Fall Semester

2022 - 2023 2025-2026

Fall semester

Technical Report Writing

Dr. Yasser Mohammed

Technical report writing

Chapter
3
Report Writing
 Unit 3: List of topics
3

Unit 3: Report Writing

 Lesson 01: Basics of Report Writing

 Lesson 02: The Shorter form Reports
 Lesson 03: The Long Formal Reports
 Lesson 04: : ‫كتابة التقرير‬
 Lesson 01: Basics of Report Writing

Report Definition

 Business reports are a systematic and objective communication of factual information that serves a business
purpose.
 Systematic communication means that the report must be prepared objectivity means that reports must be
unbiased
 There are several types of reports such as performance reports, medical reports, student reports,etc…
 Lesson 01: Basics of Report Writing

Report writing planning

 The report is basically a mean of presenting a problem or offering a solution to a
problem. Either way, the problem must be clear in your mind before writing.
 The key steps in planning a report are:
1. The preliminary investigation
2. Clearly write the problem statement
3. Determining the factors of the problem
4. Gathering the information
5. Interpreting findings
 Lesson 01: Basics of Report Writing

1. The preliminary investigation:

 You must gather all the information needed concerning the problem. Gathering information can
include many tasks such as collecting material from the company files, talking about the problem
with expertise and discussing the problem with those who have authorizations.
[Link] write the problem statement:
 After understanding the problem, you must state it in good writing. Written statement helps you
think it over. The problem statement can be either in :
1 Question form – for example (why do employees leave the company?)

2 Infinitive phrase for example (To determine the reasons why employees leave )
3 Declarative form – for example (the top management is investigating the release of the employees.)
 Lesson 01: Basics of Report Writing

3. Determining the factors of the problem

 After knowing the problem, you have to try coming up with a solution. Determining the factors of the
problem is your first step. There are three types of problem factors:
 Using subtopics.
 Some hypotheses for problems that require solution.
 Bases for comparison.
A- Using subtopics: If the problem concerns a requirement of information, your effort must be concentrated
upon the main areas of the information needed with no analysis, no conclusion and no recommendation.
Example:
The problem statement could be: "To review the number of employees you have fired in the last 2 years".
The subtopics could be:
◦Lack of motivation.
◦Bad management.
◦Lack of compensation and benefits.
 Lesson 01: Basics of Report Writing

[Link] the factors of the problem →

B- Some hypotheses for problems that require solution:

Hypotheses are solutions or explanations to the problem.
Once prepared, hypotheses are examined and their applicability is disproved or proved.
 Example: Problem statement: "The top management is investigating the release of employees."
Hypotheses:
1. The cause of employee release is having better salaries in other companies.
2. Changing the management will maintain retention.
 Lesson 01: Basics of Report Writing

[Link] the factors of the problem -->>

C- Bases of comparison: This type is used when the problem involves evaluating two or more
alternatives to make a decision (e.g., choosing the best option).

How it works: You do not just list facts about Option A and Option B. Instead, you determine specific
criteria (bases) to compare them against each other.

Example:

Problem Statement: "To choose between buying a Toyota and a Honda."

The Bases of Comparison (Factors) would be:

Price: (Comparing the price of Toyota vs. the price of Honda).

Durability: (Comparing the durability of Toyota vs. Honda).

Fuel Economy: (Comparing the fuel consumption of both).

 Lesson 01: Basics of Report Writing

10

4. Gathering the information

 Some business problems need formal types of research like experiments or surveys.
 Surveys are more used in the business domain, particularly in the marketing-related problems.
5. Interpret the findings
 you have to interpret the data gathered to make sure that you are getting right information.

a- Advice for Avoiding Human Error

[Link] the facts as they are. 2. Do not think that conclusions are always necessary

3. Do not interpret a lack of evidence as proof to the contrary. 4. Do not compare noncomparable data.

5. Do not draw illogical cause–effect conclusions. 6. Beware of unreliable and unrepresentative data.

7. Make only those claims that your evidence can support. [Link] not oversimplify
 Lesson 01: Basics of Report Writing

11

5-Interpret the findings-→

b- Apply Statistical Tools in Interpretation:

Try to explain your statistical techniques clearly with words and visuals when needed.


Statistics are helping aids to interpretation but not replacement.

