Technical Report Writing

and Presentation
(MNE 312)
Musa Adebayo Idris, PhD

Department of Mining Engineering

School of Engineering and Engineering Technology
Federal University of Technology, Akure, Nigeria
 Introduction
• As science and engineering students, the ability
to effectively communicate research, ideas, and
findings is paramount to academic and
professional success
• Technical report writing and presentation skills
are essential tools that will serve students
throughout their studies and future career
 Why Technical Report Writing and
Presentation Skills Matter?
• Communicating Findings and Insights: Technical
reports and presentations enable students to share
their research, experiments, analyses, and
conclusions with their peers, professors, and the
broader scientific/engineering community
• Demonstrating Competence: Well-written
technical documents and polished presentations
showcase students technical expertise, attention to
detail, and ability to convey complex information
effectively
 Why Technical Report Writing and
Presentation Skills Matter?
• Collaborating and Networking: Strong technical
communication skills facilitate collaboration with
peers and allow students to engage with industry
professionals and potential employers.
• Professional Development: Mastering technical
writing and presentation skills is a valuable asset
that will benefit students throughout their academic
and professional career
 Why Technical Report Writing and
Presentation Skills Matter?
• Sharpening Critical Thinking: The process of
crafting a strong technical document requires
meticulous organization. Students learn to break
down complex ideas into logical steps, analyze
data effectively, and present arguments in a
structured manner. This strengthens their critical
thinking skills, a valuable asset in any field, not just
science and engineering
• Practice Makes Perfect: As with any skill,
technical report writing and presentation requires
consistent practice
 Why Technical Report Writing and
Presentation Skills Matter?
• Preparing for the Professional World: The ability
to communicate complex technical information is
highly sought after by employers. Strong technical
writing skills allow engineers and scientists to excel
in various roles, such as:
– Writing clear and concise reports for superiors and clients
– Drafting grant proposals to secure funding for research
projects
– Creating user manuals and instructions for complex
equipment
– Composing compelling scientific articles for publication in
journals
 What is a Report
• “A report is a specific form of writing that is
organised around concisely identifying and
examining issues, events, or findings that have
happened in a physical sense, such as events that
have occurred within an organisation, or findings
from a research investigation” (Massey University)
• “A report is a document that presents information in
an organised format for a specific audience and
purpose. Although summaries of reports may be
delivered orally, complete reports are almost always
in the form of written documents” (Merriam-
Webster.com)
 What is a Technical Report?
• A technical report (also scientific report)
is a document that describes the process,
progress, or results of technical or scientific
report or the state of a technical or scientific
research problem (Gary and Robert, 1993)
• It is a form of communication used to convey
technical information
• It is essential in engineering and science as
it ensures that complex technical information
is communicated clearly and effectively
Difference between Technical and Non-
Technical Reports
• Purpose
 Technical Report
 Precise communication of scientific or technical
findings to achieve specific outcomes (e.g.,
secure funding, inform design decisions) and
decision-making or further research
Non-Technical Report
 Convey information in a clear and engaging way
to a general audience, aiming to raise
awareness, educate, or persuade
Difference between Technical and Non-
Technical Reports
• Audience
 Technical Report
 Specialists with a strong understanding of the
technical field. Accuracy is paramount
Non-Technical Report
 General public or non-specialists with little to no
background knowledge. Understanding is key
 Difference between Technical and Non-
Technical Reports
• Language
 Technical Report
 Formal, precise, and uses technical jargon
accurately to ensure unambiguous
communication. Errors can have real-world
consequences
Non-Technical Report
 Informal, clear, and avoids jargon to maintain
readability. May use metaphors or analogies to
explain complex concepts
 Difference between Technical and Non-
Technical Reports
• Structure
 Technical Report
 Highly structured with standardized sections
(Introduction, Methods, Results, Discussion,
Conclusion) for clarity and comparison with other
reports
 Non-Technical Report
 Flexible structure that may use narrative,
descriptive elements, or bullet points to present
information in a way that is most engaging for
the audience
 Difference between Technical and Non-
