Indus University

Learn well to live well Introduction

Departmental: Group Members:

Bachelors of Technology (B.Tech)
Muhammad Ahsan (1474-2019)
Mechanical Department
Muhammad Farooq (1062-2019)
4th Semester (Evening
Danial Shahid (1454-2019)
Subject: Technical Report Writing
Adeel Ahmed (1782-2019)
Teacher Name: Sir Mehmood Detho

Topic: Technical Report

Indus University
Learn well to live well Technical Report Writing

• Technical writing is the practical writing that people do as apart of their jobs.

• Technical writing “aims to get work done, to change people by changing the way they do
things”.

• A technical report is a formal report designed to convey technical information in a clear and

easily accessible format. It is divided into sections which allow different readers to access
different levels of information.
Indus University
Learn well to live well Technical Report Writing

Examples of Technical Writing

• User Manuals
• Software Installation Guides
• Standard Operating Procedures (SOP)
• Request for Proposal (RFP)
• Company Documents
• Business Plan
Indus University
Learn well to live well Technical Report Writing

Standard Operating Procedures (SOP)

Most organizations have well-defined processes for accomplishing routine tasks. An SOP can
document how to process payroll, hire a new employee, or calculate vacation time. SOPs
ensure that multiple people in the organization can perform the same tasks in an identical
manner, so quality is consistent. SOPs help eliminate favoritism and irregularities. SOPs
ensure that co-workers can assume the responsibilities of an absent, vacationing, or terminated
employee with no variation in performance and minimal time lag.
Indus University
Learn well to live well Technical Report Writing
• Company Documents
Most companies have some type of orientation manual for new employees to read and understand. Orientation manuals
usually contain these elements:
• Company's history
• List of services, products, and divisions
• Organization chart outlining the hierarchy
• Map of the facility
• Employee rights and responsibilities
• Dress codes
• Hours of operation
• Rules and regulations
• Disciplinary process
• Policies regarding attendance, accident reporting, vacation, salary, confidentiality, proprietary information, performance
reviews, and sexual harassment
• Job descriptions
• Disaster response plan and safety procedures
• Educational opportunities
• Common forms
• Orientation checklist
• Glossary
Indus University
Learn well to live well Technical Report Elements
A typical technical report consists of the following elements:
• The title page
• The introduction
• The summary
• Experimental details
• Results and discussions
• The body
• Conclusion

And the conclusion includes:

• Recommendations
• Reference
• Bibliography
• Acknowledgments
• Appendices
Indus University
Learn well to live well Characteristics of Technical Report Elements
1) Technical Report Writing is professional
 Use the Top-Down method:
Top-down writers prefer to start with an outline, create a structure of the text
and then write it out, following the plan
 Use Headings:
Use 2-4 headings per page in short reports. Avoid overusing headings.
Use descriptive headings that inform the reader of the content of each section
 Use Visual aids:
Pictures and sketches show the reader exactly what is being talked about in
the report. Visual/graphic aids allow the technical writer to condense and present his
information in an aesthetically pleasing manner.
 Use plan and objective language:
The planning stage of report writing is the most time-consuming. ... you can waste
valuable time and risk producing a report that does not meet your objectives.
Indus University
Learn well to live well Characteristics of Technical Report Elements

2) Technical Report Writing is responsible

 Use honest language

 Use format honestly

 Use direct simple language

 Credit order
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Learn well to live well Purpose of Writing

The first task for writing effective is to identify the purpose of the communications.
There are mainly two purpose of communication in business situations.
1. To inform:
Informative Writing checklist

• Does it focus on the subject under discussion ?

• Does it primarily inform rather than persuade the reader ?

• Does it offer complete and exact information ?
• Does it present information logically and clearly ?
• Does it make good reading ?
Indus University
Learn well to live well Purpose of Writing

2. To persuade:
Persuasive Writing checklist

• Does focus on the reader ?

• Does it basically seek to convince rather than inform ?

• Does it support its point of view by giving information or valid reasoning ?
• Does it clearly follow a logical arrangement of thoughts and reasoning ?
Indus University
Learn well to live well How best to present your report ?

A presentation is important part of the final outlook of your work. So, what do you need to do:

• Write a script. Your report should be printed on an A4 paper on one side. It should not be hand-written because
it’s not accepted.

• You should number those pages that contain the content, so, a title page and a summary are exceptions.

• Staple your report at the top left; if a report is too long, you should bind it.

• Formatting: usually the font size is 12, style is Times New Roman, the spacing is 1.5 or 2.
Indus University
Learn well to live well Final Report ?

Final report of a research or education project provides a record of your study

and its results. The report serves as resource for others

• Executive Summary
• Introduction & background
• Data quality & simple characteristics
• Results(with sections by topics)
• Simple design
• Survey instructions
Indus University
Learn well to live well Final Report ?

Boring
Boring Errors
Errors

Language
Language Lengthy
Lengthy
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Learn well to live well Conclusion

Reports in written form are useful for future reference. Reports provide adequate
and correct information as well as statistical data to management and helps in
decision making. A report provides information of unknown facts i.e. new ideas
new vision new solution to problem new research about a particular matter. A
report provides valuable information of all sectors in the business hence report are
useful for solving the problem of various department. Report acts as an important
and effective internal tool of communication.
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Learn well to live well That’s all from our side !

Thank you!