Make sure that the reader will receive the intended meaning whenever you reduce the
volume of data.
MCQ
12

To avoid human error, the writer should :

a)use available information from any secondary source
b)use reliable data
c)draw definite conclusions
d)all of the above
MCQ
13

To avoid human error, the writer should :

a)use available information from any secondary source
b)use reliable data
c)draw definite conclusions
d)all of the above
True or False
14

1)The report is the presentation of information that serves a business purpose.

2)Applying statistical tools is helping aids to interpretation and can reduce the volume of data.
True or False
15

1)The report is the presentation of information that serves a business purpose.

True
2)Applying statistical tools is helping aids to interpretation and can reduce the
volume of data.
3)True
 Lesson 01: Basics of Report Writing

16

How to organize your report

The benefits of outlining:
 The outline is the list of topics drawn when planning how to research your problem and
the list of findings that you have developed when interpreting the data.
 Your aim is to create the most logical, supportive pattern of organization for your
reader.
 While constructing the outline you can use any system of numbering or formatting,
you can use either the conventional or the decimal symbol system
 Lesson 01: Basics of Report Writing

17

Conventional system Decimal symbol system

The conventional system is using Roman numbers in presenting the The decimal system uses whole numbers to show the
major headings and letters of alphabet while using Arabic major sections. Whole numbers followed by decimals
numbers in showing the lesser headings as follows: and additional digits show subsections. That is, the
digits to the right of the decimal show each successive
step in the outline. Illustration best explains this
system:

Keep in mind that the outline is a tool for the writer to write a good report.
 Lesson 01: Basics of Report Writing

18

Organization by division:
A methodical way to create an outline by breaking down the total information into smaller and smaller
sections (A Top-Down approach).

Step 1 (First Level): Review all information to identify the Major Parts (labeled with Roman numerals: I,
II, III).

Step 2 (Second Level): Subdivide each major part into specific contents (labeled with letters: A, B, C).

Step 3: Continue dividing into further levels if practical.

3. The Benefits

Breaks the report into digestible chunks for the reader.

Creates a logical and clear structural hierarchy.

 Lesson 01: Basics of Report Writing

19

Division by conventional relationships:

While dividing the information into subparts, you must find a way to produce almost equal parts. Time, quantity,
place and factor are the main basis of division.
[Link]: When the information has some time feature, it is better to be organized by time. This way the period
of time is the factor of division. The selected periods don't have to be equal in duration, but they should be equal
in importance.
Example:
HR Director, 2008 - present
HR Manager, 2000 – 2008
HR Specialist, 1990 - 2000
b. Place: If the collected information has geographic location, you can use place division. Use equal-in-
importance areas.
Example:
Egypt
Saudi Arabia
Sudan
 Lesson 01: Basics of Report Writing

20

Division by conventional relationships:

c- Quantity:
Quantity divisions are possible for information with quantitative
values such as categorizing the buying habits of new customers as
follows:

Under 1000 LE
1000 LE - 1999 LE
2000 LE - 3000 LE
 Lesson 01: Basics of Report Writing

21

Division by conventional relationships:

d- Factors breakdown:
For problems that have few or no time, place or quantity, certain information areas should be
investigated.
For instance, some questions should be answered to solve the problem. An example of this is a report
to determine the best place for renting a new house.
To choose from three alternatives, one would need to compare the three
locations based on the factors affecting the house location:

Rent
Parking area
Near school and work place
 Lesson 01: Basics of Report Writing

22

Create table of content

Turn an outline into a table of contents:
When it is time to prepare the table of contents, you will be ready to
turn the outline into something that helps the reader. You will design
the table of contents later on in the report writing process. While
preparing the outline, take into consideration that the headings of the
table of contents should match exactly the heading of the report
section.
 Lesson 01: Basics of Report Writing

23

The topic form or talking headings:

 While selecting the wording for the table of contents you either choose topic headings or talking headings.
 Topic headings are short, usually consisting of one or two words. They only identify the topic of discussion.
 Talking headings identify the subject covered and indicate what is said about the subject. They summarize
the material they cover.
Example of topic-heading:
Present the machine Description
Cost Electricity
Example of talking-headings:
Operation and analysis of the machine problems

Description of the output errors
The increase of the operational cost
Consumption of too much electricity
 Lesson 01: Basics of Report Writing

