Technical Report Writing and Research

Methodology for Engineers (Ceng-4251)

4. Technical Report Writing

Lecture Note

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 Presentation Outline
1. Conceptualizing technical Report
2. Purposes and functions of technical report
3. Categories of technical Report
4. Components of research report
5. Procedures in writing technical report
6. Format and style of technical report
7. Oral Presentation

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 4.1. Conceptualizing technical Report

A report is defined as a definitive document which provides information about

a task or exercise.
Reports vary greatly in length and type depending on the subject. Examples of
reports includes-
Short stories,
Works of fiction,
Argumentative essays,
Dissertations,
Persuasive copy,
technical documents,
letters, e-mails, and many other types of writing reports.

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Conceptualizing technical Report…(Cont’d)

Writing the technical reports is the last and most crucial step in the
research process as it communicates the findings with the supervisor or
others readers.
Technical Report writing is:
 an orderly and objective communication of factual information that
serves a business purpose;
 a kind of writing you will engage in throughout your academic and
professional career.
 TR is a direct, informative, clear, and concise language written
specifically for an identified audience; and
 present facts and conclusions about designs, experiments and other
projects.
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Conceptualizing technical Report…(Cont’d)

Typically, technical report writings include reports such as:

 Dissertations or thesis submitted for obtaining research degrees like

B.sc, M.Sc and Ph.D in a university.
 Reports of research submitted to the organization sponsoring the
research
 Publications in the form of research papers in research journals
 Reports of research to a client organization.
 Graphical depictions of designs and data.

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4.2. Purposes and functions of technical report

 The reports are issued for various purposes:

 to communicate results or describe progress of a research
project.
 To serve as background information on an emerging or critical
research topic.
 to provide a list of instructions or procedures for current
practices
 to determine the feasibility of a technology or a project.
 recommend if the research should be continued (and how to
evaluate progress that is made) and
 Finally, to detail technical specifications (materials, functions,
features, operation, market potential, etc.).
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 Purposes and functions ...(Cont’d)

Function/ Significance of Technical Writing

 There are several benefits and needs associated with technical writing
•
The Boss Wants a Report-to provide for the manager
•
Completes a Job-to document the completion of the job
•
Career Advantages
•
Unreported Work Can Be Lost Forever-to document and reserve
information.
• Oral Statements Can and Will Be Altered-
• Necessary in Global Businesses
• Standardization
Features or Attributes of Technical report Writing (Read from handout
page)
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 Purposes and functions ...(Cont’d)
Target Audience
 In report writing researcher should put himself in the position of a
reader or the target Audience.
 To whom is the report addressed?
In TRW understanding the background, the needs and viewpoints of
the reader or the audience is crucial.
 You should always determine what information you need to convey and
who your audience.
 Real or imagined audiences include-
 Fellow students, Instructor
 Supervisor
 Scientific community
 Engineering colleagues, or
 customers seeking engineering services or products.
Therefore, you should always evaluate who your readers will be before assuming
they will understand your jargon.
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 4.3. Categories of Formal Report
The major categories of formal report include:

1.Design reports
2.Laboratory reports
3.Feasibility reports
4.Progress reports and
5.Research reports (Focus area)

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 Categories of Formal Report...(Cont’d)

4.3.1. Design Report

Design reports are written to introduce and document engineering and scientific
designs.
This report have two audiences. These includes
i. Engineers and scientists- interested in how the design works and how
effective the design is.
ii. Management bodies- interested in the application and effectiveness of the
design.
A design report comprised
 Summary, Introduction, Discussion, Conclusions, and Appendices.

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 Categories of Formal Report...(Cont’d)

Summary-some times labeled as the abstract or executive summary.

 a concise synopsis of the design itself,
 It shows the motivation for having the design, and the design's
effectiveness.
 the summary should provide enough background that it stands on its
own.
The "Introduction" –the design report
 Identifies the design problem
 the objectives of the design
 the assumptions for the design
 the design alternatives, and the selection of the design being reported.

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 Categories of Formal Report...(Cont’d)
The discussion part –
 Presents the design itself,
 the theory behind the design,
 the problems encountered (or predicted) in producing the design,
 how those problems were (or could be) overcome, and the results of any tests on the
design.
The "Conclusions" –this section
 Summarizes the design and testing work completed and,
 assesses how well the design meets the objectives presented in the "Introduction’’.
 This section also gives a future perspective for how the design will be used in the
future.
Appendices- appendices often are included in this report.
 information that is too detailed to be placed into the report's text are included here.
 you might place long tabular information and
 a graph of the data, pictures or diagrams.
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 Categories of Formal Report...(Cont’d)

4.3.2. Laboratory Reports

 Laboratory reports are written for several reasons.

