information other than the obvious to the reader, i.e. – A Horse. Titles that are so short and cryptic that they sound telegraphic are not useful. Such captions are only useful when the graphics are self-explanatory, and require no interpretation (Franklin 40).
  • Number figures and tables sequentially throughout the document, and place the number before the caption. If an important figure or table is presented twice, treat it as two separate visuals and number each. Figure and table numbers should be whole numbers (Franklin 40).
  • Captions may appear below or above a visual, but consistency throughout a document is critical. Arguments support both options; choose one, warrant your choice, and be consistent.
  • Put the caption above the visual for better visibility when captions are used with slides and other project visual aids. Captions placed at the bottom may be blocked by the heads of those seated in front (Franklin 99).

Notes or footnotes are categorized as either explanatory or source notes. Explanatory footnotes are identified by a superscript number or letter. The order in which notes appear is important; explanatory footnotes are placed above source notes. And both are placed above the caption, if the caption is placed at the bottom of the illustration.

A pie chart about Toxic Chemical Releases. Below the chart, a footnote is listed with a source note and caption.

Figure 7. Placement of footnote, source note and caption.

Source: Rude, p. 115, modified.

The Writing Process [6]

Writing, especially when compiling a larger document, is not something you sit down, complete in one session, and quickly submit. This is especially true when writing for the workplace where accuracy and clarity are necessary. In fact, writing should be seen as a process that is recursive where the writer moves in and out of various stages of writing and often times revisits some of the stages. The writing process might consist of the following:

This is the planning done before writing a document. It may be defining the purpose of the task, analyzing the primary and secondary readers, sketching the document and what will go in each section, or gathering research.

This is writing and compiling a first draft of the document. Sometimes, the writer worries more about getting ideas down more than guaranteeing every punctuation or grammar choice is correct.

When a writer revises, a writer revisits the draft and makes substantial changes to it. This is more than editing. It is adding, deleting, and moving entire sections of the document around to prepare it as a final, comprehensive document. In fact, it is here that many writers ask others for feedback before revising to ensure that another, unbiased set of eyes have looked over the document and easily understand it.

This is the final part of the process. It is reading through the document several times while looking for clarity, consistency, and accuracy. In fact, consider reading your document aloud and listening to it as you do so instead of reading and “seeing” it. Most individuals communicate mostly through talking and listening. Therefore, when you read aloud, you can hear if something in your document doesn’t sound right and then correct it. You should be able to read it in a way that it is understandable and sounds conversational.

For additional information on the writing process, visit The Writing Center website for the University of Texas: University of Texas Writing Center & The Writing Process .

Using a process in the workplace and in our class will strengthen your documents significantly. In fact, remember that your documents reflect on who you are as student, technical writer, employee, and even researcher.

[1] Technical Writing. Authored by : Dr. Elizabeth Lohman. Provided by : Tidewater Community College. Located at : http://www.tcc.edu/ . Project : Z Degree Program. License : CC BY: Attribution , edited by Amber Kinonen , edits included in italics

[2] Use Language that is Sensitive to Your Audience. Provided by : Writing Commons. Located at : http://writingcommons.org/open-text/collaboration/143-common-comments/word-choice-/575-use-language-that-is-sensitive-to-your-audience . License : CC BY-NC-ND: Attribution-NonCommercial-NoDerivatives edited by Amber Kinonen , edits included in italics

[3] Image of Textbook. Authored by : Dominik Wagner. Located at : https://flic.kr/p/eoAvCb . License : CC BY: Attribution

[4] Image of Text with Watch. Authored by : Stephen Wu. Located at : https://flic.kr/p/tZ1LP . License : CC BY-NC-ND: Attribution-NonCommercial-NoDerivatives

[5] Norbert Elliot’s “Labels, Callouts, Captions and Notes” CC-BY Saylor, edited by Amber Kinonen , edits included in italics

[6] The Writing Process CC-BY Amber Kinonen

Icon for the Creative Commons Attribution 4.0 International License

Chapter 1: Introduction to Technical and Report Writing by Bay College is licensed under a Creative Commons Attribution 4.0 International License , except where otherwise noted.

