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Technical Report Writing
Prof. Dr. Magdi El-Saadawi
2014-2015
For First Grade EE Students
Methodology
for Writing a Report
Chapter 4
4.1. Planning your report
4.2. Using illustrations in your report
4.3. Organizing and numbering your report
4.4. Reference lists and referencing in your report
4.5. Using appendices in your report
4.6. Editing your report
4.3. Organizing and numbering your report pp.58
There is no one ideal strategy that can be used to organize the information of your report as this
will vary and be dependent upon the information you are presenting
It is important to include a consistent numbering system for the headings and subheadings.
4.3.1 Using headings in your report
avoid using headings that are catchy جذاب
rather than informative.
Headings should be clearly, logically and accurately labeled the report توصف التقرير بدقة
Headings should be "long enough to be an inclusive شامل label but short enough to be
immediately clear"
4.4. Reference lists and referencing in your report
It is essential to include a reference list or bibliographyof the reference material you consulted during your research for the report.
A bibliography is a list of all the reference material
you consulted during your research for the report
A reference list is a list of all the references cited
المشار إليها in the text of your report, listed in alphabetical order at the end of the report.
Your need to provide references when you have included an idea in your report which is not your
own original idea (ethical consideration)
You don't need to reference an idea:
if it is common knowledge (i.e. DC power is the voltage by current)or
if it has been established by you in your experiment
Using references in your report
There are several systems of referencing.
Different faculties, departments and even lecturers
will generally have preferences about how you should
reference
Reference form used in our faculty and many engineering journals
Another Reference form used in some engineering journals
4.5. Using appendices in your report pp. 64
Information that is not essential to explain your findings, but that supports your analysis (especially repetitive or lengthy information), validates your conclusions should be placed in
an appendix (plural appendices)
Examples of information that could be included in an appendix include :
figures/tables/charts/graphs of results,
statistics, questionnaires االستبيانات , transcripts of interviews محاضر المقابالت , pictures, lengthy derivations of equations االشتقاقات الطويلة للمعادالت ,
maps, drawings, letters, specification or data sheets, computer program information.
4.5. Using appendices in your report pp. 64
There is no limit to what can be placed in the appendix
The appendix is not a catch net for all the semi-interesting or related information youhave gathered through your research for your report:
The information included in the appendix must be directly relate to the research problem or the report's purpose.
It must be a useful tool for the reader
• Each separate appendix should be lettered (Appendix A, Appendix B, Appendix B1, Appendix B2, Appendix C, etc).
• The order they are presented in is dictated by the order they are mentioned in the text of the report. ترتب حسب ورودها بالتقرير
It is essential to refer to each appendix within the text of the report; for example,
For the manufacturer's specification, see Appendix Bor
Appendix C contains wind turbines data in details
4.6. Editing your report تصحيح أو تعديل التقرير
The final stage in the process of writing a report is editing and this stage is a significant one
Thorough editing helps to identify:
spelling mistakes;
awkward (غير مالئم) grammar;
breakdowns in the logic of the report's organization or conclusion;
if you have really fulfilled the requirements of the report and answered all parts of the question.
4.6. Editing your report
• An editing checklist can be a useful tool to help you learn to edit your report and check it is as complete as possible.
checked the report follows an appropriate structure?
ensured the headings and subheadings accurately reflect the content of each section?
made the report's purpose clear?
fulfilled the terms of reference?
……….
Have I:
FORMAL REPORTSChapter 5
5.1. Introduction
5.2. Categories of formal reports
5.3. Structure of Formal Report
5.3.1 Front matter
5.3.2 Main text
5.3.3 Back matter
5.4. Differences between formal and informal reports
5.1. Introduction
A formal report is a document that presents information in an organized format for a specific audience and purpose.
Engineers and scientists write formal reports for many reasons, including the documentation of experiments and designs.
Reports vary in their purpose, but all of them will require a formal structure, presenting the material in a logical manner using clear and concise language.
5.1. Introduction
Report types include:
Laboratory reports, technical reports, reports of a field trip or field work, and reports of a work placement or industrial visit.
There are other types of reports such as progress report, design report, proposals and scientific reports.
5.2. Categories of formal reports
Formal reports can be categorized into three main categories:
• Informational reports
• Analytical reports
• Recommendation reports
Informational reports
Informational reports present results so readers can understand a particular problem or situation.
Present information on the status of current research or of a project.
Present an update of the operation in your division.
Explain how your organization or division does something.
Present the results of a questionnaire or research.
Analytical reports
Analytical reports present results, analyze those results, and draw conclusions based on those results.
analytical reports can be formal or informal.
describe why or how something happened and then to explain what it means.
Explain what cause a problem or situation
Explain the potential results of a particular course of action.
Suggest which option, action, or procedure is best.
Recommendation reports
They usually present the results & conclusions that support the recommendations.
This type is identical to analytical report.
What should we do about a problem?
Should we or can we do something?
Should we change the method or technology we use to do something?