24

Advice for writing the table of contents

 Parallel of construction:
Equal-level heading should be parallel in structure. This means that you should write the
headings at each level of the table of contents in the same grammatical form.
 Be concise in wording:
The talking heading should be as short as possible to meet the talking requirement.
What should be written depends on the analysis of the writer and what he has
determined to be important.
 Avoid excessive expression:
Don't use a lot of words. It can be monotonous, which dissatisfies the reader
Lesson 02: The Shorter form Reports
 Lesson 02: The Shorter form Reports
26

Characteristics of Shorter Reports:

1. They have less need for introductory information:
 Most of the shorter, informal reports require little introductory material.
They address day-to-day problems as their spectrum is always small.
 Examples are progress reports, weekly sales reports and personnel
actions.

2. Predominance of the direct order:

As short reports often solve routine problems, they are usually written in
direct order. This means that they begin with the most important piece of
information, which is usually the conclusion and, if applicable, the
recommendation.
 Lesson 02: The Shorter form Reports
27

3. They use personal writing style:

 Short reports are likely to be more personal. They use the personal pronouns I, We and
You
rather than the third person.
 Writing shorter reports involve personal relationships as they are usually between people
who know each other and are used to address each other informally.
 Lesson 02: The Shorter form Reports
28

Types of Short Reports :

1. Routine operational reports:
 They are common within companies since they keep all team members, updated on the
company's operations. They can be monthly, weekly or daily reports.
 They are normally related to information that others in the organization need on a routine basis
such as visits information, sales data or problems that have arisen.
 The routine report intended to be written in 15 minutes and read in 5 minutes.
 Lesson 02: The Shorter form Reports
29

Types of Short Reports :

 2. Progress reports:
 Progress reports focus on progress towards a specific goal. While working on a

project for an external client you need to submit progress reports to show that your
work is on track.
 There are no set forms for progress reports. They can be formal or informal. Some

are routine and structured, while some just use fill-in-the-blank forms. Most progress
reports are informal and narrative.
 Lesson 02: The Shorter form Reports
30

Types of Short Reports :

 3. Problem-solving reports:
 These kinds of reports help decision makers find solutions to problems in an

organization. The writer of a problem solving report needs to collect details of

the problem, and describe it clearly.
 Lesson 02: The Shorter form Reports
31

Types of Short Reports :

4. Feasibility study
 A Feasibility study is a type of problem solving reports that deserves special

care, since writers study some courses of action and suggest the most feasible
and attractive alternative accordingly.
 Sometimes feasibility studies are not all-in-all problem solving reports. They may

present full analysis but refrain from making recommendations.

Yet the analysis provided helps decision makers decide what to do.
 Lesson 02: The Shorter form Reports
32

Types of Short Reports :

 5. Minutes of meeting:
 Minutes provide a written record of activities and decisions of a group; history of announcements,
discussions and decisions. they frequently reports who will do what and when.
 Minutes include objective data only so the writer must avoid using descriptive adjectives such as
clever, reasonable, brilliant, etc... Exact minutes are important since they can have some legal
meaning as to whether decisions are compulsory.
 The layout varies from one organization to the other.
Lesson3: Long, Formal Reports
 Lesson 03: Long, Formal Reports
34

What is a Long Formal Report?

Purpose: Addresses major, complex investigations (e.g., determining sales training needs).

Audience: Usually prepared for high-level executives.

The "Architect" Concept:


The writer acts as an architect.


You select specific components (parts) to design a report that meets the reader's specific
needs.
 Lesson 03: Long, Formal Reports
35

The General Structure

The Three Main Sections A formal report is divided into three distinct parts:
[Link] Prefatory Parts:
Preliminary pages that introduce the report.
[Link] Report Body:
The core research, analysis, and findings.
[Link] Appended Parts:
Supplementary materials at the end.
 Lesson 03: Long, Formal Reports
36

Part I - Prefatory Parts (1/2)

1. Title Fly:

Contains only the report title.
Included strictly for formality.


2. Title Page:
▪
Includes: Title, Prepared for (Reader), Prepared by (Writer), and Date.
Tip: Use the 5 Ws (Who, What, Where, When, Why) to create a descriptive title.
▪

3. Authorization Message:

Included only if the report was authorized in writing.

Written in direct order (Authorize → Details → Close).
 Lesson 03: Long, Formal Reports
37

Part I - Prefatory Parts (1/2)

Connecting with the Reader
4. Transmittal Message (Cover Letter):

Goal: To officially "hand over" the report.