Technical Reports
• Visuals
 Technical Report
 Graphs, charts, and diagrams are used
extensively to present data with high precision
and allow for detailed analysis
 Non-Technical Report
 May use visuals (images, infographics) to
enhance understanding, but focus on clarity and
aesthetics rather than technical accuracy
 Difference between Technical and Non-
Technical Reports
• Level of Detail
 Technical Report
 In-depth, includes detailed methodology, raw
data, and comprehensive analysis to support
conclusions and recommendations
 Non-Technical Report
 Focuses on key points, overall message, and
implications, omitting highly technical details that
may not be relevant to the general audience
 Difference between Technical and Non-
Technical Reports
• Length
 Technical Report
 Often lengthy due to detailed information
 Non-Technical Report
 Usually shorter, concise and to the point
• Reference
 Technical Report
 Extensive references, citations, bibliographies
 Non-Technical Report
 Fewer references, may include citations or
footnotes
 Types of Technical Reports
1. Research Reports
 Explanation: Detailed documents presenting the
methodology, results, and conclusions of a research
study
 Examples: A report on the effects of a new drug in
clinical trials, a study on renewable energy sources
2. Feasibility Reports
 Explanation: Evaluates the practicality and viability of a
proposed project or solution, including cost, time, and
resources needed
 Examples: Analysis of the feasibility of building a new
manufacturing plant, assessment of a proposed IT
system implementation
 Types of Technical Reports
3. Technical Specifications
 Explanation: Detailed descriptions of the requirements,
design, and features of a product or system, often used
to guide manufacturing or development
 Examples: Specifications for a new software application,
technical details for an engineering component
4. Progress Reports
 Explanation: Regular updates on the status of a project,
including milestones achieved, issues encountered, and
next steps
 Examples: Monthly updates on the development of a
new bridge, progress report on a research project
funded by a grant
 Types of Technical Reports
5. Design Reports
 Explanation: Documentation of the design process for a
product or system, including design decisions,
schematics, and prototypes
 Examples: Design report for a new consumer electronic
device, architectural design of a new building
6. Case Studies
 Explanation: In-depth analysis of a specific instance or
example, often used to illustrate broader principles or
findings
 Examples: A case study on the implementation of a
successful marketing strategy, analysis of a specific
engineering failure
 Types of Technical Reports
7. User Manuals and Guides
 Explanation: Instructions and guidelines on how to
use a product or system, including troubleshooting
and maintenance
 Examples: User manual for a software application,
maintenance guide for an industrial machine
8. Environmental Impact Assessments (EIA)
 Explanation: Evaluation of the potential
environmental effects of a proposed project or
development
 Examples: Environmental impact assessment for a
new highway, analysis of the effects of a new factory
on local wildlife
 Types of Technical Reports
9. Technical Evaluation Reports
 Explanation: Assessment of a product, system, or
service based on specific criteria and standards.
 Examples: Evaluation of a new technology for
military use, assessment of software performance

10. Incident and Accident Reports

 Explanation: Detailed accounts of incidents or
accidents, including causes, effects, and
recommendations for prevention
 Examples: Accident report in a manufacturing plant,
incident report on a cybersecurity breach
 Types of Technical Reports
11. Theses
 Explanation: In-depth research documents
submitted for academic degrees.
 Examples: Master’s thesis on machine learning,
PhD thesis on biotechnology
12. Dissertations
 Explanation: Extensive research documents
required for doctoral degrees
 Examples: Dissertation on climate change impacts,
dissertation on quantum computing
 Types of Technical Reports
13. Project Reports
 Explanation: Documentation of the progress and
outcomes of specific projects
 Examples: Final year engineering project report,
business development project report
14. Maintenance Reports
 Explanation: Records of maintenance activities and
their outcomes
 Examples: Maintenance report for aircraft, vehicle
maintenance logs
 Types of Technical Reports
15. Patent Reports
 Explanation: Documentation supporting the
application for patents
 Examples: Patent report for a new invention, patent
documentation for a software algorithm
16. Laboratory Reports
 Explanation: Detailed accounts of laboratory
experiments, procedures, and results
 Examples: Chemistry lab. report, physics
experiment documentation
 Attributes of a Technical Report
1. Addressing a Specific Technical Subject:
 Technical reports are often specialized and delve deeply
into a specific topic, providing detailed analysis and
findings.
