Technical Reports

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Technical Reports

• Adapted from Online Technical Writing
• Chapter 2 Technical Reports Structure and
  Process
• David A. McMurrey

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Features of Technical Reports

• The longest document many people write
• Normally involves research
• Published sources library and internet
• Non-published sources interviews,
  correspondence, independent observations

3
Task Sequence

• Decide on the subject Make it as narrow as
  possible
• Define the audiencea specific person or group
• Describe the circumstances
• Define the purposethe needs it will meet
• Decide on the type of report
• Technical background report
• Feasibility report
• Recommendation report
• Etc.

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Types of Technical Reports

• Technical-background report
• Instructions
• Feasibility, recommendation, evaluation reports
• Primary research report
• Technical specifications
• Report-length proposal
• Business prospectus

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Technical-background Report

• Provides background on a topic solar energy,
  CD-ROM technology
• Focuses on meeting the specific needs of the
  audience

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Instructions

• Short user manuals for an appliance, equipment,
  or program

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Feasibility, Recommendation, and Evaluation
Reports

• Studies a problem or opportunity and then makes
  recommendations
• A feasibility report tells whether a project is
  "feasible whether it is practical and
  technologically possible
• A recommendation report compares two or more
  alternatives and recommends one (or none)
• An evaluation or assessment report studies
  something in terms of its worth
• A college might investigate the feasibility of
  giving every student an e-mail address
• It might also seek recommendations on the best
  hardware and software to use (after the
  feasibility report had determined it was a good
  idea)

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Feasibility, Recommendation, and Evaluation
Reports (Cont'd)

• It's hard to keep these kinds of reports distinct
• Elements of the feasibility and recommendation
  report intermingle in specific reports
• The main thing is to get the job done!

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Primary Research Report

• Primary research refers to the actual work
  someone does
• Experiments
• Surveys
• Lab reports
• Research reports
• Give background information on the problem
• Describe the equipment and facilities used
• Explain methodology
• Present data
• Draw conclusions

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Technical Specifications

• Discusses new product design
• Construction
• Materials
• Functions
• Features
• Operation
• Market potential
• True specifications are not much on writingthe
  text is dense, fragmented Tables, lists, and
  graphics replace regular sentences whenever
  possible

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Report-length Proposal.

• Written to convince readers to adopt an idea,
  product, or service
• Length and format vary widely. Proposals may be
• Internal (in-house proposals) or external (sales
  proposals)
• Formal (manuscript) or informal (memo)
• Solicited through a request for proposal (RFP) or
  submitted without a request (unsolicited)
• Proposals can be hundreds or thousands of pages
• Elements from other kinds of reports get
  imported--such as feasibility discussion, review
  of literature, and qualifications

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Business Prospectus

• A plan or proposal to start a new business or to
  expand an existing one
• Aimed at potential investors
• Describes the proposed business
• Explores the marketplace and the competition
• Projects revenues
• Describes the operation and output of the
  proposed business

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Audience and Situation

• Define the audience in terms of its knowledge,
  background and needs
• Why does the audience need the info?
• How will readers get access to the info?
• What do they know about the topic?
• Define the situation
• What circumstances bring about the need for the
  information?

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General Characteristics of Technical Reports

• Graphics
• The report should have tables, graphs, charts,
  etc.
• Factual detail
• The report should be very detailed and factual.
• Include the kind of details your specific
  audience needs.
• Information sources
• Books
• Library articles
• Technical brochures
• Interviews or correspondence with experts
• First-hand inspections
• Documentation
• Cite your sources when you borrow information

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General Characteristics of Technical Reports

• Headings and lists
• Use a consistent format for headings and lists
• Technical content
• Design your report project in such a way that
  your audience can understand itwrite for the
  nonspecialist
• You may get concerned about the technical
  accuracy of your information. Remember that this
  is a writing course, not a course in software
  design. Make a good-faith effort to get the
  facts right, but don't go overboard

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