Technical Communication II

Module III: Technical Report Writing

Amity School of Languages

Format: Memo, Letter, Print, Manuscript
 Format of Report
• Central to maintaining consistency
• Contributes in presenting the content in a
meaningful way
• Aids preparation of report
• Sections and headings indicate the nature of
content which is to follow
 Overview of Format of Report
Following are the parts of a report format that is
most common.
• Executive summary – highlights of the main report
• Table of Contents – index page
• Introduction – origin, essentials of the main subject
• Body – main report
• Conclusion – inferences, measures taken, projections
• Reference – sources of information
• Appendix
 Format of Report
Section Details

Title page Must include the title of the report. Reports for assessment, where the word length has been
specified, will often also require the summary word count and the main text word count
Executive Summary A summary of the whole report including important features, results and conclusions

Table Content Numbers and lists all section and subsection headings with page numbers

Introduction States the objectives of the report and comments on the way the topic of the report is to be
treated. Leads straight into the report itself. Must not be a copy of the introduction in a lab
handout.

Body of Report Divided into numbered and headed sections. These sections separate the different main
ideas in a logical order

Discussion

Conclusions

References Details of published sources of material referred to or quoted in the text (including any
lecture notes and URL addresses of any websites used.

Bibliography Other published sources of material, including websites, not referred to in the text but
useful for background or further reading.

Acknowledgements List of people who helped you research or prepare the report, including your proofreaders

Acknowledgements List of people who helped you research or prepare the report, including your proofreaders
 Memo
• Short for ‘memorandum’
• Form on internal communication within an
organization
• Purpose: communicate minor changes, to
remind, to inform, to persuade
• Characteristic format
 Format of Memo
• Header: contains clear mention of the recipient, sender, date
and subject as:
To:
From:
Date:
Subject:

• Body: contains information, discussion or announcements

• Summary: a short summation of relevant points or a

highlight of topics discussed in the body of the memo.
Points to keep in mind while preparing a
Memo
• Audience oriented
• Brief
• Professional and Formal tone
• Appropriate language
• Emphasis on subject
• Direct format, should declare its topic
• Should be objective
 Letter Report
• Usually of single page length
• Also called a ‘title report’
• Prepared prior to formulation of significant
documents such as policies, contracts, guidelines
• The purpose is to inform and encourage a response
• It is informative, addresses specific aspects and is
brief
• Typically presented on the company letterhead to
inform clients, collaborators, vendors, etc.
 Letter Report Format
<Company Letter Head>

Date
Reciever’s Address

Subject:

Dear/Respected Sir/Ma’am/Name,

Body of letter report

Concluding sentence encouraging response

Regards/Warm Regards/Respectfully yours/Best,

Sender’s name and designation
 Manuscript
• A manuscript is a document which is prepared as per the
instructions received regarding word limit for submissions to
conferences, journals and other venues of
publication/broadcast.
• It is a summarized report of information, includes a discussion,
recommendations and conclusions.
• It is usually informative, and lays emphasis on the discussion of
the analytical parts of the topic
• It typically contains new evidence, new approaches and findings.
• It includes literature review or at the very least, mentions
sources referred to during literature review
Points to keep in mind while preparing
Manuscripts
• Plagiarism is unacceptable

• Mention your sources

• Add footnotes and references to expand the horizons of the manuscript contents,
without exceeding the word limit

• Use formal language

• Use objective language

• Provide a discussion of assertions made in the manuscript

• Justify the methodologies adopted, approaches suitable and acknowledge other studies
which have laid precedent to your own

• Avoid scope of dual publication

 Format for Manuscripts
• Title: should highlight the specific topic, be informative and reveal the scope of relevance

• Abstract: a short 150 word abstract revealing the unique and characteristic features
discussed in the report

• Body of report: presented in chapters, sections, headings and sub-headings

• Acknowledgement: acknowledge involved team members and others who contributed to

the report and the process being discussed

• Funding Statement: Enlist the funding parties to the process whose outcomes are being
discussed or who supported a particular research/investigation/formulation of data

• References: provide a list of all material referred for the purpose of formulation of the
report as well as the process
Thank you!