How to write a technical

reportPowerpoint: H Venter Speakers: L Kruger

Editor: GF De Wet G Claassen

Group 42

Technical ReportTechnical Report(definition) (definition)

A technical report is a document that:

• present facts and conclusions about a project

• contains technical concepts and graphical depictions of designs and data

Technical ReportTechnical Report(Who needs it?)(Who needs it?)

• Engineers: designing or modifying a project

• Technicians: implementing designs • Researchers: organized reference • Any other profession in need of

organised technical descriptions of large projects

Technical ReportTechnical Report(Why is it needed?)(Why is it needed?)

• Strict organization • To make sure all parties involved use

the same data when using or modifying a project

Tips for Gathering DataTips for Gathering Data

• It starts before the project starts• Visualize• Gather for purpose of publication• Gather honestly• Record rough ideas and prospects• Work neatly and document everything

Analysing DataAnalysing Data

• Choose relevant data• Guide reader to conclusions• Avoid repetition of data• Ideas should not be repeated• Don’t say the same thing twice

Analysing Data (2)Analysing Data (2)

• Decide on significant digits• Do not mix units• Limiting Sentence:

Subject: Can women drive?

Scope: Includes high speed,parkingand emotional stability tests.

Reason: To improve road safety.

• Helps to focus point of report

Title pageTitle page

• Contains a title, author and date

• The page should be descriptive and not too long

• States the report instructions

• Contains administrative information

Terms of referenceTerms of reference

AbstractAbstract

• Helps the reader to decide what to read and what is relevant to his needs

• Overviews report structure, main topic, conclusions

• Can be separate from report

Table of contentsTable of contents

• list of headings and subheadings with page numbers

• outline the report structure

• helps the author of the report to structure his report during initial stages of the report

Table of contentsTable of contents(example)(example)

• Helps the reader to quickly locate tables, data sheets, graphs, etc.

List of figures and tablesList of figures and tables

GlossaryGlossary

• Abbreviations and special technical terms used in the report are explained

The report bodyThe report body(introduction)(introduction)

• Give the industrial, economical, or technological background to the report

• Outline the approach of argument that the report will take

The report bodyThe report body(main section)(main section)

• The report body consists of sections and subsections regarding the report topic.

• Contains tables, data sheets, graphs, etc.

The report bodyThe report body(example)(example)

1. Topic 11.1 Subsection 11.2 Subsection 2

2. Topic 22.1 Subsection 12.2 Subsection 2

The report bodyThe report body(conclusion)(conclusion)

• It is usually short since technical reports consists mainly of technical specifications and not opinions

Bibliography Bibliography

• gives credit to all sources referenced in report

AppendixAppendix

• The appendix is placed at the end of a report

• Appendices are labeled alphabetically e.g. Appendix A

• It contains:• all data that may handicap the natural

flow of the report, e.g. tables,data sheets, graphs, etc.

Requirements - ClarityRequirements - Clarity

• Convey exact unambiguous meaning• Define mathematical symbols clearly• Remember that you are over familiar• Readers won’t tolerate confusion• One chance to sell objectives

Requirements - ContinuityRequirements - Continuity

• Tell story – logical and interesting• Requires continuity between

sentences,paragraphs and sections• Especially between text and graphics• Don’t refer to something you haven’t

explained yet

Requirements – ObjectivityRequirements – Objectivity

• Should be objective and show restraint.

• Be absolutely honest.• Do not try to hide deficiencies.• “No report is better than the project

of research it’s based on.”• State errors and what you don’t

understand about results.• “Write to express not to impress.”

Writing Style – Writing NaturallyWriting Style – Writing Naturally

• Personal style secondary to understanding

• Still, try to write to excite and enjoy• Keep to sentences that come

naturally• Avoid impressing with large

vocabulary• Write in the present tense, and in the

third person

Guiding the readerGuiding the reader

• Tell them what you’re going to tell them (introduction / abstract)

• Then tell them (main body)• Tell them what you’ve told them• Remember to choose data to guide

readers to conclusions

Getting to the pointGetting to the point

• Not a mystery novel• Get to the point as quickly as

possible• Don’t use blind alleys for effect• Appendix – good way to bring up

points that will be interesting to some users.

Separating fact from opinionSeparating fact from opinion

• Don’t overlap discussions of results with conclusions

• Alert readers when starting with fact or opinion:

• “From these results I conclude that..”

Data RepresentationData Representation

• Tables – Exact values

• Least preferred way to represent data• Sometimes hard to grasp significance• Try to keep tables short• If possible rather use words• Keep lengthy tables separate

Data RepresentationData Representation

• Graphs – relative trends

• Clear and simple• As few data curves as possible• As few labels as possible• Keep equations in the text• Choose coordinates to give a physical

feel

SummarySummary(1)(1)

Definition and applications of a technical report

Data:– gathering– analysis– representation

SummarySummary(2)(2)

Different parts of report– Title page

– Terms of reference

– Abstract

– Table of contents

– List of illustrations

– Glossary and list of symbols

– …

SummarySummary(3)(3)

Style Requirements– Clarity– Continuity– Objectivity

Writing Style– Writing naturally– Guiding the reader– Getting to the point– Separate fact from opinion– Data representation

How to write a technical

reportPowerpoint: H Venter Speakers: L Kruger

Editor: GF De Wet G Claassen

Group 42