Writing Rousing

Technical Reports
Aside from writing business letters, another way to
communicate in business or in organization
effectively is writing a report. Everyday there is a
tremendous number of reports written and
circulating in the corporate world
IN BUSINESS, THE AUDIENCE MIGHT BE YOUR
BOSS, SUPERVISOR, MANAGER, FELLOW
EMPLOYEE, OR CLIENT. FURTHERMORE ,
WRITTEN REPORTS MAY SUPPLY A RECORD OF
WORK ACCOMPLISHED, RECORD AND CLARIFY
COMPLEX INFORMATION FOR FUTURE
REFERENCE, PRESENT INFORMATION TO A LARGE
NUMBER OF PEOPLE, RECORD PROBLEMS
ENCOUNTERED, DOCUMENT SCHEDULES, TIME
TABLES, AND MILESTONES, RECOMMENDED
FUTURE ACTIONS , DOCUMENT CURRENT
STATUS, AND SO ON.
YOUR PURPOSE IS YOUR REASON FOR
WRITING A REPORT. IT MAY BE FOR THE
PURPOSE OF INFORMING IMPORTANT
DETAILS OR PROGRESS ABOUT THE
COMPANY, ANALYZING THE COSTING OR
STRENGTHS AND WEAKNESSES OF THE
COMPANY, OR RECOMMENDING
POSSIBLE ACTIONS OR SOLUTIONS
BASED ON CERTAIN FACTS AND DATA.
•IN WRITING A REPORT
,LANGUAGE PLAYS A VITAL ROLE
.THE LANGUAGE SHOULD BE
CONCISE , COHERENT , AND
PRECISE TO SMOOTHLY CONNECT
THE IDEAS AND THE SECTIONS
OF A BUSINESS REPORT.
FOUR
FUNDAMENTALS
OF REPORT
WRITING
1.THE K-I-S-S CONCEPT
- AN
ACRONYM FOR
KEEP IT SHORT AND
SIMPLE.
2.QUOTING,
PARAPHRASING AND
SUMMARIZING
-IS RECAPITULATING AUTHOR’S
IDEAS OR WORDS.
3. USE
OF GRAPHIC
ORGANIZERS
- may be classified as
tables or figures.
 K-I-S-S

Quoting ,
Documentation Paraphrasing
and Citation and
summarizing

Use of graphic
Organizers
4. DOCUMENTATION AND
CITATION
- ethical
practices use
in developing your
report.
 •TEN STEPS IN
WRITING A
TECHNICAL REPORT:
 1. Determine the problem
2. Identify who your audience is
3 . Identify what you need to learn
4 . Gather necessary information and data
5 . Summarize your findings
6 . Design , Organize and write your report
7. Draw possible conclusions and recommendation
8. Cite your references if applicable
9 .Review and revise your report
10. Present or submit your report
CATEGORIES OF REPORTS

1. INFORMAL REPORT- can range from a few

paragraphs to several pages.

2. FORMAL REPORT- is generally lengthy, it may

include title page, executive summary, table of
contents, list of figures and tables, list of
abbreviations and symbols, body, conclusions or
recommendations, appendixes, index, and more
• *Annual reports(financial data and an organization
accomplishments during the past year)
• *Audit reports (interpretations of the facts revealed
during an audit)
INFORMATION PLUS ANALYSIS

•Annual reports (financial data and an

organization’s accomplishments
during the past year)
•Audits reports (interpretations of the
facts revealed during an audit)
•Make-good or pay back reports
(calculations of the point at which a
new capital investment will pay for
itself.
INFORMATION PLUS ANALYSIS PLUS A
RECOMMENDATIONS

•Feasibility reports (evaluate two or more

alternatives and recommend which alternative the
organization should choose)
•Justification reports (justify the need for a
purchase, an investment. A new personnel line, or
a change in procedure)
•Problem-solving reports (identify the causes of an
organizational problem and recommend a
solution)
In the workplace, the 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, in the form
of a memorandum or email, a report must be
informative, factual, understandable, and neatly
presented.
 There are basic classifications of written report:
1) ARTICLE REPORT
- is a simple report which aims to inform the
masses. This report focuses on any general
interest.
• 2.LABORATORY REPORT
- is a comprehensive report written to communicate
laboratory works and observation to the
management, it is also focuses to the question.
The following are the common parts of a laboratory
report:
A) ABSTRACT- This part shows the outline of the entire
experiment.
B) INTRODUCTION- This part presents the objective and
importance of the experiment.
C) PROCEDURES- This part is sometimes called methods
or steps for it represent the step-by-step methods on
how the experiment is done.
D) RESULTS AND DISCUSSION- This part presents the
discussion of the experiment

E) REFERENCES-This part includes the source and

references used in conducting the experiment

F) CONCLUSIONS- This part summarizes the results of

the experiment.

APPENDICS-This part is composed of raw data ,

calculations, graphs, figures, and pictures.
3. INFORMATIONAL REPORT-The main function of this
report is based from the title itself, to inform. This report
includes periodic and annual reports.

A. Periodic Report
- Is a type of information report written by the
employees or subordinates which day submit daily.

B. Annual report
- Is a type of information report which includes the
listening of activities, projects, and events of an
organization.
4. SPECIAL INFORMATION REPORT- Is composed of
three subcategories.
These are:
A. PRELIMINARY REPORT
- Is a type of special information report that
collects information.

