Chapter 4 : Communication for Various Purposes
Lesson 2 : Technical Communication
Course Title : Purposive Communication
Course Number : GE 106
Course Description : Purposive Communication is a three-unit course that develops
students’ communication competence and enhances their cultural and
intercultural awareness through multimodal tasks that provide them
opportunities for communicating effectively and appropriately to a
multicultural audience in a local or global context.
Total Learning Time : 3 units (3 hours lecture per week)
Pre-requisites : None
Overview : In this chapter, we will discuss the principles and practices of
crafting technical reports, proposals, and documentation in engineering and architecture.
Students will learn how to structure reports clearly, present technical data effectively, and adapt
their writing for different audiences. The lesson will cover essential components of technical
documents, including executive summaries, methodologies, visual aids, and recommendations,
with an emphasis on accuracy, clarity, and professional presentation.
Learning Outcomes:
At the end of this module, the student should be able to:
1. Identify the main purposes of communication: Recognize and categorize
communication into essential purposes, such as informing, persuading, entertaining,
expressing emotions, and building relationships.
2. Apply appropriate communication strategies: Demonstrate the ability to select and
apply suitable communication methods based on the intended purpose and audience,
adapting communication styles accordingly.
Indicative Content: This module covers the following topics: Principles of technical writing,
structuring technical reports, preparing proposals, creating design and construction
documentation, incorporating visual aids, and presenting technical information for professional
audiences.
Discussion:
Technical communication plays a vital role in engineering and architecture because these
fields rely on precision, clarity, and logical presentation of information. Whether engineers and
architects are documenting design processes, presenting feasibility studies, or proposing solutions
to clients, their communication must enable informed decision-making and ensure that complex
technical ideas are understood by diverse audiences—professionals, clients, contractors, and
regulators.
1. Crafting Technical Reports
Technical reports in engineering and architecture document analyses,
investigations, designs, and recommendations. They communicate project progress,
research findings, structural calculations, site assessments, or design solutions.
Key Features of Effective Reports:
Clarity and Accuracy: Reports must present data, diagrams, and findings with clear
explanations. Ambiguity can lead to costly errors or safety risks.
Objective Structure: Common sections include introduction, methodology, results,
discussion, conclusion, and recommendations.
Visual Communication: Tables, graphs, CAD drawings, BIM screenshots, and
schematics help clarify technical details and support evidence.
Audience Awareness: Reports may be read by engineers, architects, project
managers, contractors, or government agencies, each needing specific information.
Purpose in the Field:
Communicating site analysis and environmental assessments
Summarizing structural computations or simulations
Documenting evaluation of materials, systems, and technologies
Supporting compliance with codes and regulations
Ten Essentials for Effective Report Writing:
1. Write for your reader(s): Always consider who will read the report and tailor the
content to their needs and understanding.
2. Keep it concise: Make the report as short and clear as possible while including
all essential information.
3. Organize information logically: Structure the report so that information is easy
to follow and accessible to the reader.
4. Include accurate references: Cite all sources correctly to support your statements
and give credit where due.
5. Ensure clarity and precision: Use accurate, concise, and straightforward
language. Avoid ambiguity.
6. Use diagrams effectively: Include diagrams with correct labels and place them
appropriately to aid understanding.
7. Provide a comprehensive summary: Ensure the summary presents the whole
picture clearly and briefly.
8. Proofread carefully: Check for technical errors, typos, and inconsistencies
throughout the report.
9. Consider design and presentation: Pay attention to formatting, headings,
spacing, and visual appeal as well as content.
10. Focus on the reader throughout: Always produce the report with the reader’s
perspective in mind, ensuring clarity, usefulness, and readability.
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Check on the link to view the example of a full technical report:
The full technical report [PDF].
[Link]
eering_full_technical_report_gg_final.pdf
2. Writing Proposals for Engineering and Architectural Projects
Proposals outline planned work, justify decisions, and persuade stakeholders to
approve and support a project.
Types of Proposals:
Project proposals for construction, design, or renovation
Feasibility proposals assessing economic and technical viability
Research or innovation proposals for funding or technology adoption
Client proposals detailing scope, deliverables, and cost estimates
Essential Components:
Executive Summary: Presents the problem, solution, and value.
Scope of Work: Defines what will be done, by whom, and how.
Technical Approach: Methods, designs, systems, materials, or tools.
Budget and Timeline: Clear cost estimates and implementation
phases.
Qualifications: Team expertise, previous projects, accreditations.
Benefits and Impact: Safety, sustainability, efficiency, or economic
value.
Importance in Practice:
Proposals help secure contracts, justify design decisions,
communicate project constraints, and earn stakeholder approval.
