TECHNICAL REPORT WRITING

Definitions, Origin and Characteristics

Technical/Scientific Writing defined:

A specialized, structured form of writing that presents technical information to readers in such a way
that it is adapted to their needs and understanding level and helps to perform a specific task or solve a
specific problem .it give exposition and uses scientific and technical vocabulary e.g. Accounting Terms,
Computer Terms, Financial terms.

It is highly specific and detailed, and uses tables, graphs, and figures to clarify and support textual
discussion. It also uses conventional report forms, and can be analyzed logically and evaluated
scientifically. It leaves no room for conflicting interpretations.

In short it is a technical communication (in any field) that primarily aims to convey a particular piece of
information for a particular purpose to a particular reader or group of readers.

KINDS (Genres)/ examples of Technical/Scientific writing:

1. Technical reports

2. Laboratory reports

3. Technical and scientific papers and journal articles (based on research)

4. Manuals

5. Poster presentations

6. Procedures

7. Proposals

• Characteristics of Technical Writing

1. Clarity :

Technical document must convey a single meaning that the reader can understand. The vital
communication link among the various employees is usually the report, if this link is weak; the
entire project may be jeopardized. Unclear technical writing can be dangerous e.g. unclear
instruction on how to operate a machine.

2. Comprehensiveness:
 When writing technically, all the information should be provided, its background must be
described and clear description of any process, or method of carrying out a specific work, should
also be given. It also includes results, conclusions and recommendations.

3. Accessibility:
It means the ease with which the readers can locate the information they seek. To increase
Accessibility, include headings and lists in the report. A table of contents, list of
illustrations glossary and index are preferred.

4. Conciseness:

Document must be long enough to be clear. It must give the audience purpose and object but no
Extra detail. Technical writing can be shortened 10-20% by eliminating unnecessary phrases and
choosing short words and sentences.

5. Correctness:

Good technical report must also be correct. It. Must be free from grammatical errors,
punctuation mistakes, and should have appropriate format standard. If a report contains
grammatical errors, the reader will doubt the accuracy of the information in the report.

Purpose of technical writing - why study technical report writing?

1. To inform

2. To persuade

A tech. report can be used for the physical description of a new machine, the steps in a particular process, or the
results of an experiment.

For example; A writer not only describes two sites for a factory but also persuades readers to accept one of them as
the best i.e. to prove your point. The document that achieves these purposes is called technical writing.
3. A valuable job requirement:

Effective communication plays a very important role in one’s career. In most of the advertisements, the
capability to communicate effectively is the basic requirement of employers whether they require people
dealing with any field.

4. An essential for promotion:

It is said that the employees lacking in the capability to communicate always remain in their initial ranks
and do not achieve even a slight progress. Whether the job is related to any field, effective communication
enables the incumbents to achieve promotion.