Technical Report Writing for

Engineers.
Fall 2024/2025
Presented by:
Dr. K. Khalifa
Main References:
- A guide to technical report writing (I.E.T.)
- T.R.W. course (University of Sheffield)
Module marks distributions
30% mid-term exam
10% contribution & Quiz
60% final exam
Designing T.R.W. Highlights

• Module introduction and importance of T.R.W.

• Project structure, arrangement and layout.
• The procedure section ‘Explaining your method’.
• T.R.W. and your career ‘Communicating your results’.
• The Discussion and Conclusion ‘What does it all mean? Your
discussion and conclusion’.
• Putting it all together.
Handout 1
lecture one arrangement:
1. Introduction
2. What is a Report?
3. Define technical report.
4. What is the purpose of technical report?
5. List down some examples of technical reports.
6. Mention some of the characteristics of technical report.
7. Discuss the significances of technical report in working fields.
8. What are the differences between technical and non-technical report
writing?
 Technical report writing:
why does it matter?
What is a Report:
• is a piece of informative writing that describes a set of actions and analyses
any results in response to a specific subject raised issue.
A quick definition might be: "This is what I did and this is what it means.“

• A good report is easy to be familiar with an issue raised as a subject

because:
its title is precise and informative,

its layout and format are well organized, and

Its requisite is easy to handle and opens flat to reveal both text and diagrams.
 What is technical report?
• The term “technical” refers to specific knowledge of specific area of study.
This is to mean “technical” refers knowledge which is not widespread or
worldwide.

• Whenever you try to write or say anything about your field of

specialization, you are engaged in technical communications.

• Technical communication is the delivery of technical information to

specific audiences. The information should be of:
- Their needs,
- level of understanding and
- background or experience.
Technical Writing

• is direct, informative, clear, and summarizing language written

specifically for an identified audience.

• The content must be accurate and complete with no over-statements.

• To deliver the intended message, the text must be objective and

persuasive without being argumentative.

• Technical Writing is a broad term that encompasses a wide variety of

documents in science, engineering, and the skilled professions.
Cont.
• 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.

• It might also include recommendations and conclusions of the

research.

The Purpose of Technical Report:

• To convey information as clearly and sufficiently as possible.
 For whom?
• Technical reports are prepared for supervisors, engineers, customers, clients, and various
government agencies.

Typical technical reports include:

Progress reports
Feasibility studies
Specifications
Proposals
Facilities descriptions
Manuals
Procedures
Planning documents
Environmental impact statements
Safety analysis reports
Characteristics of Technical Report

• A technical report differs from other compositions in as much it is

written in more or less conventional forms to meet a specific need or
requirement.

• It is not an outburst/sudden occurrence of powerful feelings or an

expression of recollected emotions.

• The conclusions and recommendations are strictly based on the facts

included in the report.
Some general features of technical writing
1. It relates to a technical subject.

2. It has a purpose/ objective. A technical document is always written

for a reason, and the purpose of reports may be to explain:
• What was done,
• Why it was done, and/or
• The results of a study.

3. It conveys information/facts/data. A report without facts or scientific

evidence to support an opinion usually lacks credibility, and it is likely
to be unsuccessful in achieving its purpose and objective.
The verbs that are probably associated with
factual statements are:
• Determined • Approved
• Solved • Cancelled
• Built • Invented
• Accepted • Designed
• Rejected • Developed
• Completed • Discovered
• Passed • Uncovered
• Failed • Deduced
• Broke • Studied
Cont.
Verbs that are often not associated with factual statements include words
like the following:

• Think
• May be
• Suggest
• Appear
• Suppose
4. It is impersonal (Third Person) Voice.
The use of first person pronouns is usually discouraged in technical
writing. Similarly, it is inappropriate to use names of people and/or
trade names unless there is no other way to describe the item. If the
intent of including names is to give credit, the correct placement of
credits is not in the body of a report. Credits belong in end-of-
document acknowledgments. Personal pronouns and names should be
omitted because they are unnecessary.
5. It is concise (Precise & Accurate). Technical reports are usually
written for business/research reasons. They are not intended to
entertain; they communicate information to an identified person or
group.
6. It is directed. Technical reports must be directed to a
particular readership. The author is responsible for determining
the specific individuals or parties who will receive a technical
document. Directing a report determines the technical level of
the writing.
7. It is performed with a particular style and in a particular
format.
• Style is the way that you write;
• Format is the ordering and physical layout of a document.
8. It is archival. A crucial part of the value of technical writing
is that it is written in such a manner that it can be archived and
produce valuable and usable information in the future.
9. It cites contributions of others. Formal technical reports and
papers must show sources of information and recognize
contributions of others and list them in reference in particular
form.
 Types of Technical Report Writing

Technical reports are so diverse that they may be categorized according to:
• Their length (short and long),
• Their tone/style (formal or informal),
• Their mode of delivery (oral and written),
• Their form (Printed, Letter, Memo and Manuscript Formats) or
• Their purpose (informational reports, analytical reports, persuasive reports)
 Formal not informal Report
• Have a set of structure.
• Are long, analytical and impersonal.
• Have a formal tone and use third-person narrative.
• Analyze a specific topic in great detail.
• Include citations for the sources.
• Charts, graphs and statistical information are also common components. e.g:
 Annual Reports,
 reports of companies,
 project reports,
 external proposal and
 thesis.
Cont.

• The focus here is the classification based on the general purpose of the
report. These are:
1. INFORMATIONAL REPORTS
2. ANALYTICAL REPORTS AND
3. PERSUASIVE REPORTS
 The Role of Technical Writing in Working Fields
• Technical writing can be a very useful form of writing and
communication for projects, lab reports, instructions, and many
other forms of professional writing.
• It can be helpful because it can assist engineers:
 To become much better at their own skills, ‘improvement tool’.
 To be able to better communicate with individuals about how to
do something or explain what they are doing. ‘Spread the idea
and get citation’.
Handout 2
Handout 2 highlights

• Who writes a report

• Report coverage.
• Know your audience.
• Designing your report for your audience.
• Playing by the roles.
Who writes a report
Professionals like:
• engineers,
• scientists,
• architects,
• physicians,
• lab technicians, and so forth.
In the broadest sense, almost any trade or profession can be considered to
have a technical component, and its practitioners must prepare technical
writings. Think about doctors, nurses, farmers, lawyers, and experts of all
types. Every one of these persons will write in the jargon of their discipline -
a kind of technical writing.
Report Coverage
A report should include every important piece of information associated with
the work conducted. This will include things such as:

1.The background to the subject and the context in which the work is being
performed.
2.The reasons why the work is being done and what outcomes are expected to
be achieved.
3.The processes, methods and equipment used to perform the work.
4.The results or findings, presented in a way that allows the reader to
understand them.
5.The author’s interpretation of those results and their relevance to the context
of the subject area.
• Almost all technical engineering reports follow this ‘storytelling’
format; the narrative being a logical and right delivery of information
about the work that was conducted, which has a beginning, middle and
an end.
• The scene is set at the start, followed by the story of what happened.
The ending provides the author with the opportunity to consider the
impact and significance of what has happened and to consider, “what’s
next?”. There are also a number of sections that appear after the report
to provide extra information for the reader.
• Over time, standard sections and conventions have become established
to present and organize information contained within these documents.
• Readers of technical engineering reports have come to expect certain
information in these sections, so for the sake of clearly communicating
the work, it is important to use these sections correctly.
Know your audience

• Technical reports should be as concise and effective as possible,

without unnecessary detail. To make sure you have an appropriate
level of complexity and explanation in your report, you should tailor
each report you write to your expected audience.

• You need to consider:

Who are you writing the report for?

How much will they already understand about the subject?
What will they want to know about your work?