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Purpose of technical writing - why study technical report writing. Technical report writing has two basic purposes :

  • To persuade

A tech. report can be used for the physical description of a new machine, the steps in a particular process, or the results of an experiment. For example: A writer not only describes two sites for a factory but also persuades readers to accept one of them as the best i.e. to prove your point. The document that achieves these purposes is called technical writing. Functions of Technical Writing also includes the following points:

Reassure recipients that you are making progress, that the project is going smoothly, and that it will be completed by the expected date.

Provide their recipients with a brief look at some of the findings or some of the work of the project.

Give the recipients a chance to evaluate your work on the project and to request changes.

Give you a chance to discuss problems in the project and thus to forewarn recipients.

Force you to establish a work schedule so that you'll complete the project on time. It gives the writer a motivation to work more and produce results more efficiently.

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technical report writing for engineers

Technical Report Writing for Engineers: A Comprehensive Guide

As an engineer, if you are looking at technical report writing for engineers? And learn how to write effective technical reports? If yes, then this article is for you.

After completing our comprehensive guide, you can improve your communication skills and stand out in your industry with our expert tips. It will meet your needs too.

Technical report writing is an essentials skill for engineers to communicates their finding, design, and recommendation to clients, colleagues, and other stakeholders. However, despite its importance, many engineers have difficulty writing effective technical reports. This is a critical issue because poorly written technical reports can results in misunderstanding, errors, and delays that can have serious consequences for project and organization.

Fortunately, research has shown that with the right training and supports, engineers can significantly improves their technical writing skill and produces high-quality report that meet the need of their audience.

As an engineer, you know that technical report are a crucial part of your jobs. They provides a detailed account of your finding, recommendation, and conclusion based on your researches and analysis. However, technical reports writing is not always easy, especially for those who are not familiar with the formats and styles. In this article, we will provides you with a comprehensive guides on technical reports writing for engineers, including tips, best practices, and common mistake to avoid.

  • Understanding Technical Report Writing
  • Types of Technical Reports
  • Preparing for Technical Report Writing
  • Structure of Technical Reports
  • Writing a Technical Report
  • Editing and Revising Technical Reports
  • Mistakes to Avoid in Technical Report Writing

1. Understanding Technical Report Writing

Technical report writing is a specialized form of writing that is used to communicate technical information to a specific audience. Technical reports are typically used to document research findings, provide recommendations, and make conclusions based on data analysis. These reports are often used in engineering, science, and other technical fields.

1. What is an engineering report?

An engineering report is a documents that presents technical information related to an engineering projects, researches, or analysis. The report typically includes a description of the problem or objective, the methodology used to conduct the analysis, the result and conclusion, and recommendation for further action.

2. Why write an engineering report?

There are several reasons why someone may need to write an engineering report. One common reason is to communicate technical information to stakeholders such as clients, colleagues, regulatory agencies, or the public. The reports will provides a comprehensive understanding of the problems and the proposed solutions, helping to build consensus and support for the projects.

Additionally, an engineering report can serves as a record of the work done and the result obtained, which can be used for future references or to support claim or decision. It can also helps to identify area for improvements or further researches.

Overall, an engineering report is an essential tool for engineers to effectively communicate technical information and findings related to their work.

Also read:  Technical Writing vs Business Writing: Understanding the Nuances for Professional Growth

2. Types of Technical Reports:

Feasibility reports, progress reports, design reports, research reports, inspection reports, evaluation reports.

These reports assess the feasibility of a project or a proposed solution. They evaluate the technical, economic , and social viability of the proposed solution and provides recommendations on whether to proceed with the project.