 This ensures the report is relevant to experts and
stakeholders in the field, contributing to ongoing research
and development.
2. Purpose/Objective:
 It must be written for a reason, and the purpose of
reports, what was done, why it was done, and/or the
results of a study
 The purpose of reports on investigations is usually to
present the results of the study
 The purpose of reports and papers should also be clearly
stated
 Attributes of a Technical Report
3. Conveys Information/Facts/Data::
 Every statement in a technical report should be
substantiated with data, facts, or evidence.
 This attribute is crucial for maintaining the report’s
integrity and trustworthiness. Unsupported claims
can undermine the report's credibility.
4. Impersonal Tone:
 Using an impersonal tone helps to maintain
objectivity and professionalism.
 Technical writing avoids personal bias, focusing
on the data and findings. This approach makes
the report more authoritative and reliable.
 Attributes of a Technical Report
5. Conciseness:
 Conciseness is essential in technical writing to avoid
overwhelming the reader with unnecessary details
 A well-structured report that is concise yet
comprehensive helps the reader to quickly
understand the key points without losing critical
information
6. Particular Style and Format:
 Adhering to a specific style and format ensures that
the report is well-organized and easy to navigate.
 Common sections include an abstract, introduction,
methodology, results, discussion, conclusion, and
references. This standardized format helps readers
quickly find the information they need
 Attributes of a Technical Report
7. Data-Driven Conclusions:
 Conclusions and recommendations must be based
on the data and findings presented in the report.
 This data-driven approach ensures that the
conclusions are logical and well-supported,
enhancing the report's credibility.
8. Cites Contributions of Others:
 Proper citation is critical to avoid plagiarism and
acknowledge the work of others.
 This not only enhances the credibility of the report
but also respects the intellectual property of other
researchers and contributors.
 Attributes of a Technical Report
9. Specific Audience:
 Understanding the audience is key to effective
technical writing.
 The report should be tailored to the knowledge
level and needs of its intended readers, whether
they are experts in the field or stakeholders who
need the information for decision-making
 Audience Type Description Considerations
Technical Experts Deep technical knowledge Use technical jargon, detailed
explanations, and advanced
concepts
Managers and Executives Decision-makers with limited Focus on high-level summaries,
technical knowledge key findings, implications, and
actionable recommendations
Non-Technical Stakeholders Interested but not technically Use layman's terms, avoid jargon,
skilled emphasize practical implications
and benefits
Policy Makers and Government Involved in policy and regulations Provide clear technical
Officials explanations, focus on policy and
regulatory implications
Academic Community Scholars and students Include comprehensive
background, detailed
methodologies, and thorough
literature reviews
Customers and End-Users Use the product or service Focus on practical information,
usability, and benefits, avoid
excessive technical detail
Cross-Functional Teams Teams from various departments or Balance technical details with
disciplines broader business implications,
ensure all team members
understand key points
Internal Teams and Departments Need detailed information for Provide in-depth technical details
internal functions relevant to internal processes and
objectives
 General Technical Report Format
• IMRAD is a widely used and recommended format for
technical reports, particularly those focused on scientific
research or laboratory experiments
IMRAD stands for:
 Introduction: (Why the work is done)
 This section sets the stage for the report by
introducing the research question or problem
being addressed
 It provides background information, the
significance of the research, and the research
objectives
 General Technical Report Format
IMRAD stands for:
 Methods: (What is done and how)
 This section details the methodology used to
conduct the research. It describes the materials,
equipment, procedures, and data collection
methods employed
 Results/Analysis: (What happened)
 Here the findings of the research are presented
in a clear and concise manner.
 Tables, figures, and charts are used to effectively
represent the data
 General Technical Report Format
IMRAD stands for:
 Discussion: (What it means)
 This section interprets the results, explaining their
significance in relation to the research question and
existing knowledge in the field
 Limitations of the study and potential future research
directions can be discussed
 Conclusion: (What was learned and what to do
with the new information)
 This summarizes the key findings of the research and
restates the significance of the work
 Recommendations for future research or applications
based on the findings
Some Common Technical Reports in
the University
Project/Thesis
 A project is an individual or collaborative enterprise
that is carefully planned and researched about by
students. At schools, educational institutes and
universities
 It is a research assignment - given to a student -
which generally requires a larger amount of effort
and more independent work than that involved in a
normal essay assignment
Project/Thesis
 It requires students to undertake their fact-finding
and analysis, either from library/internet research or
from gathering data empirically (Thomas, 2009)
 The written report that comes from the project
especially for undergraduate students in their final
year is usually in the form of a Thesis or Project
Report (In Nigeria it is also simply call a Project!)
