This document defines a technical report and outlines its objectives, characteristics, types, formats, structure, and writing process. A technical report is a piece of factual writing based on evidence that organizes information and analysis on a topic. The objectives of a report include presenting accomplished work, recording experiments, findings, schedules, and status. Characteristics include precision, facts, relevance, reader orientation, objective recommendations, and clarity. Reports can be informative, analytical, periodic, or special depending on their purpose and frequency. The structure includes preface, main text, and supplementary parts. Effective visual aids and an outline are used in the writing process.

2. Technical
Report

3. Definition
-Report is usually a peace of factual writing,
based on evidence, containing organized
information on a particular topic and/or analysis
of that topic.
-The word ‘report’ is derived from the Latin term
‘reportare’ which means ‘to bring back’.

4. Report Writing: Objectives
-To present a record of accomplished work
-To record an experiment
-To record findings and technical specifications
-To record schedule and time tables for a long
term plan
-To document current status
-To record and clarify complex information for
future reference
-To present information to a large number of
people (organized info. & recommendations)

5. Characteristics of Report
-Precision: investigation, analysis & recommendations should be given
accurately.
-Factual details: helps decision making.
- Relevance
- Reader orientation
- Objectivity of recommendations: no self interest
- Simple & unambiguous language
- Clarity & brevity
- Grammatical accuracy
-Special format: cover, title page, table content, list of illustrations,
letter of transmittal, appendices
- Illustrations: tables, graphs, drawings, charts, maps, photographs
- Homogeneity: one topic at a time
- Documentation: acknowledgement

6. Types of Report
On the basis of purpose, frequency or mode of
reporting, reports can be classified as following:
1- Informative or Analytical (purpose)
2- Periodic or Special (frequency)
3- Oral or Written (mode of presentation)

7. Informative & Analytical Reports
Informative reports focus on documenting new
information. (Systematic and coherent manner,
Explanatory, No recommendations)
Analytical reports assess information in order to
propose a course of action. (problem statement,
Evolving criteria, Suggesting alternatives and
evaluation, Conclusion, Recommendations)

8. Periodic & Special Reports
At regular, prescribed intervals in the usual
routine of business. (Annually, Semi-annually,
Quarterly, Monthly, Fortnightly, Weekly, Daily)
Facts in summarized form, in the lay out of
prescribed form, without any recommendation
Special reports for single occasion

9. Oral & Written Reports
Depending on mode of presentation.
Communicating an impression or observation.
All kinds of report carry legal responsibility.
Activities and competence of an employee are
reflected in reports.

10. Formats of Report
1-Manuscript
(Abstract, Summary, Appendix, Glossary etc.)
2-Letter (to outsiders)
(Headings, Illustrations, Footnotes)
3-Memo (to insiders)
(Analysis, Conclusion, Recommendations)
4-Preprinted form
(Printed form to be filled up)

11. Prewriting
-Understanding the purpose and scope
-Analyzing the audience
-Investigating the source of information
-Organizing the material
-Making an outline

12. Elements of Structure of Report
Prefatory Parts:
1-Cover page
2-Title page
3-Certificate
4-Acknowledgement
5-Contents
6-List of illustrations
7-Abstract

13. Elements of Structure of Report
Main Text:
8-Introduction
9-Discussion
10-Conclusions
11-Recommendations

14. Elements of Structure of Report
Supplementary Parts:
12-Appendix/Appendices
13-References/Bibliography
14-Glossary

15. Writing a Report
-First draft
-Use of visual aids
Tables: dependent, independent, Phrase table
Graphs: Bar, Pie, Scatter, Pictorial, Area
Charts: Organization, Flow,
-Drawings & Diagrams
-Photographs
-Maps

16. Conclusion
Report is a major form of
technical/business/professional communication.
It can be the description of an event/situation by a
person who witnessed/studied it to the person who
did not do so.
It can be the description of the conditions that did
exist, do exist or likely to exist.
It is formal in nature and is written for specific
purpose and audience.