chapter 05 tech. writing 2014-2015
TRANSCRIPT
Technical Report Writing
Prof. Dr. Magdi El-Saadawi
2014-2015
For First Grade EE Students
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?
5.3. Structure of Formal Report
A well-crafted formal report is formatted such that the report's information is readily accessible
to all the audiences.
formal reports are split into three main sections: front matter, main text, and back matter
If you are not required to follow a specific style, use the format shown in the following figure (Fig.5-1 pp. 73).
Components of a formal report pp. 73
5.3.1. Front matter
The front matter: presents preliminary information for the report, serves to orient all intended audiences to what the report contains
functions of front matter
It explains the writer’s purpose,
describes the scope and type of information
lists where specific information is covered in the report
A. Front Cover
The front cover is what people see first.
The front cover has no page number.
the front cover should contain:
the report's title and
the author's name.
the date of publication
the submitted entity
Figure 5.2 explains some examples of reports’ front covers .
B. Title Page.
The title page for a formal report often contains the same information as is on the cover page
they often include the following items:
The full title of the report.
The name of the writer(s) and his position.
The date of the report.
The name of the organization for which the writer(s} works.
The name of the organization to which the report is being submitted.
B. Title Page (Numbering)
The title page should not be numbered, but it is considered page i.
The back of the title page, which is left blank and unnumbered, is considered page ii, and
the abstract falls on page iii.
The body of the report begins with Arabic number 1.
C. Abstract pp. 79
Sometimes follows the title page, highlights the major points of the report enabling readers to decide whether to read the report
D. Contents Page
The table of contents includes the names of all the headings and subheadings for the main text.
the contents page includes listings for the appendices (including appendix titles), the glossary, and the references. .
E. List of Figures
When a report contains more than five figures, list them, along with their page number, in a separate section.
F. List of Tables
When a report contains more than five tables, list them, along with their page number, in a separate section.
G. List of Abbreviations and Symbols.
When the report uses numerous abbreviations and symbols that readers may not be able to interpret, the front matter may include a section that lists symbols and abbreviations with their meanings.
H. Preface تمهيد
The preface is an optional introductory statement, is written by the author(s) of the formal report.
It may announce يذكر the work’s purpose, scope, and context.
A preface may also specify the audience for a work, contain acknowledgments الشكر of those who helped in its preparation, and
cite permission obtained for the use of copyrighted works.
I. Executive Summary
Executive Summary provides a more complete overview of the report than an abstract does.
In general there are two types of summaries:
descriptive وصفى summaries and
informative معلوماتى summaries.
A descriptive summary describes what kind of information is in the report; it is a table of contents in paragraph form.
An informative summary is a synopsis موجز of the text portion of the report.
5.3.2 Main text
The Main text is the section of the report that provides context for the report, describes in detail the methods and procedures used to generate the report, demonstrates how results were obtained, describes the results, draws conclusions, and, if appropriate, makes recommendations.
The text portion contains the introduction, discussion, and conclusion of your report.
Begin all major headings ("Introduction," for example) on a new page. And
Begin the first page of your text as page 1.
A. Introduction
The introduction :prepares readers for understanding the discussion of the report.
The introduction is written for the widest audience possible (like the title and summary)
B. Discussion ( Analysis )
The discussion or middle is the story of your work.
You do not necessarily present results in the order that you understood them, but in the order that is easiest for your readers to understand them.
Note that you do not generally use the word "Discussion" as the title for the major headings in this part of the report.
Rather, you choose titles that reflect the content of the sections.
C. Conclusion
The conclusion section analyzes for the most important results from the discussion and evaluates those results in the context of the entire work.
The conclusion is much like an informative summary except for one thing-in the conclusion, you are writing to an audience who has read your report.
5.3.3 Back matter
The back matter portion of your report contains your appendices, glossary, and references.
The back matter portion usually begins on the page following the conclusion. Continue numbering back matter pages with Arabic numerals.
In other words, if the conclusion section ends on page 16, the first appendix will begin on page 17.
A. Appendices
As explained before in pp. 64-66
B. References & Bibliography
As explained before in pp. 62-64
A glossary is an alphabetical list of specialized terms used in the report and their definitions.
Use a glossary to define terms for secondary readers.
Arrange terms in alphabetical order.
C. Glossary قاموس مصطلحات
1. Informal reports are typically for internal use and can go to other members of the department. (different audiences).
2. It is typically much shorter than a formal report.
3. no contents page is included
4. Format distinguishes formal reports from an informal reporting of information.
5. informal reports doesn’t have to be divided into predefined sections.
5.4. Differences between formal and informal reports