These reports provide updates on the promotion of a project. They outline the accomplishments, challenges, and remaining tasks of the project and provide recommendations for addressing any issues.

These reports document the design process of a product or system. They outlined the design criteria, constraint, and specification, as well as the rationale for design decision.

These reports presents the finding of a research study. They outline the research questions, methodology, data analyse, and conclusion.

These reports document the findings of an inspection of a product, system, or facility. They identify any defects, hazards, or non-compliance with standards and provide recommendations for corrective action.

These reports assess the effectiveness of a program, project, or policy. They evaluate the objective, outcome, and impact of the programs, projects, or policy and provides recommendation for improvements.

3. Preparing for Technical Report Writing:

Before you start writing your technical report, it’s important to gather and organize all the necessary information. This includes identify the purpose of the reports, the audience, and the scope of the reports. You should also consider the formats, structures, and styles of the reports. Some tips for preparing for technical report writing includes:

  • Identify the purpose of the report
  • Determine the audience
  • Determine the scope of the report
  • Consider the format, structure, and style of the report
  • Gather all necessary information
  • Organize your ideas and information

Identify the purpose of the reports: Before you start writing your technical reports, you need to identify its purposes. Are you writing a feasibility reports, progress reports, design reports, research reports, inspection reports, or evaluation reports? Understanding the purpose of the reports will helps you to focus your writing and ensure that you includes all necessary information.

Determine the audience: It is essential to consider the intended audience of your technical report. Who will be reading your report? Who will read your report? What is their technical knowledge and skill level? Tailor your writing style and language to your intended audience to ensure that your report is easily understood.

Determines the scope of the reports: Determine the scope of your reports by identifying the boundaries of the topics or problems that you will be addressing. This will helps you narrow down the focus of your reports and ensure that you stay on track.

Consider the format, structure, and style of the report: Technical reports should be well-structured and formatted. Consider using headings, subheadings, and lists to organize your ideas and information. Ensure that your report follows the required format and style guidelines.

Gather all necessary information: Collect all necessary information related to your topic, including data, research, and supporting documentation. Ensures that you have all the necessary information before you start writing your reports.

Organize your idea and information: Organize your idea and information in a logical and coherent manners. Ensure that your reports flows well and that your ideas are presented in a clear and concise manners.

4. Structure of Technical Reports:

  • Table of contents
  • Abstract or executive summary

Introduction

  • Background and literature review

Methodology

  • Results and findings
  • Discussion and analysis
  • Conclusion and recommendations
  • References or bibliography

Appendices (optional)

Technical report are formal documents that follows a standard structure to ensure that they are well-organized, informative, and easy to understand. The following sections are typically included in the technical report:

The title page includes the title of the reports, the name(s) of the author(s), the date, and any other relevant information, such as the name of the organization or project.

Table of Contents

The tables of contents lists the main sections of the reports and their page numbers. It helps the reader to navigate through the report quickly and easily.

Abstract or Executive summary

An abstract or executive summary provide a brief overview of the reports, including the purpose, scope, methodology, and key finding. It is typically one to two paragraph in length and is often included on a separate pages.

The introduction provides background information on the topic of the report, explains the purpose and scope of the report, and outlines the main objectives or research questions.

Background and Literature Review

The background and literature review section provides an overview of the existing knowledge and research related to the topic of the report. It helps to establish the context and significance of the report.

The methodology section describe the method used to collect and analyze data, conduct experiment, or carry out research. It include information on sample size, data collections technique, and statistical analysis method.

Results and Findings

The results and findings section presents the data and research findings in a clear and concise manner. It may includes table, graph and other visual aids to helps illustrate the data.

Discussion and Analysis

The discussion and analysis section interprets the results and findings in light of the research questions and objectives. It may also compare the results to previous research or industry standards.

Conclusion and Recommendation

The conclusion and recommendation section summarize the main finding and conclusion of the reports and provide recommendation for future researches or action.