B. PROGRESS REPORT
- Is a type of special information report that
records the history of an activity from the time.
SAMPLE OF PROGRESS REPORT:(extracted from
Lannon,1997)
PROGRESS Report (on the job)

 Work Completed
 Our training group has met twice since our May 12 report in order to
answer the questions you posed in your May 16 memeo. In our first
meeting, we identified the types of training we anticipate.

 Types of Training we anticipated

 *Divisional Surveys
 *Loan Officer Work Experience
 *Divisional Systems Training
 *Divisional Clerical Training (Continuing)
 * Divisional Clerical Training (New Employees)
 * Divisional Management Training (Seminars)
 * Special/New Equipment Training
•Training Room
-The frequency of training necessitates having a training room
available daily. The large training room in the Corporate Education area (10)
floor would be ideal. Before submitting our next report, we need your
confirmation that this room can be assigned to us.

• To support the training programs, we purchased this

equipment:

AUDIOVIEWER
LCD
VIDEOCASETTE RECORDER AND MONITOR
CRT
SOFTWARE FOR COMPUTER-ASSISTED INSTRUCTION
SLIDE PROJECTOR
TAPE RECORDER
This equipment will allow us to administer training
in a variety of modes, ranging from programmed
and learner-centered instruction to group seminars
and workshops.

•Work Remaining
• To support the training, we need to furnish the
room appropriately. Because the types of training
will vary, the furniture should provide a flexible
environment. Outlined here our anticipated
furnishing needs.
C. Final Report- Is a type of special information
report submitted after completing a project to
show how plans were delivered.

5. Research Report- Is a common report which

generates data either in a laboratory or in the field.
A. Introduction -This part of a research report
provides the reader a background of the report as
well as the purpose of the report.
B. Problem – This include essential inquires situation
that led to the writing of the report
C. Purpose, Objectives and Scope- This section tells
the reader what the researcher intends to do
D .Review of Literature –This part includes related
readings from different literature such as books and
journals etc.
E. Materials, Equipment and Facilities – This includes
the supplies, resources and facilities that were in the
utilized in the report.
F. Theory, Methods, Procedures
- these, tell the reader how to report
writer conducted the research. These include
the processes involved in the completion of
the report.
I. Results, Findings, and Data
- These present the outcome of the research
with the use of tables, figures, and charts.
J. Discussion, Conclusion, and
Recommendations
- This section is the last part of a research
report. This includes the conclusions based
from the findings and the recommendations
are in turn based on the conclusions.
K. Bibliography- This is the list of all the
sources and references used by the repot
wrier in accomplishing the research report.
GENERAL FORMAT OF A RESEARCH
• Transmittal Letter
• Title Page
• Table of Contents
• List of figures
• List of Tables
• Abstract
• Introduction
• Problem, Background
• Purpose ,Objective , and Scope
• Review of Literature
• Materials, Equipment, and Facilities
• Theory, Methods, and Procedures
• Results, Findings and Data
• Discussion , Conclusion, and Recommendations
• Bibliography
6. Field Report
-is intended to improve student
understanding of key theoretical concepts
of a course through observation and
reflection of real life practice.
Example:
-Writing a research proposal
-Writing a policy Memo
TWO THINGS IN WRITING A FIELD
REPORT THAT YOU HAVE TO CONSIDER:

a.) systematically observe and accurately

record details and information of a certain
aspects of a situation.
b.)keep the reports aims in mind while you
are observing ,consciously observe ,record
and analyze.
to answer questions which are
somehow critical to decide on.

8.Incidental Report –uses simple and

clear words and avoid using jargons
and technical terms.
•THINGS TO CONSIDER IN WRITING AN
INCIDENT REPORT:

a. The context of the incident

b. Details of the incident
c. Thoughts, feelings and concerns
about the incident
d. Demand of the incident
e. Impact of the incident
•MINUTES OF THE MEETING
- a written or recording
documentation that is used to informed
people of what happened during the
meeting and defined next step planned.
(beesapps.com)
HERE ARE SOME OF THE ESSENTIAL AND GENERAL PARTS
OF MINUTES MEETING

1. HEADING
- contains the complete name and
address of the company.
2. TITLE OF THE MEETING
-includes the date, day, and starting time
of the meeting.
3. ATTENDANCE
- complete list of names of all the
attendees of the meeting.
ATTENDANCE OF THE MEETING IS DIVIDED
INTO THREE COMPONENTS:
1. PRESENT
- complete list of names of all those who are
present at the meeting.
2. REGRETS
- complete list of names of those who have
contacted the chairman or presider.
3. ABSENT
- complete list of those who are absent at the
meeting.
4. CALL TO ORDER
- consist of the exact time of the scheduled
meeting.
5. APPROVAL OF THE MINUTES OF THE PREVIOUS
MEETING
-contains the motion to approve the minutes f
the previous or last meeting.
6. BUSINESS ARISING FROM THE PREVIOUS MINUTES
OF THE MEETING
- includes some agenda from the previous
meeting that are needed to be reviewed and needed
to take immediate action.
7. NEW BUSINESS
- refers to the agenda of the meeting.
8. ADJOURMENT
- composed of the exact time the meeting was
adjourned or ended by the chairman or presider.
9. SIGNATURE
- contains the signature over complete name
of the corporate secretary who prepared the
minutes of the meeting.