To communicate the laboratory work to management-for decision.
To document the work so that the work will not have to be done in the
future.
Laboratory reports includes:
 Abstract, Introduction, Procedures, Results and Discussion,
Conclusions, and Appendices.

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 Categories of Formal Report...(Cont’d)
The "Introduction" of a laboratory report identifies
 the experiment to be undertaken,
 the objectives of the experiment,
 the importance of the experiment, and overall background of the experiment.
The "Procedures," often called the "Methods“.
 Discusses how the experiment undertaken.
 Laboratory procedures have been written as first-person narratives.
 Look at an example of the procedure for using a manometer and strain indicator.
Results and Discussion-
 The presentation of the results and the discussion of those results are the heart of
laboratory report.
 In this section you should not only analyse the results, but also discuss the implications
of those results.
 One important way to present numerical results is to show them in graphs.
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 Categories of Formal Report...(Cont’d)

4.3.3. Feasibility reports

A feasibility study is an assessment of the practicality of a project or system.

A feasibility study aims to objectively and rationally uncover the strengths and
weaknesses of a project.
These report discuss;
 The practicality, achievability, the suitability and compatibility of a given
project, both in physical and economic terms.
 The desirability of the proposed project from the viewpoint of those who would
be affected by it.
Report writers recommend that some action is taken or is not taken and/or that
some choice is adopted or is rejected.
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 Categories of Formal Report...(Cont’d)

The following is a suitable format for a feasibility report:

 Abstract
 Contents list (including a separate list of illustrations)
 Glossary
 Introduction (purpose and scope)
 Discussion (the main body providing the evidence-use appendixes if
necessary)
 Conclusions (flowing naturally from the discussion)
 Recommendations (flowing naturally from the conclusions)
 References (if necessary)
 Appendixes.
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 Categories of Formal Report...(Cont’d)

4.3.4. Progress reports

These are periodic reports which, describe how some activity or process is
progressing. Eg. Detailed summaries of monthly construction progress.
They record progress over a specific period of time, and they make comparisons
from period to period by identifying changes and their underlying causes and effects.
They are essential for effective decision making so they must be clear, accurate and
unambiguous.
Progress reports of construction project will be required in one of the three
circumstances:
(on a regular basis, at certain times during an activity or process, or as or when
required). Eg. Weekly, monthly, quarterly, yearly …reports
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 Categories of Formal Report...(Cont’d)
What would be a suitable format?

Here is one simple format:

1. Introduction
 the period of work covered
 the work planned
 the authority for the work
 the progress to date
2. Main Body
1. the work completed
2. how the work has been completed
3. the work planned for the future
 an overall assessment of the progress to date.
 The problem encountered.
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 4.3.5. Research reports

4.3.5. Research reports

The purpose of a research report is to extend our understanding of the
world by reducing uncertainty and increasing our understanding of it.
In research report you must say precisely:
 The problem statement
 how the work was carried out?
 what methods were used to collect the data? and
 how it was analysed?
 Your findings and discussion
 Provide Conclusions and recommendation with great care.
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 4.3.5.1. Components of research report

The components of the research report means as to what the research

report should contain.
The research report will have broadly three parts

I. The preliminary pages/front Matter

II. The main text of the research report
III. The end matter

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 Components of research report……(CONT’D)

The front matter

 Presents preliminary information of the report,
 Serves to orient all intended audiences to what the report
contains.
The main text portion
 The main body of the report that delivers the main issue or
"story“ of the report.
The end matter portion,
 serves to provide secondary information to all readers.
 Contains the appendices, and references,

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 Components of research report……(CONT’D)

Part I : The Preliminary Pages

 The title page
 Acknowledgements
 Table of contents
 List of Tables
 List of Figures
 Acronyms and Abbreviations
 Abstract
Part II : The Main Text of the Research Report
 Introduction
 Literature Review
 Materials and Methods
 Results and Discussion
 Conclusion and Recommendation
Part III : The End Matter
 References
 Appendices.
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 Components of research report……(CONT’D)

• All the above sections are important, but at different stages to

different readers.
 When flipping through a journal, a reader might read the title
first, and if interested further then the abstract, then
conclusions, and then if he or she is truly fascinated perhaps
the entire paper.
• Therefore, you have to convince the reader that what you have
done is interesting and important by communicating appeal and
content in all sections.

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 Components of research report……(CONT’D)
a scientific report – Components

Title
• Convey the essential point of the paper.