References and Bibliography

The references and bibliography section lists all the sources cited in the report. It should be formatted according to the required citation style, such as APA or MLA.

Appendices may be included to provides additional information that is not included in the main body of the reports, such as technical drawing, calculation, or survey questionnaires.

By following this standardized structure, technical reports can effectively communicate complex information to a range of stakeholders and decision-makers.

5. Writing Technical Report:

Technical reports are formal documents that require clear and concise writing to effectively communicate complex information to the intended audience. Some tips for writing a technical report include:

  • Use clear and concise language
  • Avoid jargon and technical terms
  • Use headings and subheadings
  • Use relevant data and visuals to support your findings
  • Include a conclusion that summarizes your findings and recommendations

Use clear and concise languages: Avoid using unnecessary technical jargon or complex terminologies that may be difficult for the audience to understand. Use always clear and concise language to convey the message.

Avoid jargon and technical term that the audience may not understand: If you need to use technical term, provides clear definition or explanation to ensure that the audience can understand the meaning.

Use headings and subheadings: Use descriptive headings and subheadings to organize the content of the report into meaningful sections. This make it easier for the readers to navigate the reports and find relevant information.

Use relevant data and visual to support your finding: Use table, chart, graph, and other visual aids to presents your data in a clear and concise manners. This helps the reader to quickly understand and interpret the information.

Include a conclusion that summarizes your findings and recommendations: Summarize the main findings of your report and provide recommendations for future action or research. This help the readers to understand the significance of the reports and its implication.

6. Editing and Revising Technical Reports:

Editing and revising are important steps in the technical report writing process. Please review your report for clarity, accuracy, and consistency. You should also check for spellings and grammar error and ensure that your reports meets the required format and style guidelines. Some tips for editing and revising technical reports include:

  • Review your report for clarity, accuracy, and consistency.
  • Check for spellings and grammar error.
  • Ensure that your report meets the required format and style guidelines.
  • Get feedback from colleagues or experts in your field.
  • Revise your report accordingly based on the feedback received.

Review your reports for clarity, accuracy, and consistency: Read through your reports carefully to ensure that your ideas are presented in a logical and coherent manners. Ensure that your report is accurate and consistent throughout.

Check for spelling and grammar error: Use a spell checkers and proofread your reports thoroughly to eliminate any spellings or grammar error that could distract from the content.

Ensure that your reports meets the required format and style guidelines: Follow the guidelines provided by your organizations or professors to ensure that your reports is formatted and styled appropriately.

Get feedback from colleague or expert in your field: Share your reports with colleague or expert in your field to get feedback on its content, structures, and clarity.

Revise your report accordingly based on the feedback received: Use the feedback received to revise your report, making changes where necessary to improve its clarity, accuracy, and overall effectiveness.

7. Common Mistakes to Avoid in Technical Reports Writing:

In technical reports writing, there are common mistake that engineer often make that can impact the overall quality of the reports. Some of these mistakes includes:

  • Failing to identify the purpose and audience of the report.
  • Use technical jargon or acronym that are not understand by the intended audience.
  • Include irrelevant information that does not support the purpose of the report.
  • Neglect to cite sources or provide references for information used in the report.
  • Failed to proofread and edit the reports for error in grammar, spellings, and formatting.

Failing to identify the purpose and audience of the report: Before beginning to write a technical report, it’s important to identify the purpose of the report and the intended audience. This will helps ensure that the reports is written in a way that effectively communicate the information to the audience.

Using technical jargon or acronym that are not understand by the intended audience: Technical term and acronym can be confusing for reader who are not familiar with the terminology. It’s important to use clear and concise languages that can be easily understand by the intended audience.

Includes irrelevant information that does not supports the purpose of the reports: The information presented in a technical reports should be directly relevants to the purpose of the reports. Including irrelevant information can detract from the overall effectiveness of the report.

Neglecting to cite sources or provide references for information used in the report: Technical reports often requires the use of data and information from external source. It’s important to provides proper citation and reference for this information to give credit to the original sources and avoid plagiarism.

