CHAPTER

INTRODUCTION TO

1 TECHNICAL REPORT
WRITING
LEARNING OBJECTIVES:
In this chapter, you are expected to achieve the following:
1. explain the basic concepts of technical writing;
2. discuss the contents of a technical report; and
3. identify the characteristics of an effective technical report.

Writing in the Professional World: An Introduction

Communication skills are very significant in a workplace. Oral and written
communication skills are both needed in any workplace; thus, we are all
expected to know the foundations on how to become excellent communicators
in the professional world.
Some of the tasks expected of us in a workplace are the following:
a. prepare reports needed to be presented before the corporate executives;
b. draft proposals for the department or the company;
c. create memoranda and minutes of the meeting;
d. write internal and external letters for various purposes; and
e. compose various forms of technical reports depending on the field or
nature of work.
Given all these, we are expected to have ourselves equipped with the needed
communication skills, both oral and written. In today’s competitive world,
communication skills could also be one of our coping mechanisms.

Improvement of Technical Skills

To effectively compete in the professional or business world, one must be
able to possess the following skills, as suggested by Aquino, Callang, Bas, and
Capili (2010).
Proofreading and Editing Skills. It is integral in anything you write
to reread it before it takes its final form. It is advisable to read aloud what
is written so, that you can see and listen to your work. The more senses you
use, the more effective your proofreading and editing will be. It is essential
though to have some journalistic background on how editing is done including
the symbols used for correcting.

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 Listening Skills. Of all the skills, listening is the most taken for
granted. This is the reason why many professionals fail in giving good
outputs. They simply did not listen to the instructions of their managers
well. Listening requires accurate interpretation of messages. This skill also
requires comprehension, which when combined with accuracy, spells out a
strong listening skill. For example, you need to listen well during forums and
meetings, telephone conversations, and introductions purposefully to cull or
pick out important matters that must be remembered or recorded and to filter
extraneous or unnecessary pieces of information.
Creativity. People with a high degree of imaginative ability can put it to
work in many ways, such as developing interesting and attractive layouts for
the office, drafting more efficient forms for work simplification, and devising
innovative ways of working with other members of the office staff.
Human Relations. Establishing harmonious relations in business
basically centers on the ability to react positively to co-workers and managers.
If you are the manager, you will be exposed to different forms of pressure
brought about by the demands of your job. In any case, you have to keep cool
even under extreme pressure. You have to show ability to get along with all
co-workers regardless of their professional levels. You should display loyalty,
dependability, and good judgment. An effective person tries to foresee unusual
situations before they arise. They should also be able to become a temporary
substitute for an employee who may be unexpectedly absent.
A person with human problems will have difficulty in performing his or
her job well. Everyone must possess human relations skills which is the ability
to work effectively with people and to build teamwork.

Technical Communication: Its Background and Purpose

Technical communication is oral and written communication for and about
business and industry. It focuses on products and services- how to manufacture,
market, manage, deliver, and use them.
Technical communication is primarily composed in a workplace for
managers, co-workers, subordinates, marketers, or customers. Whether you are
a professional technical communicator, an employee, a company representative,
or a consumer, you may be expected to write any of the following types of
correspondence for various reasons.

If you are a criminologist or a law enforcer, you will be ex-

pected to write police blotter reports or any other reports needed
in the field of police enforcement.
If you are an engineer, you will be expected to draft plans
and proposals for various engineering-related projects. You will
also be asked to present field reports and other laboratory reports
needed in the field.
If you are an entrepreneur, you will be expected to compose
various kinds of business reports and proposals for and about

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 a company. Corporate summative reports and other business
project proposals could be asked by your manager or supervisor.
If you are a healthcare provider, you will be expected to sub-
mit reports about a patient or other clients. You could also be
asked to submit health management reports or any other reports
in the field of healthcare.
If you are an information technologist or a computer scientist,
you will be asked to submit various forms of reports or project
proposals in the field. You will also be asked to submit a proposal
for a new software, technology, or a computer program.

Technical writing will help you communicate your ideas effectively in a

workplace. Generally, technical communication is a major component of the
work environment. Through technical correspondence, employees…
• Maintain good customer-client relations (follow-up letters)
• Ensure that work is accomplished on time (directives or e-mails)
• Provide documentation that work has been completed (progress report)
• Generate income (sales letters, brochures, fliers)
• Provide quick updates or answers to work-related questions (e-mails,
text messages)
• Keep machinery working (user manuals)
• Ensure that correct equipment is purchased (technical descriptions)
• Participate in teleconferences or videoconferences (oral communication,
teleconference platforms)
• Get a job (application letter, curriculum vitae)
• Define terminology (online help screens)
• Inform the world about your company’s products and services (websites
and blogs)
• Allow opportunities for collaborations (wikis, social media)
In the world of professionals and business, one cannot underestimate the
help of technical communication. Undeniably, technical communication allows
not only a business but also a professional succeed in a competitive world.

Characteristics of Effective Technical Communication

Aquino, Callang, Bas, and Capili (2010) suggest the following characteristics
of effective technical communication.
Clarity. Clearly worded and organized messages help the receiver to
comprehend easily the contents and purposes of a message. Such messages use
comprehensible sentences free from misplaced modifiers and rambling thought
patterns. These statements are organized so that one thought grows naturally
from another and paragraphs contain one main idea only. Paragraphs too must

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take the reader along a continuum of ideas that the entire message portrays
an intelligible picture for the reader. In reviewing written documents, a writer
must look for these qualities.
• Sentence Construction. Sentences must be constructed well for reader
to easily identify “who is doing what.” Related words placed in a logical
and consecutive order enable the reader to follow the writer’s thought
patterns. By placing word groups that describe other thought units as
closely as possible to the words they modify, writers can avoid ambiguity
and confusion. Take these sentences as examples.

