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MODULE 3: TECHNICAL WRITING A.Y. 2020-2021 PREPARED BY:ERMINIA EVANGELISTA, MAED
TECHNICAL WRITING
MODULE NO.
I.
TOPIC LEARNING OBJECTIVES
I. Types of Technical Report A. Report layout B. Formal Report Format C. Informal Report format D. Memorandum Report E. Letter Report F. Booklets G. Article Report H. Abstract I. Information Report J. Laboratory Report K. Proposal L. Progress Report M. Trip Report N. Research Report O. Feasibility Report P. Recommendation Report Q. Incidental Report R. Accomplishment Report
Define the different types of technical report
Discuss how information in these reports are organized
Explain each of the various components of these reports
Enumerate and explain points to consider in preparing these reports
Evaluate/assess technical reports with regard content, purpose, target audience and structure with facility
II. INTRODUCTION
Modern and complex organizations need various types of reports. In writing whatever kind of report, absolute mastery of the fundamental techniques of technical writing and familiarity with some of the commonly used types of reports are essential and deemed necessary.
In the workplace, report plays an important role, whether you are preparing one for your supervisor, the executive staff, board of directors, or clients. It may be short and simple, or it may be more several pages. Whatever its length, content, or destination, the end result is the same: a report must be informative, factual, understandable, and neatly presented (Oxford Dictionary).
Although there are several types of business reports, having a standard format, according to Custodio, et al. (2013), allows the reader to easily locate the important information presented.
Therefore, your purpose is your reason for writing a report. It maybe for the purpose of informing important details or progress about the company, analyzing costing or strengths or weaknesses of the company or recommending possible actions or solutions based on certain facts and data.
Report Lay-outs:
- should be computerized/typewritten on white paper of high quality (8 ½ by 11 inches in size)
- accurate margins, spacing, indenting and paging.
MODULE 3: TECHNICAL WRITING A.Y. 2020-2021 PREPARED BY:ERMINIA EVANGELISTA, MAED
a. Formal Report Format – is the conventional “full dress” report. This report should have: cover page title page letter of transmittal table of contents list of figures Abstract headings quotations and listings equations formulas b. Informal Report Format – if there is an abstract, it appears on page one preceded by the title and the author’s name and followed immediately by the text.
Types of Technical Reports
1. The Memorandum Report This report contains the following: - To, From, Subject, Dateline - Sometimes the pointed letter head is omitted at the top page and sometimes there is an identification line or label indicating the department responsible for the report.
- complimentary close or signature may not be required but memoranda are signed or initialed either at the end or beside the name on “From” line. - The headings are typed at the top of the page. 2. Letter Report
- has the properties of a typical business letter.
- vary according to its purpose, the type of reader and the subject being discussed.
- could be informal when it conveys information between organization whose members know one another well
- could be formal when the correspondents hardly know one another 3. Booklet
- serves to inform
- not longer than three pages
- contains :
MODULE 3: TECHNICAL WRITING A.Y. 2020-2021 PREPARED BY:ERMINIA EVANGELISTA, MAED
8. Proposal The Nature of Proposal: a. A proposal is a written offer to solve a technical problem in a particular manner under s specified plan of management for a certain amount of money. b. It is a report which aims to convince a “customer” that the company or person presenting is better qualified to give the product or service needed than all the other companies or persons submitting the proposals. c. It defines a problem and the means to solve it. d. It is the meat of the proposed work. e. It must contain the essential elements of a good study. f. It is considered a sales tool. g. It is a communication that attempts to sell an idea, a piece of equipment, a complex system or s service. Characteristics of a Proposal: a. It is a written offer to solve a technical problem b. It is a specified plan of management. c. It suggests a certain sum of money.
Types of Proposal:
a. Solicited-a written response to a direct invitation to bid – also called a “purchase request” or a request for proposal; published in business journals, official government publications or in the newspaper classified ads. b. Unsolicited – is sent to a prospective customer in the hope that the excellence of the idea or plan proposed will result in a contract
Preparing a Proposal
1. Making a preliminary study a. The proponent should clearly indicate what he proposes to undertake, the materials and specifications needed, scientific or technical work involved and the products, services to be rendered. Also should consider any related papers or information such as briefing, conference result or exchange of letter with the prospective. b. Study the background information like reports of field representatives who have visited the prospective client company. c. Critically analyze probable competition. d. Thorough evaluation of the technical design or program should be presented such as proponent capabilities and personnel with their biographical data, facilities and expertise. e. Prepare a plan, write the outline of the proposal f. Write a rough draft and determine the illustrations, graphics aids and layout. g. Review and revise. h. Critically evaluate the proposal
MODULE 3: TECHNICAL WRITING A.Y. 2020-2021 PREPARED BY:ERMINIA EVANGELISTA, MAED
Plan of Organization for Proposals (Mosura and Tenorio, 1999)
a. Statement of the Problem b. Recommendation or proposal solutions c. The scope or approach d. Funding e. Time schedule involved f. The experience and expertise of the personnel involved g. A final justification of the report h. The management proposal explains to the client how crucial activities will be carried out, who will manage the project and suggest a time-table for its completion. i. The cost proposal gives the detailed breakdown of costs in terms of labor and materials. j. The proposal must contain the essential elements of a good study although the sequences of the parts are not fixed.