Failing to proofread and edit the report for errors in grammar, spelling, and formatting: Technical reports should be well-written and error-free to effectively communicate the intended message. Neglecting to proofread and edit the reports can result in error that can impact the overall quality and effectiveness of the reports.

By avoiding these common mistakes, engineers can ensure that their technical reports are effective, well-written, and accurately convey the intended message to the audience.

 Conclusion

Technical report writing is a crucial skill for engineers, and with the help of our expert tips and comprehensive guide, you can improve your technical report writing skills and stand out in your industry. Remember to keeps your audience in mind, use clear and concise languages, and always review and edit your reports before submitting it. By following the tips and best practices in this guide, you can write effective technical reports that communicate your findings, recommendations, and conclusions to a specific audience. With these skills, you can excel in your fields and make a significant impacts.

 Frequently Asked Questions

What is the purpose of the technical reports?

The purpose of a technical reports is to communicates technical information or data to a specific audience in a clear and concise manners.

What is the structure of the technical report?

The structure of a technical report typically includes a title page, table of contents, abstract or executive summary, introduction, background or literature review, methodology, results and findings, discussion and analysis, conclusion and recommendations, references or bibliography, and appendices (optional).

How do I determine the audience for my technical report?

To determine the audience for your technical reports, consider who will be reading the reports and what their level of technical knowledge is. Tailor your language and style to best communicate with this audience.

What are some common types of technical reports?

Common types of technical reports includes feasibility report, progress report, design report, research report, inspection report, and evaluations report.

How can I avoid common mistakes in technical report writing?

To avoid common mistakes in technical report writing, be sure to clearly identify the purpose and audience of the report, avoid technical jargon that is not understood by the intended audience, include relevant information and data, properly cite sources, and thoroughly proofread and edit the report.

How important is the revision and editing process in technical report writing?

The revision and editing process is critical in technical report writing to ensure clarity, accuracy, and consistency in the report. It is important to review and review the report multiple times to ensure it meets the required format and style guidelines and effectively communicates the intended message.

What are some tips for presenting technical reports to an audience?

When presenting a technical reports to an audience, use clear and concise languages, incorporate visuals to support your finding, and be prepared to answer questions and provides additional information as needed.

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Trump cites Justice Dept. rule book in effort to quash trials: 'Not allowed'

David Edwards

David Edwards

Senior editor, david edwards has spent over a decade reporting on social justice, human rights and politics for raw story. he also writes crooks and liars. he has a background in enterprise resource planning and previously managed the network infrastructure for the north carolina department of correction..

Trump cites Justice Dept. rule book in effort to quash trials: 'Not allowed'

Former President Donald Trump lashed out at judges hearing his criminal and civil cases in the latest of a series of rants he unleashed Monday. In a post to his Truth Social platform, Trump said prosecutors and judges were radical lunatics.

"All political prosecutions of your favorite president, me, must stop immediately," he wrote.

"We are in the middle of an election, perhaps the most important election in the history of our country, and these radical left lunatic prosecutors and judges are not allowed to be doing this. Why didn't they start three years ago??? Because they wanted to interfere with the presidential election of 2024, that's why!"

ALSO READ: 11 ways Trump doesn't become president

Trump cited the "Justice Department’s Justice Manual" as evidence his trials should be postponed until after the 2024 election.

“Federal prosecutors and agents may never select the timing of any action, including investigative steps, criminal charges, or statements, for the purpose of affecting any election, or for the purpose of giving an advantage or disadvantage to any candidate or political party," he quoted.

"This is election interference, and must be immediately stopped. I should not have to go through any fake prosecutions before the election, This is communism, and a threat to democracy. Our country will not stand for it. Make America great again!!!" he added.

The former president is facing four criminal trials and has been found liable in multiple civil actions, including for defamation, sexual abuse and fraud.

