TECHNICAL WRITING

Technical Reports A technical report is a written work that presents facts, information, and the
opinions of people about any subject matter or topic in relation to science, arts, business, technology,
industry, government, law, medicine, agriculture, non-profit organizations, and to other fields of
discipline.

Types of Technical Reports

1. Progress report - shows progress development

2. Periodic report - presents Information periodically or a certain period of time
3. Conference report - presents information about personal, company sales, and of call
conference between a company and employee or client
4. Proposal report - offers a solution or a suggestion to a technical problem or a response to a
request from a client.
5. Audit report - verifies an accountant's inspection of a firm's financial records.
6. Feasibility report - recommends correctness of decisions based on technical and economic
analysis.
7. Trip report - discusses events and accomplishments of business trips.
8. Recommendation report - persuades the reader to act favorably on one's offer or request.
9. Laboratory report - describes the ways people do things inside the laboratory with emphasis
on the instruments and equipment involved in the work.
10. Accident report - records that who, what, why, where, and when of an unexpected event or
happening that may result in an injury or damage.
11. Personnel evaluation report - evaluates post performances of employees for improvement
purposes.
12. SPECS (Specifications) - communicates needs of o client to supplier of goods.

These are only a few of the many kinds of technical reports written on various topics about all fields of
knowledge for the sake of determining, planning, or controlling future events.

Any technical report, regardless of its type and purpose, has four basic or fundamental parts: the
heading, introduction, discussion, and conclusion or recommendation.

Progress Report

The most frequently and commonly written report is the progress report. This is made by any person
involved in a project or activity that is expected to occur in a short span of time. The main purpose of
this kind of report is to give the leaders an update on the project or an accounting of the
accomplishments of the people responsible for the completion of the project.

Guide questions writing your progress report?

1. How are you going with the project? 3. How much time, effort, and money have you
already spent on it?
2. What have you already done with it?
4. What is the present status of the project?
Proposal Report

Nature and Characteristics

A company or an organization, industrial or not, needs to move on, progress, or elevate its status in
society. One way by which it can do this is to develop or maximize its interest in one type of technical
report called the proposal report.

A proposal report is a technical report that presents something to meet the needs or solve the
problems of a company in exchange for a certain sum of money. It always involves money that is
equivalent to the usefulness of the report as well as the time and effort spent by the writer in
preparing the proposal.

Done for promotional purposes or for getting a job, a proposal report is therefore a kind of persuasive
report writing where you, the writer, do a lot of audience analysis to convince your readers of the
usefulness or value of your proposal or offer. (Beer, 2005).
Every written proposal involves three components:

(1) Detailed descriptions of the suggested solutions to the needs or problems of the company:
(2) Clear explanations of the way the planned solution will be carried out;
(3) Amount of money as payment for the suggested solution

Types of proposals:

(1) Solicited proposal- Written in response of Req for Pro. To Req for Bld or to Req for
Quotation.
(2) Unsolicited proposal- Written in relation to one’s needs or problems voluntarily sent or
personally given to the perspective client experiencing a problem.
(3) Bid- Offer a product or a service for a certain price.
(4) Implementation proposal- Offers anew design, new system, writes a proposal named
implementation proposal.
(5) Research proposal- Explains a problem and the procedure to follow in finding a solution to
such problem.
(6) Internal proposal- For the management department of such company he belongs to.
(Considered as Unsolicited proposal)
(7) External proposal- Written by a company member goes to people outside the company
the writer is working for. (Considered as solicited proposal)
(8) Functional or Management proposal- written to persuade administrations to introduce
changes in company policies.
(9) Delivery proposal- offer a service in exchange for financial support
(10) Persuasive proposal- to make the reader evalu8ate or judge the several aspects of the
proposal.
i. Judging persuasive proposal
ii. Evaluating persuasive proposal
(11) Formal proposal- when this complete in parts;
i. Letter of transmittal
ii. Title page
iii. Table of contents
iv. Introduction
v. Abstract
vi. Body
vii. Conclusion
viii. Recommendation
ix. Glossary
x. Appendix
xi. Biography
xii. Illustrations and other supporting materials
(12) Informal proposal- Opposite of formal proposal- it consists of just a few parts. It is
enough that it has introduction, analysis of the problem, explain actions of the solution, and
end with a suggestion.