• Be precise, concise, and use key words.

• Avoid padding with phrases like "A study of ..." or headlines like "Global
warming will fry Earth!“

Eg. Assessment of the engineering properties of soils in Adama town

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 Components of research report……(CONT’D)

Acknowledgments

 This is an optional section. Thank people who directly contributed to

the paper, by providing data, assisting with some part of the analysis,
proofreading, typing, etc.
 It is not a place for dedication, so not advisable… Example.
 to thank Mom and Dad for bringing you into the world, or
your roommate for making your university life pleasant.
 to thank GOD or ALLAH for helping accomplish the study.
 to curse those who made your endeavor very difficult
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 Components of research report……(CONT’D)

Abstract

• Condense the whole paper into miniature form.

• Summarizing each sections of the research.
• No new information, no supporting material, limited details, just the essential
message that explains what you did and found out.
• Write this section last of all.
• Usually not more than 200 to 250 words.

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 Components of research report……(CONT’D)
Introduction

• Introduce the problem, moving from the broader issues to your specific
problem, finishing the section with the precise aims of the paper.
 Describes the specific problem being studied.
 Summarizes previous research (Refers relevant ideas/theories and
related research by other authors).
 Describes the significant of the research problem.
 Describes the basic research strategy.
• Craft this section carefully, setting up your argument in logical order.

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 Components of research report ……(CONT’D)
Literature Review - meaning

• A literature review represents the reading you have done in

connection with your research study.
• The review of literature familiarizes your reader with the what, why
and how of your topic.
• It is written and structured to:
 show the background against which your thinking processes have
emerged
 elucidate the theoretical frameworks you have adopted or
developed as a result of becoming familiar with existing literature
in the field
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 Components of research report ……(CONT’D)

Literature Review – how to write

 Presenting the literature is an important process of articulating what

you make of what you have read.
 There are three ways to combine an idea and its source with your own
voice:
 direct quote
 paraphrase
 summary

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 Components of research report ……(CONT’D)
Direct quoting: repeats exact wording and thus directly represents the author:
E.g. 'Rain is likely when the sky becomes cloudy' (Smith,2008)
Paraphrasing: is repeating an idea in your own words, with no loss of the author's
intended meaning:
E.g. As Smith (2008) pointed out in the late eighties, rain may well be
indicated by the presence of cloud in the sky.
Summarizing: means to shorten or crystallize a detailed piece of writing by restating the
main points in your own words and in the order in which you found them.
E.g. Smith (2008) claims that some degree of precipitation could be
expected as the result of clouds in the sky: he has clearly discounted
the findings of Jones (1986).

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 Components of research report ……(CONT’D)
Materials and Methods
 Explain how you studied the problem, which should follow logically
from the aims.
 Answer the question "what steps did I follow?" but do not include
results yet.
 Depending on the kind of data, this section may contain
subsections on study area, materials used, data
collection/sources, experimental details, analytical or statistical
techniques employed, etc.
 Provide enough detail for the reader to reproduce what you did.
 Include flowcharts, maps or tables if they aid clarity or brevity.
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 Components of research report ……(CONT’D)
Results
• Answer the question "what did I find out?"
• Explain your actual findings, using subheadings to divide the
section into logical parts.
• Link your writing to figures and tables as you present the results.
• For each, describe and interpret what you see (do not leave this
to the reader).
• If you have many similar figures or tables select representative
examples put the rest in an appendix.

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 Components of research report ……(CONT’D)

Discussion
 Discuss the importance of what you found, in light of the overall
study aims.
 Summarizes the results, presents the implications of the data
 Includes alternative interpretations of the data.
 May suggest further research.
 Say what you actually found, not what you hoped to find.
 Recommend any improvements for further study. Answer the
question "what is the significance of the research?“

Important Note: this section is often combined with the Results section

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 Components of research report ……(CONT’D)

Conclusions
• Restate the study aims or key questions and summarize your
findings using clear, concise statements.

• Keep this section brief and to the point.

