What is Technical Writing?

Technical writing is a field that involves creating documents to convey complex information
from developers to customers. According to the traditional definition, technical writing involves
creating documents specifically for professional audiences, such as research papers,
programming guidelines, and repair manuals. However, the field has expanded to include all
types of documentation, including technical reports, executive summaries, and briefs.

A technical writer is responsible for simplifying complex information into an easy-to-understand

Technical Report Writing

Technical report is a document that describes the progress, process, or results of scientific or technical
research. It also can include some recommendations and conclusions.

Report Writing is the process of presenting information in a structured and organized way. It serves as a
means of communicating facts, findings, or recommendations to a specific audience, typically in a
written format. This type of writing is used in various fields, including academics, business, science, and
government, to convey important details and insights.

A Report typically starts with a clear purpose or objective. The Writer gathers relevant information
through research, observation, or data collection. This data is then analyzed and organized into a
coherent document. Reports can vary in length, complexity, and style, depending on the intended
audience and purpose.

One of the key aspects of Report Writing is its structure. A typical Report consists of sections such as an
introduction, methodology, findings or results, discussion, and a conclusion. These sections help readers
understand the context, the process of gathering information, the outcomes, and the significance of the
findings.

Reports often include visual aids like charts, graphs, and tables to make complex data more accessible.
Additionally, citing sources is essential to provide credibility and allow readers to verify the information.

Gathering Information

Now it is time to collect the required information. Information can be collected in many ways. You may
do it by interviewing people, by reading or by research, by carrying out tests, or by observation etc. it is
better to collect more information than you think you will need. It is easier to write when you are able
to choose from more than you need. When you are researching you report, it is better to bear in mind
the following questions:

Who? What? Where? How? Why?

During the assessment stage see that your preparation is complete.

overed?

During the planning stage you will need to:

Arrangement of Information:

Formal reports will comprise the following elements:

• The title page

• The summary / Abstract

• The introduction

• Body

• Conclusion and Recommendations

• Reference

• Bibliography

• Acknowledgments

• Appendices

1. Title Page:

The title page serves as the cover page for the report.

It typically includes:

The title of the report: A concise and descriptive title that accurately reflects the content and purpose
of the report.

Author(s) name: The name(s) of the individual(s) or organization responsible for writing the report.

Date of submission: The date the report is being submitted.

Additional details: Depending on the requirements, this may include course name or number,
instructor's name, or other relevant information.

2. Summary/Abstract:

The summary or abstract provides a condensed overview of the report's key points.

It typically includes:

Purpose: A statement explaining the objective or purpose of the report.

Methodology: A brief description of the research methods or approach used.

Findings: A summary of the main findings or results.

Conclusion: A concise statement of the conclusions drawn from the analysis.

Recommendations: Any recommendations or suggestions for action based on the findings.

The summary should be clear, concise, and informative, giving readers a snapshot of the report's
contents.

3. Introduction:

The introduction provides background information and context for the report.

It typically includes:

Background: An overview of the topic or problem being addressed.

Objectives: Clear statements outlining the goals or objectives of the report.

Scope: A description of the scope and limitations of the report.

Significance: An explanation of why the topic is important or relevant.

Structure: An outline of how the report is organized and what each section will cover.

The introduction sets the stage for the report, giving readers a roadmap for what to expect.

4. Body:

The body of the report contains the main content, analysis, and discussion.

It is divided into sections and subsections based on the report's structure and the topics being
discussed.
 Each section presents relevant information, evidence, analysis, and arguments to support the report's
main points.

Data, graphs, charts, tables, and other visuals may be included to enhance understanding.

The body of the report is where you present your research in detail, making your case or argument.

5. Conclusion and Recommendations:

The conclusion summarizes the main findings and insights from the report.

It restates the report's objectives and highlights the key conclusions drawn from the analysis.

Recommendations suggest actions or further steps based on the conclusions.

Recommendations should be specific, actionable, and based on the evidence presented in the report.

6. References:

The reference section lists all the sources cited within the report.

It follows a specific citation style (e.g., APA, MLA, Chicago) and includes detailed information about
each source to allow readers to locate them.

Sources may include books, journal articles, websites, reports, or any other materials referenced in the
report.

7. Bibliography:

The bibliography is a comprehensive list of all the sources consulted during the research process.

It may include sources that were not directly cited in the report but were used for background
information, context, or further reading.

The bibliography provides readers with additional resources for exploring the topic in more depth.

8. Acknowledgments:

The acknowledgments section is where you express gratitude to individuals or organizations who
contributed to the report.

This could include funders, mentors, colleagues, or others who provided support, advice, or assistance
during the research or writing process.

Acknowledgments are typically brief and sincere, recognizing the contributions of others.
9. Appendices:

Appendices contain supplementary material that supports the main body of the report.

This may include raw data, detailed charts or graphs, surveys or questionnaires, technical information,
or any other material that provides additional context or evidence.

Appendices are optional but can be useful for readers who want to delve deeper into specific aspects
of the report.

Features of a Cohesive Report:

The concluding paragraph should settle what was raised in the first paragraph.

a) The words ‘this’, ‘these’, ‘that’, and ‘those’ either as demonstrative adjectives or as pronouns
standing for nouns. These words refer back to topics in previous sentences or paragraphs, they signal
links with other topics being introduced.

b) Synonyms. Different ways of saying the same things, synonyms help to avoid monotony of expression
while linking different aspects of same topic. Care should be taken to retain the same tone.

c) Generalizations. These contribute to economy of expression.

d) Connectives used to combine ideas according to the mood in long sentences.

So much for the structure of the report, let’s now consider the technique of outlining. An outline is not
only an important planning tool but also exerts a strong influence upon the detailed structure and layout
of the report, particularly the body section.

If you have only a rough outline or plan, and decide to jump into the writing process you may regret
such action. An outline is a spatial or graphic tool for creating structure. It provides a writer with a
hierarchy of headings and various levels of sub-headings under which ideas can be organized according
to importance. As such an outline can help you to quickly identify any material you have omitted.

Keep the following principles in view while writing a report:

A report must show by whom it was made and to whom it is addressed.

It usually has a title or heading and the date.

Be certain of the aim(s) of your report and the subject(s) you are supposed to deal with.

Give all the information and put it in the right order.

The facts should follow a definite order, often a time order or sequence. Do not involve yourself in long
descriptions / narratives or arguments. The facts should be stated clearly and concisely.
Try to recall the situation or event as best you can and give figures where necessary. Also give details of
the time, date and place of any event to which it refers. A report has to convey information to the
person who is reading it.

You can use sub-headings and tabulate your work so that the information is clearly set out and easy to
find. The sub-headings should be arranged in a logical order.

Paragraphs can be numbered in a long report.