Parts of a Formal Proposal Report

The number of parts of a proposal report depends on what type of proposal it is; meaning, whether it
is formal or informal proposal. Formal proposals have more parts than the informal ones.

1. Front Matter. The very first parts of a proposal come in this order: Title Page, Table of
Contents, Cover Letter (Letter of Transmittal), Abstract (Executive summary).
a. Title Page.

b. Table of Contents.
 c. Cover Letter
d. Abstract or Executive Summary
a. Descriptive or Informative
2. Introduction
a. Statement of the Problem
b. Statement of the purpose or objective
i. Goal or Main Purpose
ii. Specific Objectives
iii. Scope and Limitation
iv. Plan of work
v. Quality control
vi. Budget or cost analysis
vii. Qualifications
3. Conclusions
4. End Matter

Parts of an Informal Proposal Report

1. Introduction
2. Discussionns
3. Conclusion

Parts of a Business Letter

1. Heading or Letterhead
➢ contains the name and complete address of the company or office writing the letter or where
the letter comes from.
➢ Also includes the logo of the company and fax number
➢ if it is a personal letter, it includes the complete address of the writer and his or her cellular
phone number or landline number.

2. Date line
➢ must be the current date when the letter is written

3. Inside Address
➢ contains the complete name and address of the person the writer is writing to.
➢ also includes the title and position of the addressee or receiver.
➢ Should be three or more lines but never two lines

4. The Attention Line (optional)

➢ bears the name of the person whom the writer thinks could answer his/her letter best.
Attention: The Registrar
Attention: Dr. Carlos Alfonso C. Salvador
Registrar
ATTENTION: Prof. Allan A. Puno
Dr. Vilma Venus Andoy

5. Salutation
➢ a polite greeting to the addressee which may be:
Sir Dear Ms. Reyes
Madam Dear Dr. Oab
Dear Sir
Dear Madam/Mesdames (plural)

6. Subject Line (optional)

➢ a one sentence summary of what the letter is all about (or a phrase)
Subject: Science Month Celebration
SUBJECT: Information Technology Department Valentine's Day Celebration

7. Body
➢ contains all the details of the letter

8. Complimentary Close
➢ a polite ending of a letter which may be:
Respectfully yours Cordially yours
Sincerely yours Truly yours
 Yours sincerely Yours truly

9. Printed Name and Signature

➢ this is the complete printed name of the writer with his position or title and over the printed
name, the signature.
Dr. Janet B. Oab or
Janet B. Oab, Ph.D
Vice President for Academic Affairs
DR. VILMA VENUS ANDOY
Dean, College of Criminal Justice Education

10. Initials (of the writer and encoder)

DLM/jlm
DLM/jlm/bst

11. Enclosure (optional) or may be spelled Inclosure

➢ anything which you send together with the letter.
encl: birth certificate
encl: pamphlet
check amounting to Five Hundred Thousand Pesos (Php. 500,000.00)

12. Carbon Copy Notation (optional)

➢ the name of the person or persons the writer has given a copy of the letter.
cc: VPAA
Deans
cc: CAH Faculty

13. Post Script (P.S.) (Optional) – any important message the write forgot to write in the
body of the letter. This can be written at the Post Script.

P.S. The guests will arrive at your place on Wednesday at 7:00 AM.

PARTS OF A BUSINESS LETTER

Mountain View – Zone 1

Reginio Avenue, Brgy. Sta. Monica
Puerto Princesa City Heading for a personal letter

or
Palawan State University
Tiniguiban Heights Heading/Letterhead for a company or office letter
Puerto Princesa City

March 29, 2021 - Dateline

Prof. Dorothy L. Marapao

Focal Person, IER Module
College of Arts and Humanities Inside address
Palawan State University
Tiniguiban Heights, Puerto Princesa City

Attention: Prof. Judith G. Misajon Attention Line

English Department Coordinator
Sir : Salutation

Subject: Submission of IER Module Subject Line

Body

During our meeting last March 24, we agreed that Modules for each General Education courses
must be submitted for evaluation by the CIMDO Director on or before April 15.

In this regard, may I remind you to finish your module and get it ready for submission. I will
appreciate very much you full attention on this matter.

Sincerely yours, Complimentary Close

Prof. Restie Allan Puno Printed Name and Signature

Dean, College of Arts and Humanities

FOL Initial
Cc: IER Members Carbon Copy Notations
encl: Module Template Enclosure