What is technial report?

 

REPORT WRITING

What is a report?

A report is a more highly structured form of writing than say, an essay, and is designed so that it can be read quickly and accurately; though reports are not necessarily read from beginning to end. Structure and convention in written reports stress the process by which the information was gathered as much as the information itself. Reports should be organized for the convenience of the intended reader. Reports are written on a wide range of subjects for a wide variety of reasons.

Before writing any report you should identify the objective and the preferred conventions of structure and presentation. This is as true for reports you write at university as it is for reports written in employment. All reports attempt to communicate findings for one reason or another, whether to inform decision makers, change public opinion or maintain a record of development. Whenever you write a report you must bear in mind why you are writing and who you are writing for. All reports have an intended reader. Put yourself in his/her position. What does he/she need to know?

This study advice sheet highlights common features in written reports and makes recommendations for clear presentation and adherence to convention.

STAGES IN REPORT WRITING

The following stages are involved in writing a report:

·         planning your work;

·         collecting your information;

·         organising and structuring your information;

·         writing the first draft;

·         checking and re-drafting.

Draw up an outline structure for your report and set the work within a sensible time scale for completion by the given deadline. One common structure is based on the 4 P’s: position, problem, possibilities, proposal. This means you outline the current position, describe the problem, examine the range of possibilities and decide on a proposal (Hemingway, 1993). Some of the most time consuming parts of the process are collecting and selecting your information, and checking and revising your report.

·         Clarify your terms of reference – what brief are you working to?

·         Decide on the main sections of your report – what instructions have you been given?