– Incorrect: The contract should be signed by Mr. Aguirre

on the dotted line. (Imagine, Mr. Aguirre is on the dotted
line.)
– Correct: The contract should be signed on the dotted line
by Mr. Aguirre. (Now, the signature must be done on the
dotted line.)
– Incorrect: As newcomers to our community, the merchants
of ABC Company wish to make available to you a variety
of complimentary products and services. (Here, the mer-
chants are the newcomers.)
– Correct: As newcomers to our community, you are invited
to make advantage of a variety of complimentary products
and services offered by the merchants of ABC Company.
(Here, you are one of the newcomers).

• Paragraph Coherence. Isolated sentences do little to develop concepts,

convey information, or persuade readers. Only by arranging sentences
into meaningful thought units can the business writer expect to
communicate effectively. Sentences related to a specific unit of thought
are contained in a paragraph, with each paragraph dealing only with
a single theme. Paragraphs containing more than one idea violate the
writing principle of paragraph unity. Editors have at their disposal
several techniques for achieving coherence.
These are the following:
1. Make sure the sentences are placed in a logical order.
2. Make sure that a following sentence relates to the previous sentence.
3. Substitute pronouns and synonyms to refer to previously mentioned
nouns and words.
4. Add transitional expressions such as therefore, of course, meanwhile,
or as a consequence to move smoothly from one point to another.
5. Signal a turning point with words such as but, however, or on the
other hand.

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 Poor: As soon as we receive another shipment of Bunawan
crystal, your order will receive top priority. We are doing
everything possible to restock our inventory. The 10-inch Agora
vase is presently out of stock. We appreciate receiving your
recent order for Bunawan crystal.
Better: We appreciate your recent order for Bunawan crystal.
The 10-inch Agora vase you requested is presently out of stock.
We appreciate receiving your recent order for Bunawan crystal;
filling your order will be our top priority.

1. Completeness. As you read your technical document to determine

whether all important ideas have been included, check the contents for
any possible omissions in detail. If sending a meeting announcement,
check if the date, time, and exact place are included. If the meeting is to
be held in a hotel, give the complete street address and room location.
Information on directions and parking could also be useful.
The successful business writer always provides the reader with
all the necessary details. The easier it is for the reader to react to the
writer’s message, the more fruitful the communication effort will be.
During the revision process, editors must take the place of their readers
and assume they know nothing about the information contained in the
document being edited. In this way, editors can spot omissions of both
major ideas and essential details.
2. Conciseness. Too often, writers and editors equate conciseness with
brevity. The message should be as short as possible-but without any
significant details or ideas being omitted.
The message “Meet me at exactly 2 p.m.” is short, yet without
knowing the date or place, the reader would be unable to respond to
the message. A more effective version of this sentence would be “Please
meet me on Friday, June 15, at exactly 2 p.m. in Room TEC 114 of the
GET Building.” Despite the length of this sentence, it is better because
it provides all the necessary details.

Poor: Our marketing director thinks that perhaps next week

or the following one, we will find ourselves in the appropriate
position to announce to the industry and to the public our newly
developed and inexpensive scanner, the All-Print Reader.
Better: Our marketing director anticipates that within the next
two weeks, we will be ready to announce our new, inexpensive
scanner-the All-Print Reader.
Poor: Please raise the top of the table another 3 inches.
Better: Please raise the tabletop another 3 inches.
Poor: The two twins work in the same department.
Better: The twins work in the same department.

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 3. Consistency. Like the proofreader, the editor must check for
consistency. Check to make sure that courtesy titles have been used
consistently throughout. If you mentioned “Ms. Guzman,” avoid stating
“Mrs. Guzman” in one place. Although both titles are correct, there must
be consistency. There should also be consistency in terms of names and
references to companies and associations. Headings and subheadings
must also be consistent, with same word format.
Be mindful with figures as well. Check for inconsistencies in number
usage. If certain sets of numbers are presented in figure form, be sure
that similar sets of data are also presented in figure form. Double check
also date entries.
4. Concreteness. The use of explicit, tangible language promotes reader
understanding. Vague, abstract writing only interferes with clarity and
the reader’s ability to visualize what the writer has in mind.

a: “ I bought a dog yesterday.”

b: “Oh yeah! What kind?”
a: “St. Bernard”
b: “Full grown or puppy?”
a: “Puppy”
b: “Male or female?”
a: “Male”
b: “What color?”
a: “Brown and white”
b: “Why didn’t you say in the first place that you bought a brown
and white St. Bernard puppy yesterday?”

The use of concrete nouns and precise verbs enables the reader to
picture and grasp more easily the ideas presented.
5. Courtesy. Words such as please, thank you, and appreciate connote
courtesy that creates goodwill and understanding. Successful editors
rid documents of offensive words or innuendoes. These editors strive
to ensure that the message reflects as much as possible the reader’s
viewpoint. Avoid antagonism in any form.

CHAPTER VOCABULARY
• Coherence is a quality of technical communication wherein there is a
systematic or logical connection or consistency with ideas.
• Technical communication is oral and written communication for and
about business and industry.