Technical Report

Writing
Elements and Standards
 Associated Lesson Concept

Engineers spend a great deal of time

writing technical reports to explain
project information to various
audiences.
 The Importance of Writing
Engineers perform Upper Management
technical writing to
communicate Decision
pertinent information Control
that is needed by
upper management to Detailed
make intelligent Knowledge
decisions that will
effect a companys Project Engineer
future.
 The Importance of Writing
Many engineers spend between 1/3 and 1/2
of their work time engaged in technical
writing. Examples include:
proposals technical reports
regulations progress reports
manuals emails
procedures memos
requests
 Technical Writing
Technical writing is a type of expository
writing this is used to convey information for
technical or business purposes.
Technical writing is NOT used to:
entertain
create suspense
invite differing interpretations
 Technical Reports
Engineers write technical reports (also
called engineering reports) to communicate
technical information and conclusions about
projects to customers, managers, legal
authority figures, and other engineers.
A technical report follows a specific layout
and format as specified by the American
National Standards Institute (ANSI).
Layout and Format
Analogy:
Think of the layout and
format of a newspaper.
Stock market information
is found in a specific
location in a newspaper
(layout), and is presented
in a table format.
Text
Front Cover

Title Page

Back Matter
Front Matter
Abstract

Table of Contents

List of Tables and Figures

Summary

Introduction

Methods, Assumptions,
and Procedures

Results and Discussion

Conclusion

References

Appendixes
Technical Report Layout

List of Symbols,
Abbreviations, and Acronyms

Back Cover
 Front Matter
The front matter is used to help potential
readers find the report.
Once found, the front matter will help the reader
to quickly decide whether or not the material
contained within the report pertains to what they
are investigating.
 Front Matter
1. Cover*
2. Label*
3. Title Page
4. Abstract
5. Table of Contents
6. Lists of Figures and Tables
*May be an optional element
 Front Matter: Cover*
A cover and label are used
if the report is over 10 pages
long.
The cover (front and back)
provides physical protection
for the printed report. Plastic
spiral bindings and thick,
card-stock paper are
recommended.
*May be an optional element
 Front Matter: Label*
A label is placed on the cover to identify:

Report title and subtitle

(if a subtitle is
appropriate)
Authors name
Publisher*
Date of publication

*May be an optional element

 Front Matter: Title Page

The title page provides

descriptive information that
is used by organizations
that provide access to
information resources (i.e.,
library).
A title page duplicates the
information found on the
front cover (if one is used).
 Front Matter: Abstract

An abstract (informative style) is a short summary

that provides an overview of the purpose, scope,
and findings contained in the report.
Purpose - identifies the issue, need, or reason
for the investigation
Scope - reviews the main points, extent and
limits of the investigation
Findings - includes condensed conclusions
and recommendations
 Front Matter: Abstract
no more than 200 words*
provides an in a nut shell
description without providing
underlying details
contains no undefined
symbols, abbreviations, or
acronyms
makes no reference by
number to any references or ii

illustrative material
 Front Matter: Table of Contents

The table of contents

lists the title and
beginning page
number of each major
section within the
report (excluding the
title page and the
table of contents).
iii
 Front Matter: List of Figures and
Tables*

A list of figures and

tables helps the
reader to locate
illustrations, drawings,
photographs, graphs,
charts, and tables of
information contained
in the report.
iv

*May be an optional element

 Text
The text is the part of a technical report in
which the author describes the methods,
assumptions, and procedures; presents
and discusses the results; draws
conclusions, and recommends actions
based on the results.
 Text

Introduction
Methods, Assumptions, and Procedures
Results and Discussion
Conclusions
Recommendations*
References

*May be an optional element

 Text: Summary

States the problem,

method of investigation,
conclusions, and
recommendations
Contains no new info
that is not contained in
the report
Does not contain 1

references
 Text:
Introduction

The Introduction
prepares the reader to
read the main body of
the report.
This page focuses on
the subject, purpose,
and scope of the
report.
3
 Text: Introduction

Subject - defines the topic and associated

terminology; may include theory,
historical background, and its
significance
Purpose - indicates the reason for the
investigation, objectives
Scope - indicates the extent and limits of the
investigation
 Text: Methods, Assumptions, and
Procedures

The methods, assumptions, and procedures

used in the investigation are described so the
reader could duplicate the procedures of the
investigation.
Information in this section includes:
System of measurement
Types of equipment used and accuracy
Test methods used
 Text: Methods, Assumptions, and
Procedures
Methods
How did you discover the
problem? What measuring
tools were used? What
measurement system was
used?
Assumptions
What do you think, but cannot
substantiate as fact?
Procedures
How did you gain a better 4

understanding of the problem?