Eg. “This study was conducted to …. It was found that ….Therefore,

it is possible to conclude that …”

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 Components of research report ……(CONT’D)
References/ Bibliography

 Referencing is one of the most important components of scientific

and technical documentation.
 Reference is a listing of books, magazines, and Internet sources that
you use in designing, carrying out, and understanding your research.
 Purpose of referencing
 To acknowledge other people’s work or ideas in relation to your own.
 To enable readers to find the source material. Other people must be able to
find the reference if they wish.
 To avoid plagiarism, or literary theft. Failure to acknowledge sources is
plagiarism and is a form of stealing.
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 Components of research report ……(CONT’D)

SOURCE CITATION
 Within the text, cite references by author and year unless instructed otherwise.
For example:
 For single author,
"Comrie (1999) stated that ..." or "several studies have found that x
is greater than y (Comrie, 1999; Smith, 1999)”.
 For two authors, list both names,
"Comrie and Smith(1999) stated that ..." or "several studies have found
that x is greater than y (Comrie and Smith, 1999) ".
 For three or more use the abbreviation "et al." following the first name,
"Comrie et al. (1999)."
 Attribute every idea that is not your own to avoid plagiarism.
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 Components of research report ……(CONT’D)
REFERENCE WRITING

Personal (unpublished) communications

• Cited in the text only, e.g., "... x is greater than y (Comrie 1999, pers. comm.)."
Lecture Notes
• Comrie, A.C., 1999. The climate of Tucson. April 1 lecture, CEng 230 Our Changing
Climate, University of Arizona.
Web Site
• Comrie, A.C., 1999. The climate of Tucson. Internet:
<http://geog.arizona.edu/~comrie/tucson.html>.
Single Author Journal Paper
• Comrie, A.C., 1999. The climate of Tucson. Climate Journal 5, 123-132.

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 Components of research report ……(CONT’D)
REFERENCE WRITING…
Multiple Author Journal Paper
• Comrie, A.C., B.C. Smith and C.D. Jones, 1999. The climate of
Tucson. Climate Journal 5, 123-132.
Book
• Comrie, A.C., 1999. The Climate of Tucson. Academic Publishers, Boston.
Government/Technical Report
• Comrie, A.C., 1999. The climate of Tucson. Report ABC-001, Institute for
Climate Studies, University of Arizona.

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 Components of research report ……(CONT’D)
REFERENCE WRITING…

List alphabetically only the people and publications that you

cited in the report.
List all authors for the "et al." publications.
Follow a standard format such as your university’s format.

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 Components of research report ……(CONT’D)

Appendix

 They are considered as additional material to the report, and may not
be examined by the reader at all.
 Appendices should be enlisted in respect of all technical data such as
 Questionnaires,
 Figures,
 Sample information,
 Mathematical derivations and the like ones.

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4.4. Procedures in writing technical report

The usual procedures involved in writing report are:

(a) Logical analysis of the subject-matter
(b) Preparation of the final outline
(c) Preparation of the rough draft
(d) Rewriting and polishing
(e) Preparation of the final bibliography and
(f) Writing the final draft

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 Procedures in writing.....(Cont’d)

Logical analysis of the subject-matter

 The first step concerned with the development of a subject-matter.
 There are two ways in which to develop a subject
 Logically and
 Chronologically
 Logical development is made on the basis of mental
connections and associations of ideas, where as
Chronological development is based on a connection or
sequence in time or occurrence.
Preparation of the final outline
 The framework upon which long written works are constructed
 The outline aid to the logical organization of the material

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 Procedures in writing.....(Cont’d)

 Preparation of the rough draft: At this stage the researcher write down
the:
 Procedure (methods) adopted by him in collecting the data for his study
 Technique of analysis adopted
 Broad findings and generalizations and
 the various suggestions he wants to offer regarding the problem
concerned.
Rewriting and polishing of the rough draft
 This step happens to be most difficult part of all formal writing.
 One should check the report for weaknesses in logical development or
presentation.
 Checking for consistency, mechanics of writing such as grammar,
spelling and usage.

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 Procedures in writing.....(Cont’d)

 Preparation of the final bibliography

 Preparing a list of books, research papers or other
materials used during the report writing.
 It should contain all those works which the researcher has
used or consulted.
 The bibliography should be arranged alphabetically. (see
handout Page 47).
 Writing the final draft
 It should be written in
 a concise and objective style and simple language,
avoiding vague expressions such as “it seems”, “there
may be”, and ‘the like’ ones.
The researcher must avoid abstract terminology and
technical jargon.
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 4.5. Format and style of technical report

 Many considerations and decisions are required when choosing your overall
layout and design of technical report.
 In particular, you will need to think about:
• Format
• Page size and orientation
• Margins and spacing
• Headings and subheadings
• Numbering.

(Please read your Handout)

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 4.6. Research Presentation

Once your research project is complete, you have to make oral

presentation to the public.
It provides you with the opportunity to share your research with
 your colleagues, and
 the department faculty, and
Provides you with the confidence required to give presentations at
regional and national conferences.

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 .

Thank You
for
Hearing
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