Strong proposals increase trust and credibility in professional
practice.
Check on the link to view the example of Aquatics facility design proposal
(SketchworksArchitecture):
[Link]
uatics_Sketchworks_Proposal-[Link]
3. Preparing Technical Documentation
Documentation ensures that projects are executed accurately, safely, and
consistently. It also provides a permanent record for future maintenance, audits, and
upgrades.
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Common Types of Documentation:
Page
Construction documentation (plans, specifications, schedules)
Design documentation (conceptual design, schematics, BIM models)
Safety documentation (risk assessments, hazard analyses)
Operation and maintenance manuals
Quality assurance and testing documentation
Key Principles:
Standardization: Following industry formats such as ISO standards,
local building codes, or organizational templates.
Consistency: Using uniform symbols, terminology, and units.
Accessibility: Ensuring documents are clear to contractors, clients,
and regulators.
Version Control: Tracking revisions to avoid outdated or conflicting
information.
Role in Engineering and Architecture:
Documentation bridges design and construction, ensuring that all
stakeholders interpret the project in the same way. Accurate documentation
enhances safety, reduces delays, and maintains quality control.
Check on the link to view the examples:
DILG BPCO Manual: Streamlining processes for building permits and certificates
of occupancy for simple structures (pp. 51–100) [e‑book]. AnyFlip.
[Link]
Department of Public Works and Highways. (n.d.). Standard design plans for school
buildings.
[Link]
Exercise: Understanding Documentation
Instructions:
1. Form groups of 3–5 students.
2. Each group is assigned a sample project scenario:
o Scenario A: Design of a small residential building
o Scenario B: Site assessment for a community center
o Scenario C: Water system improvement project
o Scenario D: Energy-efficient lighting retrofit for a school
o Scenario E: Urban landscaping project for a public park
3. Identify the types of documentation required for your project, including:
o Construction documentation (plans, specifications, schedules)
o Design documentation (conceptual designs, schematics, BIM models)
o Safety documentation (risk assessments, hazard analyses)
o Operation and maintenance manuals
o Quality assurance and testing documentation
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4. Prepare a table with the following columns:
Page
o Type of Documentation
o Purpose (why it is needed)
o Example of Content (what it would include in your project)
Deliverable:
Submit the completed table and be ready to briefly present your findings in class.
Evaluation:Technical Report Writing
Instructions:
1. Each group selects one aspect of their project (e.g., site analysis, structural evaluation,
material selection).
2. Prepare a 3–5 page technical report including:
o Title Page & Table of Contents
o Executive Summary
o Background / Problem Statement
o Objectives
o Methodology / Proposed Solution
o Technical Data (charts, graphs, diagrams if needed)
o Conclusion & Recommendations
3. Guidelines:
o Use clear, concise, and objective language.
o Include diagrams, tables, or sketches to support explanations.
o Cite all sources accurately.
Deliverable:
Submit the written report and prepare a 7–10 minute presentation highlighting key findings,
solutions, and technical data.
References:
Madrunio, M .& Martin, I. (2018). Purposive Communication. Using English in
Multingual Contexts. Quezon City, Philippines: C&E Publishing, Inc. ISBN 978-971-
98-0925-8
Africa, A. (2018). Purposive Communication In the Now. Mandaluyong City,
Philippines: Books Atbp. Publishing Corp. ISBN 978-621-409-091-4
Uychoco, MT & Santos, ML. (2018). Communication for Society: Purposive
Communication. Sampaloc, Manila, Philippines: Rex Bookstore.
Internet Sources:
Van Emden, J., & Easteal, J. (Revised by A. Kerr). (2015). A guide to technical report
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writing (The Institution of Engineering and Technology).
[Link]
Page
ClickHelp Team. (2025, May 11). How to write a technical report: Structure and types.
ClickHelp. [Link]
technical-report/
University of Sussex. (2022, November). Guide to technical report writing. School of
Engineering & Informatics.
[Link]
rtwriting
City of Evansville. (n.d.). Aquatics facility design proposal (Sketchworks Architecture).
[Link]
Sketchworks_Proposal-[Link]
Department of the Interior and Local Government (DILG). (2023, September 11). DILG
BPCO Manual: Streamlining processes for building permits and certificates of
occupancy for simple structures (pp. 51–100) [e‑book]. AnyFlip.
[Link]
Department of Public Works and Highways. (n.d.). Standard design plans for school
buildings. [Link]
Lumen Learning. (n.d.). Good‑news messages. In Communication for Professionals.
Retrieved November 19, 2025, from [Link]
communicationforprofessionals/chapter/goodnews/#:~:text=Informative%20communicat
ion%20focuses%20on%20helping,a%20new%20process%20or%20system
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