 Text: Results and Discussion

The results and discussion section describes

what you learned about the problem as a result of
your research, identifies the degree of accuracy
related to your findings, and gives the reader your
view of the significance of your findings.
 Text: Results and Discussion

Results
explain your findings with
help of graphs or tables ,
simulations etc
Discussion
How accurate are your
findings? What is the
significance of the results
of the research?

6
 Text: Conclusion
Restatement of Results
What are the factual findings
that resulted from your
research? What are you
implying as a result of these
findings?
Concluding Remarks
What are your opinions
based on the findings and
results?
9
 Text: Recommendations*
A section called recommendations is often
included in reports that are the result of tests and
experiments, field trials, specific design problems,
and feasibility studies.
The author may recommend additional areas of
study and suggest a course of action, such as
pursuing an alternate design approach.

*May be an optional element

 Text: Recommendations*

Additional Studies
Is there information that
still needs to be learned?

Suggested Actions
What does the author want
the reader to do with the
information?

12

*May be an optional element

 Text: References

The references section is

the place where the author
cites all of the secondary
research sources* that
were used to
develop an understanding
of the problem
support the information
contained in the report
14
 Back Matter

The back matter supplements and clarifies the

body of the report, makes the body easier to
understand, and shows where additional
information can be found.
 Back Matter
Appendixes*
Bibliography*
List of Symbols, Abbreviations, and
Acronyms

*May be an optional element

 Back Matter: Appendixes*
Anything that cannot be left out of a report, but is
too large for the main part of the report and would
serve to distract or interrupt the flow belongs in the
appendixes. Examples include:
Large tables of data Detailed explanations
Flowcharts and descriptions of test
techniques and
Mathematical analysis
apparatus
Large illustrations Technical drawings
*May be an optional element
 Back Matter: Appendixes*

*May be an optional element

 Back Matter: List of Symbols,
Abbreviations, and
Acronyms*

If more than five

symbols,
abbreviations, or
acronyms are used in
the report, they are to be
listed with their
explanation.

*May be an optional element

 Tips for Writing
Create an outline of your report before you
write it.
Write the body of the report first. Then
write the front and back matter.
Have someone proofread your report.
 Plagiarism
Plagiarism can be:
1. Unauthorized use of the language and
thoughts of another author and the
representation of them as one's own
2. Submitting someone elses text as ones
own or attempting to blur the line
between ones own ideas or words an
those borrowed from another source.
3. Carelessly or inadequately citing ideas or
words borrowed from another source.
 Intellectual Challenges
To avoid plagiarism, we can have outline
as follows:
 Oral presentation
Importance of presentation
Presentation is a part of research by
definition
The higher your position is, the more
presentations you have to make
Presentation is also an important part
of professional practice or life
Good presentation skill contributes to
professional success
 Nature of presentation
Speaker Vs audience
Speaker
wants to convey something
One person
Familiar with the topic
Audience
May want to listen and benefit
Many persons
May not be familiar with topic
 Plan your presentation
Presenting a research finding
1. Why was the work done?
(State problem and goal)
2. What are possible solutions?
(State solutions)
3. What findings resulted from the
work?
(Present the results of your work)
4. What do the results imply?
(State consequences of your work)
Plan your presentation - Structure
1. Tell them what you are going to present
Overview, introduction, motivation
20%
2. Your main presentation
Main body of your talk 70%
3. Tell what you told them again
Summary 10%
Dont forget:
Few main points
Design your presentation around time
Dont collect facts tell a story
 Presentation Delivery
Plan ahead
(know the room; technical
equipment; )
Know the introduction by heart
Concentrate before your talk
(Recall your main points)
Speak freely (dont read and dont
recite)
Dont use formal notes (the most cheat
cards)
Use humor (but needs to be clean,
appropriate and should make a point)
 Presentation Delivery
Attitude/Style
Keep good time
Be enthusiastic
Be dramatic
Voice
Speak loudly and clearly
Avoid monotony
(change volume, speed, rhythm;
make pauses)
Mannerism
Look at your audience
Keep eye contact
Move, but dont pace
Use gesture and body language
 Presentation Delivery
Interact with audience
Questions to audience (not frequently)
Be open to questions
Ending a point and beginning a new
point
Slow down and higher volume
Short pauses
Appropriate expressions
Dealing with nervousness
deep breathe, slow down, and confess it
Language (English)
Keep it simple
Emphasize the key points
Check the difficult pronunciations