Thesis/Dissertation
 A thesis is often used for postgraduate students who desire to
develop additional research skills and who plan on pursuing a
PhD
 It is characterized as the more traditional research option that
typically focuses on choosing an original topic, conducting an
extensive literature review to delimit the scope of the topic and
to develop research questions which the student seeks to
answer
 A thesis requires the researcher to carefully focus on the
methodology to be utilised, which includes identification of how
data will be collected to help answer the research questions or
hypotheses, and to develop a detailed data analysis plan
Thesis/Dissertation
 A dissertation is a long academic piece of writing based
on a student’s independent research
 It takes more than one years to complete the
dissertation as it requires a lot of research and written
documentation
 The aim of writing a dissertation is to test a student’s
research skills
 It allows students to develop their research, problem-
solving, project management and numerical skills
 During the course of writing a dissertation, students
become able to present their research-based findings
to the proposition they chose for themselves
Thesis versus Dissertation
 Thesis and Dissertation are sometimes used
interchangeably, but their definitions differ per country.
 In the US, a dissertation generally refers to the
collection of research you conducted to obtain a PhD
 In other countries (such as the UK), a dissertation
often refers to the research you conduct to obtain
your bachelor’s or master’s degree.
 The main difference between a thesis and a
dissertation is when they are completed
• Thesis versus Dissertation
 The thesis is a project that marks the end of a
master's program, while the dissertation occurs
during doctoral study
 The two are actually quite different in their purpose,
as well. A thesis is a compilation of research that
proves you are knowledgeable about the
information learn throughout your graduate program
 A dissertation is the opportunity during a doctorate
program to contribute new knowledge, theories or
practices to a field of study
 Typical Format of Thesis, Dissertation (and Project)
 Title page
 Approval Page
 Dedication
 Acknowledgement
 Abstract
 Table of Content
 List of Tables
 List of Figures
 List of Symbols/Nomenclatures (where applicable)
 Main Work (Chapter one to chapter five)
 1.Introduction, 2.Literature Review, 3. Methodology, 4.Results,
5.Discussions and Recommendation
 References
 Appendices (where applicable)
Seminar Paper
• A seminar paper is an academic writing assignment
undertaken by students under the supervision of an
expert
• The paper analyses a specific topic to be presented to
interested people in an academic setting
• Seminars are generally designed to provide in-depth
information about a particular subject
• There are two types of seminar paper:
– Empirical seminar paper: consists of data collection,
processing of the data and presentation of the results
– Theoretical seminar paper: It supports a claim without
drawing on experiments, research, interviews, or other
data types. Discussions are instead based entirely on
academic literature, including books, articles in scientific
journals, etc.
Format of a Seminar Paper
• Title
• Introduction
• Background
• Analyses
• Conclusion
• References
 Laboratory Report
• Laboratory reports describe the aim,
methods, results, and conclusions of a
scientific experiment
• A lab report demonstrates the
understanding of the scientific method
through the conduct and evaluation of a
hands-on laboratory experiment
 Format of a Laboratory Report

• Title
• Abstract
• Introduction
• Procedure/Methodology
• Results
• Discussions/Conclusion
Field-Trip and Industrial Training (IT)
Report
• Field trip or IT reports summarize,
explain, and describe what was
done or observed during a field trip
or IT
• Reflections and conclusions are
also included in the report
 Format of Field-Trip and Industrial
Training (IT) Report
• Title Page
• Certification/Approval Page
• Dedication (if necessary)
• Acknowledgement
• Abstract/Report Overview
• Table of Contents
• Introduction – Aims/Objectives
• Description of the area/Company/industry
• Observations/Findings/Experience gained
• Summary/Conclusions/Recommendations
• References (if applicable)