Notesale: Turn your study into money

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TECHNICAL WRITING
MODULE NO
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TOPIC
I
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Types of Technical Report
A
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Formal Report Format
C
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Memorandum Report
E
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Booklets
G
...
Abstract
I
...
Laboratory Report
K
...
Progress Report
M
...
Research Report
O
...
Recommendation Report
Q
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Accomplishment Report

LEARNING OBJECTIVES

Define the different types of technical report
Discuss how information in these reports are
organized
Explain each of the various components of these
reports
Enumerate and explain points to consider in
preparing these reports
Evaluate/assess
technical reports with regard
content, purpose, target audience and structure with
facility

INTRODUCTION
Modern and complex organizations need various types of reports
...

In the workplace, report plays an important role, whether you are preparing one for your supervisor, the
executive staff, board of directors, or clients
...

Whatever its length, content, or destination, the end result is the same: a report must be informative,
factual, understandable, and neatly presented (Oxford Dictionary)
...
(2013), allows the reader to easily locate the important information presented
...
It maybe for the purpose of informing important
details or progress about the company, analyzing costing or strengths or weaknesses of the company or
recommending possible actions or solutions based on certain facts and data
...
should be computerized/typewritten on white paper of high quality (8 ½ by 11 inches in size)
2
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a
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This report should have:
 cover page


title page



letter of transmittal



table of contents



list of figures



Abstract



headings



quotations and listings



equations



formulas

b
...

Types of Technical Reports
1
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- complimentary close or signature may not be required but memoranda are
signed or initialed either at the end or beside the name on “From” line
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2
...

- vary according to its purpose, the type of reader and the subject being
discussed
...
Booklet
- serves to inform
- not longer than three pages
- contains :
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1
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title page
3
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letter of transmittal
- should be attractive and interesting
4
...

- aim to inform masses
- similar to a magazine article we read on regular days
...
Abstract
The purpose of the abstract is to give the reader enough information for him to
decide whether to read or not the whole report
...

a
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It only tells
what things are taken up but not mentioning what the reports have to say about them
...
Informational Abstract – provides more information thus it is longer and harder to write
c
...

6
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It could be:
a
...

b
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It can be also classified as public or private
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Laboratory report
A comprehensive report written to communicate laboratory works and observations to the
management
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a
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b
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Sometimes, the
background of the report includes theoretical predictions for what the results should be
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Procedures – presents the step-by-step methods on how the experiment is done
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Results and discussions – presents the discussion of the experiment as well as the results which
are composed of tables and figures
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References – presents the sources and references used in conducting the experiment
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Conclusion – summarizes the results of the experiment
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Appendices – presents the raw data, calculations, graphs, figures, pictures, communication and so
on that you did not include in the report itself
...
Y
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Proposal
The Nature of Proposal:
a
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b
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c
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d
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e
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f
...

g
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Characteristics of a Proposal:
a
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It is a specified plan of management
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It suggests a certain sum of money
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Solicited-a written response to a direct invitation to bid – also called a “purchase request” or a request
for proposal; published in business journals, official government publications or in the newspaper
classified ads
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Unsolicited – is sent to a prospective customer in the hope that the excellence of the idea or plan
proposed will result in a contract
Preparing a Proposal
1
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The proponent should clearly indicate what he proposes to undertake, the materials and
specifications needed, scientific or technical work involved and the products, services to
be rendered
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b
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c
...

d
...

e
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Write a rough draft and determine the illustrations, graphics aids and layout
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Review and revise
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Critically evaluate the proposal

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Plan of Organization for Proposals (Mosura and Tenorio, 1999)
a
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c
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e
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g
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Statement of the Problem
Recommendation or proposal solutions
The scope or approach
Funding
Time schedule involved
The experience and expertise of the personnel involved
A final justification of the report
The management proposal explains to the client how crucial activities will be carried out,
who will manage the project and suggest a time-table for its completion
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The cost proposal gives the detailed breakdown of costs in terms of labor and materials
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The proposal must contain the essential elements of a good study although the
sequences of the parts are not fixed
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a
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c
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It is narrative in style and follows chronological order
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d
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e
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Objective of Progress Report
a
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Parts of a PR
a
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New developments, what has been accomplished to date, special situations encountered, problems
met and other similar information
c
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All measurements of progress will necessarily made against the standard of stated objectives
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Statements of progress should be quantified and supported by reference
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Unless asked to do so, avoid predictions of future progress based solely on past performance
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Trip Report
a
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Tell when you made the trip, who authorized it, and where you went
...
Y
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Tell why the trip was thought necessary, and by whom
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Tell what you accomplished and how you proceeded
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Conclude with a recommendations based on your trip experience
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The Research Report
This report presents the findings of an investigation of a problem which developed from an unresolved
conflict or situation
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Descriptive
b
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Experimental with observation and interview
The body of the report contains six (6) parts:
a
...

c
...

e
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Introduction
Research methodology and procedures
Results and findings
Summary
Conclusion
Recommendation

Introduction consists of the following:
1
...

2
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3
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4
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5
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Findings of the Study
This portion presents the summary of the collated data from the survey conducted
and the statistical treatment applied to the study
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Statement of the inferences drawn from the findings
2
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Suggestions for the improvement of research
4
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Research Methodology consists:
a
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Instruments Used
c
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Statistical treatment
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Research Methodology consists:
a
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c
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e
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The recommendations may be expressed in the form of
suggestions for possible changes in policy or existing conditions to strengthen the solution of the
problem under study

12
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Is a technical proposal which offers recommendations
b
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Is a management proposal when it explains to the prospective client precisely how the entire project will
be managed, tells who manage it and suggest a time schedule for the completion of the phases of the
project
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Must show accurately that the proposed project would be financially, economically and technically
obtainable, significant as well as beneficial
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If it is for software:
 It proceeds from initial exploratory study to final solution
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 The feasibility study may have the following parts:
a
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c
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e
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Know the nature of the proposed project thoroughly
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b
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Be equipped with statistics, data,
documents and all information needed for the study
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c
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Know how to analyze, evaluate, interpret, use and discard unnecessary data
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Be accurate
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Avoid statistical improbabilities
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Organize your study properly
f
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13
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It is written to answer questions which are critical to decide on
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Typical Contents of a recommendation report:
a
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Technical Background
c
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Critical Requirements
e
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Recommendations
Suggestions:
1
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Decide upon a proper course of action
3
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Incidental Report – is written to narrate prior to, during, and after a situation suddenly occurred
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It uses simple and clear words and avoids using jargons and technical terms
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a
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Details of the incident
c
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Demands of the incident
e
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14
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Every organization or business entity provides format of this kind of report
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Use a prescribed template of your company
b
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Y
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Add risk factor if needed; and
d
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1
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3
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REFERENCES
Technical Writing for Success – Darlene Smith Worthington
Writing in the Discipline – Chenita P
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Minas et al
Technical Writing – Ma
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Y
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Briefly answer the following questions (not to exceed 3 sentences)
1
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What is the essence of writing:
a
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incidental report

c
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research report

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e
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What is the importance of writing a laboratory report?

4
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After going through the various technical reports, name at least two (2) more reports that must
be included in the list and why?

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