Last week, he was hit with $355 million in damages after a judge found him liable of inflating his property values to fraudulently secure loans and insurance. Last month, a jury ordered him to pay $83.3 million to writer E. Jean Carroll after it found him liable of defaming her.

The first criminal case, involving hush money payments he's accused of making to adult film star Stormy Daniels in an effort to hide an affair the pair had, is expected to start on March 25.

In an earlier post Monday, he claimed that all cases against him should be thrown out.

Stories Chosen For You

Should trump be allowed to run for office, seemingly 'bold maga' members are terrified of donald trump's base: elections expert.

There are two kinds of Republicans and one of those group is incredible afraid of Donald Trump , an elections expert said on MSNBC Monday night.

"The Republican party only has two flavors," said Marc Elias, an American Democratic Party elections lawyer. "There is bold MAGA and scared MAGA. They all act like bold MAGA in public but a lot of them are just scared MAGA."

There's just one key difference between the two voting blocs, according to Elias. It's the object of scared MAGA's fears.

"They are afraid of Donald Trump, they're afraid of his base," Elias said.

Elias did not appear afraid of Trump, reminding viewers that in 2020 he successfully represented President Joe Biden and the Democratic National Committee in dozens of successful cases when the Trump campaign contested the 2020 presidential election results.

"I wound up having to go to court to prevent Donald Trump from throwing those ballots out," Elias said. "It was a hair's whisker from the results winding up the other way, and it was no thanks to a single Republican...neither the bold MAGA nor the scared MAGA were willing to stand up to him."

Watch the video below or click here .

Trump hasn't got a chance of appealing 'Bulletproof' fraud case: Norm Eisen

Former President Donald Trump is unlikely to have any success appealing the civil fraud decision handed down against him in New York last week, former White House ethics special counsel Norm Eisen told CNN on Monday.

Judge Arthur Engoron found Trump liable for more than $350 million in fines for systematically inflating his company's property valuations, and also temporarily limited his ability to do business in the state of New York. Trump attorney Alina Habba has already vowed to appeal the decision.

"How do you think Trump is likely to fare on this appeal?" asked anchor Wolf Blitzer.

"Poorly, Wolf," said Eisen. "The judge backed up his legal findings of fraud by the Trump Organization, Mr. Trump, and others, with a mountain of evidence and very sound legal reasoning."

"You can't say your home is about 30,000 square feet when it's about 10,000 square feet," said Eisen. "And the same kind of disparities are found on Trump's Seven Springs estate, Mar-a-Lago, 40 Wall Street, and on and on. The judge dropped the most controversial and problematic finding on his final order, and that was the corporate death penalty, yanking the certificates of doing business in New York. What's left is bulletproof."

The bottom line, said Eisen, is that "Trump is going to lose this appeal, very likely."

Watch the video below or at the link here .

'I think he did call me crazy': Nancy Mace escalates war with Kevin McCarthy

Rep. Nancy Mace (R-SC) accused former House Speaker Kevin McCarthy (R-CA) of sexism after he said she needed to seek help and " straighten out her life ."

During an interview on Monday, conservative podcaster Steve Bannon told Mace that McCarthy was attacking eight Republicans who voted to oust him as Speaker.

Bannon asked if McCarthy had insulted her mental health because she was a woman.

"I know you're not one to, you know, go to the woke false feminism that many of the woke Karens go to," Bannon opined. "Would Kevin McCarthy, he's going after the other eight. Has he ever gone after any of the other eight and saying, I hope they get the help they need and imply that there's some mental or personal issues there?"

"Does he just do this with women?" he wondered.

"Oh, it sure does seem like it," Mace replied. "I seem to be singled out for some reason."

ALSO READ: Mitt Romney defends Biden from 'politically charged' special counsel report

"Of course, I'm not like the other seven because I am a woman, and I don't like to pull the woman card, but I am the only woman of the eight, and I have a backbone," she continued. "In fact, he knew I was going to vote against him for speaker, and he didn't even have the balls to call me and try to figure out why or what he could do to improve the situation to win my vote back and said he called."

