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    Writing Rousing Technical Reports

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    Bianca Petalio
    This document provides guidance on writing technical reports. It discusses fundamental concepts like using simple language and graphics to present information clearly. Key steps in writing a report are identified, such as determining the problem, gathering information, and drawing conclusions. Reports are categorized as informal, formal, and by the level of information and analysis they provide. Informal reports are typically shorter while formal reports include more sections. The goal is to be thorough yet concise in providing information with or without analysis and recommendations.

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    Writing Rousing Technical Reports

    Uploaded by

    Bianca Petalio
    852 views24 pages
    This document provides guidance on writing technical reports. It discusses fundamental concepts like using simple language and graphics to present information clearly. Key steps in writing a report are identified, such as determining the problem, gathering information, and drawing conclusions. Reports are categorized as informal, formal, and by the level of information and analysis they provide. Informal reports are typically shorter while formal reports include more sections. The goal is to be thorough yet concise in providing information with or without analysis and recommendations.

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    This document provides guidance on writing technical reports. It discusses fundamental concepts like using simple language and graphics to present information clearly. Key steps in writing a report are identified, such as determining the problem, gathering information, and drawing conclusions. Reports are categorized as informal, formal, and by the level of information and analysis they provide. Informal reports are typically shorter while formal reports include more sections. The goal is to be thorough yet concise in providing information with or without analysis and recommendations.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    852 views24 pages

    Writing Rousing Technical Reports

    Uploaded by

    Bianca Petalio
    This document provides guidance on writing technical reports. It discusses fundamental concepts like using simple language and graphics to present information clearly. Key steps in writing a report are identified, such as determining the problem, gathering information, and drawing conclusions. Reports are categorized as informal, formal, and by the level of information and analysis they provide. Informal reports are typically shorter while formal reports include more sections. The goal is to be thorough yet concise in providing information with or without analysis and recommendations.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    of 24

    Writing Rousing Technical Reports

    At the end of the Chapter, the


    students should be able to:

    1. explain the fundamental concepts of report


    writing;
    2. use different concepts in writing technical
    reports;
    3. distinguish the categories of technical
    reports;
    4. write different technical reports; and
    5. compose minutes of the meeting.
    Introduction

    Another way to communicate effectively in


    business or in an organization is writing a report.
    There is a tremendous number of reports written
    everyday and circulating in the corporate world.
    Two Vital Questions to Consider in
    Writing a Report:
    ✔Before writing any report, we should bear
    in mind the destination (audience) of our
    report.
    ✔ Written reports may:
    • supply a record of work accomplished;
    • record and clarify complex information for future
    reference;
    • present information to a large number of people;
    • record problems encountered;
    • document schedules, time tables, & milestones;
    • recommend future actions;
    • document current status; and others.
    ✔ Your purpose is your reason for writing a report.
    ✔ It may be for the purpose of:
    • informing important details or progress about the
    company;
    • analyzing the costing or strengths and weaknesses
    of the company;
    • recommending possible actions or solutions based
    on certain facts and data.
    Fundamental Concepts of Report Writing

    1. The K-I-S-S Concept


    2. Quoting, Paraphrasing, and Summarizing
    3. Use of Graphic Organizers
    4. Documentation and Citation
    The K-I-S-S Concept
    ✔The K-I-S-S Concept is an acronym for Keep It
    Short and Simple.
    ✔It highlights the use of simple but concise words
    rather than the use of jargons and complex
    words.
    ✔It also emphasizes expressing rather than
    impressing.
    Quoting, Paraphrasing, and Summarizing

    ✔ Quoting is the exact copying of a portion of an original text.


    • In doing this, certain punctuations must be observed.
    ✔ Paraphrasing is using your own words in restating the author’s ideas or words.
    • In doing this, the same number of words like the original is observed.
    ✔ Summarizing is recapitulating the author’s ideas or words.
    • This is a shorter restatement of the original text in your own words.
    ✔ Lastly, these three need to be properly documented.
    Use of Graphic Organizers

    ✔May be classified as tables or figures.


    ✔Tables are compact summary of data or information
    which is systematically presented in columns.
    ✔Furthermore, figures may include graphs and charts
    in presenting the data or information.
    Documentation and Citation

    ✔These are ethical practices used in developing your


    report.
    ✔These are the proper acknowledgement of references
    or sources that you used.
    ✔It is composed of the author’s last name and the date
    of publication placed within parentheses.
    Two Most Common Citation Styles

    1. American Psychological Association (APA) Style


    Last name, initials: (Date Published). Title of Source. Location
    of publisher. Publisher. Retrieved from URL

    2. Modern Language Association (MLA) Style


    Last name, First Name. Title of Book. Edition used. Place of
    Publication: Publisher, Year of Publication. Medium of publication
    Ten Steps in Writing a Technical Report

    1. Determine the problem


    2. Identify your audience
    3. Identify what you need to learn
    4. Gather necessary information and data
    5. Summarize your findings
    6. Design, organize, and write your report
    7. Draw possible conclusions and recommendations
    8. Cite your references if applicable
    9. Review and revise your report
    10. Present or submit your report
    Categories of Report

    1. Informal Report

    2. Formal Report
    Categories of Report
    1. Informal Report
    � It ranges from a few paragraphs to several pages.
    � Whether an informal report is written as a letter,
    memo, or email message, it generally includes an
    introduction, body, conclusion and recommendations.
    Categories of Report
    1. Informal Report
    � This report may function to inform, sell, direct, clarify, or recommendation.
    � The introduction elaborates the subjects and procedures of the report.
    � The body presents the findings from thorough researches. All findings are
    arranged in order of priority.
    � The conclusion/recommendation tells what the diagnosis is all about. It also
    gives the possible actions, solutions or recommendations on what to be done
    about the findings of the study.
    Categories of Report
    2. Formal Report
    � Generally lengthy.
    � It may include title page, executive summary, table of contents, list of figures and
    tables, list of abbreviations and symbols, body, conclusions or recommendations,
    appendixes, index, and more.
    � This report may function to inform, document, direct, clarify, examine, analyse,
    propose, and recommend.
    � A report should be long enough to be thorough and short enough to be concise.
    Categories of Report
    2. Formal Report
    � To ensure that your report is thorough, cover all the key issues.
    � To ensure that it is concise, KISS (keep it short and simple).
    � Reports can just provide information, both provide
    information and analyze it or provide information and analysis
    to support a recommendation.
    Categories of Report

    2. Formal Report

    � Reports can be called information report if they collect data for


    the reader, analytical reports if they interpret data but do not
    recommend actions, and recommendation reports if they
    recommend action or solution.
    Three Levels of Report
    Reports can provide the following:

    ✔Information only
    ✔Information plus analysis
    ✔Information plus analysis plus a
    recommendation
    Three Levels of Report
    Information Only

    � Sales reports (sales figures for the week or month).


    � Quarterly reports (figures showing a plant’s
    productivity and profits for the quarter).
    Three Levels of Report
    Information Plus Analysis
    � Annual reports (financial data and an organization’s
    accomplishments during the past year).
    � Audit reports (interpretations of the facts revealed during an
    audit).
    � Make-good or pay-back reports (calculations of the point at
    which a new capital investment will pay for itself).
    Three Levels of Report
    Information Plus Analysis plus a Recommendation
    � Feasibility reports (evaluate two or more alternatives and
    recommend which alternative the organization should choose).
    � Justification reports (justify the need for a purchase, an
    investment, a new personnel line, or a change in procedure).
    � Problem-solving reports (identify the cause of an organizational
    problem and recommend a solution).
    Thank you

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