Technical Report Writing
Engineers must communicate - everyone must communicate somehow - writing is still the main method of communicating when one can't talk face to face
A technical writer translates the engineer's notes, drawings, etc into manuals that tell people how to use and fix things - writes many other things also
What kinds of writers are there? KEEP SHORT
Fiction - story tellers
Non-fiction - write about real things, or situations - just about any topic where the subject is real
Journalist
Historian
General non-fiction (cookbooks, how to books, investigations)
Technical (instruction manuals, reports, specifications)
Business (memos, reports, usually on an organisational - get things done - theme)
Advertising (everything in the best light)
Who is a writer writing for?
The reader
The reader is the most important person in the writing process
The writer must do the thinking for the reader - must answer all the questions that the reader will have - and answer them at the right time - the reader cannot stick up their hand
ALWAYS THINK OF THE READER
ABC’s of Good Report Writing
Probably many different definitions, but I like to keep things simple
Accurate
The most important thing
If reader finds an error, they will not believe anything you say
In technical document, errors can hurt the reader - literally
State your sources - so accuracy can be checked
Brief
Most people don't have unlimited time
Wordiness and repetition tire and irritate the reader
Clear
Be as brief as you can - but if there is a choice between brevity and clarity - be clear
EXAMPLE - The boy saw the girl with the telescope…
Say exactly what you mean - don't waffle, don't repeat unless there is a specific reason to do so
Don't use slang, or jargon, avoid abbreviations, and always define any unusual terms
EXAMPLE - bi-weekly, table a report
Organise your report
Use procedures - step 1, step 2, …
Use lists
Use headings
Use diagrams
Display - readability
Lay out the report to give the reader their best chance
Don’t scrunch up – use white space, line spacing, fonts
Use headings, bullets, page breaks
Use colour – but be very careful, not everyone can see colour
Information and Acknowledging Sources
Pierre Berton - journalist and popular historian
Easy to read - Seems to know his subject
But minimal sources
If I want to know more - where do I go?
If I want to check his facts - where do I go?
Roger Sarty - naval historian
Heavier subject
Not as easy to read - But well documented
Endnotes state where he got his information - the reference book or the document in the public archives
Bibliography - a list of books that he referred to, or that are associated with his subject
Engineering design report
Very heavy subject - readable only by another engineer
Clearly states assumptions, references and handbooks used
States the source of each equation - Shows all work
SO THE WORK CAN BE CHECKED
What is in a report?
First thing asked is "how much do I have to write?" - wrong approach
WHEN IS IT DUE?
Always be on time.
1. AIM State the task or objective
2. BACKGROUND Give any necessary background to the report
3. DISCUSSION Discuss the problem - do the thinking for the reader
4. CONCLUSIONS Draw conclusions - must be supported in the discussion
5. REFERENCES Sources, bibliography, supporting documents
6. APPENDICES Optional supporting documents - more details
Quality Control
Do your work early - easier to review
Read your writing aloud - easier to see errors
Spelling and grammar always count
Get someone to check your work - editor, peer,
How to Write a Technical Report
Always keep in mind what the READER wants to know
The writer must do the thinking for the reader - must answer all the questions that the reader may have - and answer them clearly.
ABC’s of Good Report Writing
Accurate
Accuracy is the most important principle.
Brief
Be brief - but if you must choose between brevity and clarity - be clear.
Clear
Say exactly what you mean - do not waffle, do not repeat yourself.
Do not use slang, or jargon, avoid abbreviations, and define unusual terms.
Display – make it easy for the reader
Organise the report - use headings, lists, and procedures.
Use diagrams, but be careful when using colour.
Use white space, line spacing, and fonts.
How to organise a report?
1. AIM State what the report is going to do - the task or objective.
2. BACKGROUND Give any necessary background – set the scene.
3. DISCUSSION Discuss all sides of the problem - do the thinking for the reader.
4. CONCLUSIONS Draw conclusions (that must be supported in the discussion).
5. REFERENCES Quote sources, bibliography, glossary, and supporting documents.
6. APPENDICES Optional supporting documents –more details on some part.
Editing – the quality control check
· Spelling and grammar always count.
· Do your work early - review it after a day or so. Get someone to check your work.
· Read your writing aloud - it is easier to catch errors.
Always State Your Sources
How to Write a Technical Report
Always keep in mind what the READER wants to know
The writer must do the thinking for the reader - must answer all the questions that the reader may have - and answer them clearly.
ABC’s of Good Report Writing
Accurate
Accuracy is the most important principle.
Brief
Be brief - but if you must choose between brevity and clarity - be clear.
Clear
Say exactly what you mean - do not waffle, do not repeat yourself.
Do not use slang, or jargon, avoid abbreviations, and define unusual terms.
Display – make it easy for the reader
Organise the report - use headings, lists, and procedures.
Use diagrams, but be careful when using colour.
Use white space, line spacing, and fonts.
How to organise a report?
AIM State what the report is going to do - the task or objective.
BACKGROUND Give any necessary background – set the scene.
DISCUSSION Discuss all sides of the problem - do the thinking for the reader.
CONCLUSIONS Draw conclusions (that must be supported in the discussion).
REFERENCES Quote sources, bibliography, glossary, and supporting documents.
APPENDICES Optional supporting documents –more details on some part.
Editing – the quality control check
Spelling and grammar always count.
Do your work early - review it after a day or so. Get someone to check your work.
Read your writing aloud - it is easier to catch errors.
Always State Your Sources
The ABC’s of a Good Report
Accurate
The most important thing
Brief
Wordiness and repetition tire and irritate the reader
Clear
Be brief - but if you must choose between brief and clear - be clear
Don't use slang, or jargon, avoid abbreviations, and always define any unusual terms
Organise your report
Display - readability
Lay out the report to help the reader
Use procedures - step 1, step 2, …
Use lists
Use headings
Use diagrams
Use white space, line spacing, fonts
Use headings, bullets, page breaks
Use colour –VERY carefully
How to organise a report
AIM
State what the report is about - the task or objective
BACKGROUND
Give any necessary background – set the scene
DISCUSSION
Discuss all sides of the problem - think for the reader
CONCLUSIONS
Draw conclusions (that must be supported in the discussion
REFERENCES
Quote sources, bibliography, glossary
Optional supporting documents – more details