CHAPTER 1:

INTRODUCTION TO TECHNICAL REPORT

WRITING
LEARNING OBJECTIVES:
In this chapter, you are expected to achieve the following:

• Explain the basic concepts of technical writing;

• Discuss the contents of a technical report; and
• 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.
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.
 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 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.
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.
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.
3. Consistency
Like the proofreader, the editor
must check for consistency. Check
to make sure that courtesy titles Be mindful with figures as well.
have been used consistently
Check for inconsistencies in
throughout. If you mentioned “Ms.
Guzman,” avoid stating “Mrs.
number usage. If certain sets of
Guzman” in one place. Although numbers are presented in figure
both titles are correct, there must be form, be sure that similar sets of
consistency. There should also be data are also presented in figure
consistency in terms of names and form. Double check also date
references to companies and entries.
associations. Headings and
subheadings must also be
consistent, with same word format.
4.Concretenes
s
•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.

•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.