Style: Personal and conversational (uses I, We, You).

Content: Opens directly ("Here is the report"), comments on the work, closes with goodwill.
5. Table of Contents:

Golden Rule: Headings must match the text headings exactly.
6. Executive Summary:

The "Report in Miniature."

Summarizes the entire report (Findings, Conclusions, Recommendations) for busy
executives.

Usually less than 1/8th of the report's length.
 Lesson 03: Long, Formal Reports
38

Part II - The Report Body (Introduction)

Preparing the Reader The Introduction should cover 8 key items (Checklist):
[Link]: Facts of authorization.
[Link]: What is the issue? (Infinitive, Question, or Statement).
[Link]: The "Why" behind the report.
[Link]: The boundaries of the study.
[Link]: Constraints (Time, money, missing data).
[Link]: Background of the problem.
[Link]/Methods: How data was collected (Validity).
[Link]: A roadmap of the sections ahead.
 Lesson 03: Long, Formal Reports
39

Part II - The Report Body (Ending)

Concluding the Report The ending depends on the report's objective:

Summary:

Used for informational reports.

Reviews major facts only.

Conclusion:

Interprets what the findings mean.

Draws logical deductions from data.

Recommendations:

Suggests a specific course of action.

Answers the question: "What should we do now?"
 Lesson 03: Long, Formal Reports
40

Part III - Appended Parts:

Supplementary Material

Appendix:

Contains detailed information that is too bulky for the main text.

Examples: Large statistical tables, questionnaires, legal documents.

Bibliography:

A list of all secondary sources used (Books, Articles, Websites).

Essential for credibility and avoiding plagiarism.
 Lesson 03: Long, Formal Reports
41

Writing Style & Characteristics


Keys to Professionalism

Objectivity:

Unbiased presentation of facts.

Avoids emotional language.

Formal Style:

Uses Third Person (e.g., "The report analyzes...") in the body.

Avoids personal pronouns (I, We) except in the Transmittal Letter.

Coherence:

Smooth flow between paragraphs using linking words and clear headings.
MCQ
42

Which of the following is a characteristic of shorter

reports:

a) usually written in direct order

b) use formal style

c)require excessive introductory material

d)solve non-routine problems
MCQ
43

Which of the following is a characteristic of shorter

reports:

a) usually written in direct order

b) use formal style

c)require excessive introductory material

d)solve non-routine problems
MCQ
44

The short report that studies some courses of action and suggests the
most feasible and attractive alternative accordingly, is called
a) routine operational reports b)problem-solving reports

c) feasibility study
d) progress reports
MCQ
45

The short report that studies some courses of action and suggests the
most feasible and attractive alternative accordingly, is called
a) routine operational reports b)problem-solving reports

c) feasibility study
d) progress reports
MCQ
46

Which of the following is not a characteristic of shorter

reports:

a) require little introductory material

b) solve non-routine problems

c) use personal style

d) usually written in direct order

MCQ
47

Which of the following is not a characteristic of shorter

reports:

a) require little introductory material

b) solve non-routine problems

c) use personal style

d) usually written in direct order

MCQ
48

In writing outline, which heading identifies and summarizes the subject covered ?

a) Talking heading

b) Topic heading

c) Informative heading

d) Abstract heading
MCQ
49

In writing outline, which heading identifies and summarizes the subject covered ?

a) Talking heading

b) Topic heading

c) Informative heading

d) Abstract heading
MCQ
50

Which of the following is not a part of longer

reports

a) Table of Contents

b) Title Page

c) Statistical analysis

d) Executive Summary
MCQ
51

Which of the following is not a part of longer reports

a) Table of Contents

b) Title Page

c) Statistical analysis

d) Executive Summary
True or False
52

1. The headings for the table of contents should match exactly the heading of the
report section.

2. In long reports, the outline will shape the basis of the table of contents.

3. Most of the shorter, informal reports require little introductory material.

4. The conventional system of outline is using Arabic numbers in presenting the

major headings of the report.
True or False
53

[Link] headings for the table of contents should match exactly the heading of
the report section. True

2. In long reports, the outline will shape the basis of the table of contents. True

3. Most of the shorter, informal reports require little introductory material. True

[Link] conventional system of outline is using Arabic numbers in presenting the

major headings of the report. False
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