"Did he just call you crazy?" Bannon asked.

"I think he did call me crazy," Mace confirmed. "I think he called me mentally unstable because I replaced the swamp in my D.C. office like I had had enough of it."

"A lot of male members do that," she added. "But just because I'm a woman, there's something off about that. It's like calling a woman saying she's upset or she's emotional."

"No, I'm just leading like every other member of Congress. And when I want to have a change, I'm allowed to have that."

Watch the video below from Real America's Voice or click here .

technical report writing purpose

Planned Parenthood PAC hit with fraud

‘we're wounded:’ speaker mike johnson struggles to lead gop after ‘unnecessary purging’, dirty old man: on the whitewashing of trump's behavior by people who should know better.

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technical report writing purpose

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  5. Audience Analysis in Technical Writing

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COMMENTS

  1. PDF A guide to technical report writing

    8. check the report for technical errors, typing errors and inconsistency 9. consider design as well as content 10. produce the report for your reader(s) A Guide to Technical Report Writing was originally written by Joan van Emden and the late Jennifer Eastel and has been revised by the IET,

  2. Technical Report: What is it & How to Write it? (Steps & Structure

    Organizes the data. A technical report is a concise, factual piece of information that is aligned and designed in a standard manner. It is the one place where all the data of a project is written in a compact manner that is easily understandable by a reader. 4. Tool for evaluation of your work.

  3. PDF A Guide to Writing Formal Technical Reports

    A Guide to Writing Formal Technical Reports The purposes of each of these sections is described in the following sections. 3.1 Front Matter The front matter of your report consists of everything that comes before the Introduction. 3.1.1 Title Page The title page announces your report to the reader. As an announcement, the title should be

  4. Technical reports

    The main purpose of an Engineering technical report is to present a solution to a problem in order to prompt action. Technical reports provide a record of your developing expertise and are a legal record of your work and decision making. ... or get quick advice from one of our Academic Writing Tutors in our online drop-in sessions. Get one-on ...

  5. Guide to Technical Report Writing

    Guide to Technical Report Writing. Table of contents. 1 Introduction. 2 Structure. 3 Presentation. 4 Planning the report. 5 Writing the first draft. ... Purpose - a short version of the report and a guide to the report. Length - short, typically not more than 100-300 words; Content - provide information, not just a description of the report. ...

  6. Introduction

    Introduction. The purpose of a technical report is to completely and clearly describe technical work, why it was done, results obtained and implications of those results. Following the guidelines provided in this document should lead to a well-written technical report that allows the reader to quickly understand what has been accomplished ...

  7. Simple Ways to Write a Technical Report (with Pictures)

    5. Round out the report with a conclusion that bookends your introduction. In a technical report, your introduction should raise the "big" questions and your conclusion should provide your answers. If, for instance, you listed several specific questions in your intro, answer them specifically in the conclusion.

  8. The Formal Technical Report

    With practice, the technical report writer learns which details to include. The formal technical report contains a complete, concise, and well-organized description of the work performed and the results obtained. Any given report may contain all of the sections described in these guidelines or a subset, depending upon the report requirements.

  9. Chapter 1: Introduction to Technical and Report Writing

    The definite purpose, strict format and use of appropriate language in technical writing define the differences between technical writing and academic writing. The academic writer's purpose may be to write an assignment, a story, a letter, etc.. These works may or may not have a reader. However, technical writing always has a definite purpose ...

  10. 7.4 Technical Reports

    When creating a report of any type, the general problem-solving approach works well for most technical reports; t he steps below in Table 7.4, generally coincide with how you organize your report's information. TABLE 7.4. 1. Identify the need. What is the "unsatisfactory situation" that needs to be improved?