9. Progress Report a. A progress report is written for those who need to keep in touch with what is going on. b. It is narrative in style and follows chronological order. c. It traces the development of a particular project over a limited period, from the date of beginning until the date of writing. d. It functions as a record for future reference. e. It is considered the most important link in overall communications system since it keeps continues technical activities and their result. Objective of Progress Report a. To present information about a work done on a particular project during a period of time. Parts of a PR a. Most recent plans for the project b. New developments, what has been accomplished to date, special situations encountered, problems met and other similar information c. Future plans Guidelines for Writing the PR a. All measurements of progress will necessarily made against the standard of stated objectives. b. Statements of progress should be quantified and supported by reference. c. Unless asked to do so, avoid predictions of future progress based solely on past performance. **Note: a progress report assesses what has been done up to the present, not what may done in the future
- Trip Report** a. This report tells management what significant work activities were performed, and at what expense, on a business-related trip Guidelines: a. Tell when you made the trip, who authorized it, and where you went.
MODULE 3: TECHNICAL WRITING A.Y. 2020-2021 PREPARED BY:ERMINIA EVANGELISTA, MAED
Research Methodology consists: a. Research population b. Instruments Used c. Data-gathering Procedure d. Statistical treatment e. Summary, Conclusions and Recommendations This last portion gives the summary of the findings or results of the survey or investigation and from the findings, the conclusion can be drawn. The recommendations may be expressed in the form of suggestions for possible changes in policy or existing conditions to strengthen the solution of the problem under study
12. Feasibility Study A feasibility study: a. Is a technical proposal which offers recommendations b. Describes the design or plan proposed c. Is a management proposal when it explains to the prospective client precisely how the entire project will be managed, tells who manage it and suggest a time schedule for the completion of the phases of the project. d. Must show accurately that the proposed project would be financially, economically and technically obtainable, significant as well as beneficial.
If the feasibility study is for hardware: It assures the customer that the work will be done by competent personnel during every stage, from the prototype design through manufacturing. If it is for software: It proceeds from initial exploratory study to final solution. *The cost proposal is part of the project study which gives detailed breakdown of costs in terms of labor and materials.
The feasibility study may have the following parts: a. Objectives of the project b. Analysis of the progress of similar studies conducted elsewhere c. Comparison of the project with the previous ones d. Plans – initial, actual and future e. Schedule of activities
The rules in preparing a good project study are: a. Know the nature of the proposed project thoroughly. Obtain technical assistance from qualified experts. b. Research properly. Be equipped with statistics, data, documents and all information needed for the study. Exhaust all available sources.
MODULE 3: TECHNICAL WRITING A.Y. 2020-2021 PREPARED BY:ERMINIA EVANGELISTA, MAED
c. Be analytical. Know how to analyze, evaluate, interpret, use and discard unnecessary data. d. Be accurate. Make estimates and projections as close to realities as possible. Avoid statistical improbabilities. e. Organize your study properly f. Write the report observing the principles of unity, coherence and emphasis.
13. Recommendation Report The primary function of this type is to persuade the reader to take a certain course of action. It is written to answer questions which are critical to decide on. It somehow shows options or choices for a sound decision making.
Typical Contents of a recommendation report: a. Introduction b. Technical Background c. Make Comparisons d. Critical Requirements e. Conclusions f. Recommendations
Suggestions:
- Analyze the problem given to you
- Decide upon a proper course of action
- Make a forthright recommendation 14. Incidental Report – is written to narrate prior to, during, and after a situation suddenly occurred. The presentation of ideas in this report is systematically arranged and organized using appropriate language. It uses simple and clear words and avoids using jargons and technical terms.
Things to consider in writing this report. a. The context of the incident b. Details of the incident c. Thoughts, feelings, and concerns about the incident d. Demands of the incident e. Impact of the incident.
14. Accomplishment Report – is written for the purpose of presenting the company, organization, or institution’s activities and achievements and to monitor and check if the plans were successfully carried out. Every organization or business entity provides format of this kind of report.
Steps in Writing an Accomplishment Report a. Use a prescribed template of your company b. Create tables or charts with following columns: number, action or activity, initiator, person responsible, remarks (target time, comments)
MODULE 3: TECHNICAL WRITING A.Y. 2020-2021 PREPARED BY:ERMINIA EVANGELISTA, MAED
NAME: Year/Section:
Activity 1 On Types of Technical Reports SCORE :___
I. Briefly answer the following questions (not to exceed 3 sentences)
- Why do we write our accomplishments in an accomplishment report?
- What is the essence of writing: a. a progress report
b. incidental report
c. recommendation report
d. research report
MODULE 3: TECHNICAL WRITING A.Y. 2020-2021 PREPARED BY:ERMINIA EVANGELISTA, MAED
e. feasibility study
- What is the importance of writing a laboratory report?
- What is the common factor among the technical reports?
- After going through the various technical reports, name at least two (2) more reports that must be included in the list and why?