  11. How to Write an Effective Technical Writing Report: A Comprehensive

    How to Write a Technical Report. Writing a technical report can be a daunting task, but it can be broken down into several steps: Identify the Purpose and Audience: Before writing a technical report, it is important to identify the purpose and audience of the report. This will help determine the content, format, and style of the report.

  12. Technical Report Writing-A Comprehensive Guide

    Free Counselling : IN +91 9891953953 US +1 2099044506. Technical report writing is a way of communicating information about a technical or scientific topic in a clear and concise manner. The goal is to convey complex ideas and data to a specific audience, often other professionals or decision-makers, in a format that is easy to understand.

  13. A step-by-step guide to writing a technical report

    3. Use a professional writing style. Ensure the style in which you write your report follows a professional tone. Use formal language and write your report in the third person, avoiding first-person pronouns throughout. Ensure that each sentence is grammatically complete and avoid using passive voice in your report.

  14. (PDF) HOW TO WRITE A TECHNICAL REPORT?

    The purpose of writing technical report is to communicate information gained through a process of technical or experimental work. It is the written work products to present facts and conclusions ...

  15. What is a technical report? (And how to write one)

    Technical reports are a useful way of communicating the findings of your research. These are typically scientific documents that accompany a specific project, although the intended audience can vary. Knowing what these reports are and how to write them can be useful if you want to present your findings. In this article, we explain what a ...

  16. Technical report

    A technical report (also scientific report) is a document that describes the process, progress, or results of technical or scientific research or the state of a technical or scientific research problem. [1] [2] It might also include recommendations and conclusions of the research. Unlike other scientific literature, such as scientific journals ...

  17. How to Write a Technical Report (With Benefits and Steps)

    How to write technical reports. Writing a report can help you organize your research and share your results. Here are steps to follow for producing a report: 1. Assess your findings. Before you write your report, it's important to conclude your research and assess your results. The research process often involves collecting large amounts of ...

  18. What is the Purpose of Technical Writing?

    The sole purpose of technical writing is to inform the reader so a strong understanding of the target audience is essential. Note that a technical writer does not need to be a master in design. There is typically a graphic designer on hand that handles the creative elements.

  19. CH 7: Technical Reports

    Field Study Report. Describes one-time events, such as trips, conferences, seminars, as well as reports from offices and industrial plants. 4. Progress Report. Monitors and controls production, sales, shipping, service, or related business process. 5. Technical Report. Communicates processes and products from a technical perspective.

  20. Learn The Effective Way Of Technical Report Writing

    The Importance Of Learning The Art Of Technical Report Writing. Write and turn-around accurate technical documents quickly to meet deadlines and productivity goals. The reason that it is important to meet deadlines is so that the recipient receives the quality standard and meeting deadlines also avoid any unnecessary delays.

  21. Chapter 1: Introduction to Technical and Report Writing

    The definite purpose, strict format and use of appropriate language in technical writing define the differences between technical writing and academic writing. The academic writer's purpose may be to write an assignment, a story, a letter, etc.. These works may or may not have a reader. However, technical writing always has a definite purpose ...

  22. Purpose and Uses of Technical Reports

    Purpose of technical writing - why study technical report writing. Technical report writing has two basic purposes: To inform; To persuade; A tech. report can be used for the physical description of a new machine, the steps in a particular process, or the results of an experiment. For example: A writer not only describes two sites for a factory ...

  23. Technical Report Writing for Engineers: A Comprehensive Guide

    Technical report writing is a crucial skill for engineers, and with the help of our expert tips and comprehensive guide, you can improve your technical report writing skills and stand out in your industry. Remember to keeps your audience in mind, use clear and concise languages, and always review and edit your reports before submitting it.

  24. Trump cites Justice Dept. rule book in effort to quash trials: 'Not

    Hur's report also made the case there was nothing suspicious in the subject drawing Comer's interest, with the special counsel's office writing, "There may be technical or nuanced reasons to ...