Techn R W Lecture

Course Title: Technical Report Writing
Course Code: ENG 2031

Credit Hour: 2
Instructor : Alemu Disassa (PhD)

Objectives
Upon completion of the course, students will be

able to:
– identify the basics of technical report writing;
– recognize structures of argument appropriate to
technical documents;
– write clear and concise reports, memos, resumes,
and letters;
– use text analysis tools to identify differences in the
audience, purpose, structure, style, and
presentation of technical texts.
General Introduction
Brainstorming Questions
1. What are the purposes of communication?
2. What are special features of written
communication?
3. What do we mean by technical reports?
4. What are the purposes of technical reports?
General Introduction…
1. Purposes of communication:
– to inform
– to influence Others (Request/persuade/control
– to socialize
– to create a shared perspective between two or
more people,
• Communication is the foundation of teamwork.

General Introduction…
1. Special features of written communication:
– a creative activity (based on conscious effort not
spontaneous, involves careful choice of words, their
organization);
– more valid and reliable than speech;
– mostly formal type of communication;
– help to circulate information without distortions;
– conventional by nature (follow definite pattern);
– time taking (both sender and receiver take time to
formulate and filter information);
– most common form of business communication,
Technical Writing Definition
Technical report is:
1. a written document which communicates specific
and factual information to a defined audience for a
defined purpose;
2. a generic term for all written communication which
is done on the job-whether in business, industry, or
other professions;
3. is a practical writing people do as part of their job
to communicate technical information.
Q- What are the key terms used in the above definitions?
Technical Writing Definition
Key terms/ concepts
1. A written document which communicates
specific and factual information to a defined
audience for a defined purpose.
2. A generic term for all written communication
which is done on the job-whether in business,
industry, or other professions.
3. It is a practical writing people do as part of
their job to communicate technical information.
Why Technical?
• Because we use technical terms/jargons

known to only people in a given profession.
Examples
– Mechanical Engineering- engine, turbine, bolt …
– Civil Engineering – concrete, cite plan, soil test…
– Computer Engineering – Memory, save, software..,
– Health – OPD, BID, QID…
Technical Vs Academic Writing
Features Academic writing Technical Writing
Purpose To show your knowledge about a Show that something has been
topic in a way that justifies the done/happened (to show
highest grade /to present a certain completing project, progress made,
point of view on a particular subject. problem encountered)
Audience Teacher who request the Several people with various technical
assignment (captive audience) background (but primarily for people
in the field)
Writers The writers (students) usually have
Knowledge less knowledge than the audience Writers knowledge about the topic is
(Teacher). Writer is required to greater than that of the audience /
display his knowledge and
understanding
Criteria for Depth, Logic, Clarity, Unity and Clarity and simplicity of organization
evaluation Grammar of ideas and format
Exercise 1
Which of the following excerpts are of technical writing
and which are of academic writing?
1. The term greenhouse refers to the global warming trend of the Earth. It
occurs when the Sun’s reflected heat is unable to scape the Earth’s
atmosphere.
2. The capacity of the new facility will exceed that of existing structures on
campus, and the quality of sound and aesthetics will be improved. Some of
the features included are a large performing hall, a coffee shop, a banquet
hall, and a recording studio.
3. There were primarily two main causes for the World War II. The first one was
the ill desire of Hitler to create the world of Aryan Race.
4. In spite of the strong attempt of all our mechanics, the bigger rock crusher
could no more be functional.
5. The ability to write a well-organized and insightful paper is very important in
order to be successful at university. Most classes require at least one written
assignment, and professors expect a high level of writing skill.
Technical Writing Purpose
A) For the Writers
– to get better job,
– to get promotion or salary raises;
– to get professional prestige;
• No matter how excellent engineer you are,
you cannot make use of your professional
knowledge unless you produce a good
technical report.
Technical Writing Purpose …
Why technical report?

A) For the Audience (Technical )
– to make informed decisions;

– to find solutions to technical problems;
– to make a proposal,
Technical Writing Examples
A. Correspondence: In-house or External
– Memos
– Letters
– Electronic mails
B. Short Reports: In-House or External
– Problem Analysis Report,
– Recommendation Report
– Equipment Evaluation Report
– Progress/ Periodic Report
– Laboratory Report
– Trip Trip
Technical Writing Examples…
C. Long Report: In-House or External

– Complex problem analysis/recommendation,
– Project report on field
– Feasibility Study
D. Other Documents
– Proposals (to produce, sell new product and start new services)
– Operational Manuals
Steps in Technical Writing
Planning Drafting Revising

• .
Determining Editing Mechanics
Purposes
Editing Grammar
Analyzing
Audiences
Editing Style
Collecting Data
Completing Outline Writing Initial Draft Adjusting Content

Steps in Technical Writing…
1. Determining the Purpose
i. Why do I write?
ii. What response do I expect from reader?
– to describe factual information
– to influence/persuade someone to do
something
– to instruct – direction for using equipment;
• The purpose ranges from
Neutral , Objective Persuasive, Subjective
Description statement
1. Determining the Purpose
• Purpose could be determined by someone else or
selected by the writer.
• Purpose statement guides every decision we make

while planning, drafting and revising,
• Purpose statements are stated towards the

beginning of a report;
Exercise
Read the following excerpt and answer the
following questions.
“Recently, you asked for my evaluation of the Hemphill LaserFast
printer currently used in my department. Having analyzed the
printer’s features, print quality, and cost, I am quite satisfied with
its performance. “
1. What is the purpose of the report?

2. Who determined the purpose of the report?
2. Audience Analysis
• Audience is the most important person:
• Audience are multilayered people with
different:
– needs,
– expectations,
– background knowledge.
“Write for Your Reader not for Yourself”
Any writer of a technical document need to answer the
following questions about his/her audience/reader:
1. What does the reader already know about the content of
the report?
2. How wide is the reader’s knowledge?
3. Why should the particular reader need this particular
report?
4. What is necessary to tell the reader?
5. What will be the readers expected response?
6. What is the desired response of the writer?
7. What is the personality and preference of the reader?
(style, length, format of the report)
Identifying type of audience helps to:
– Determine the approach, the technical level and the style
of writing,
– Determine the language use (tone)
– Determine the information to be included
• If your readers do not learn from your report, you
have failed in your objectives.
How do we analyze audience?
1. Brainstorming (write down what you know about
your reader);
2. Talk with your colleagues who have written to
the same reader;
3. Look at the previous reports addressed to the
same reader.
Types of Audience
• Audience can be categorized based on:
1. Level of technical knowledge with respect to the
topic,
2. Decision Making Power

Audience classification based on their technical
knowledge:
1. Technical Audiences
- Experts in the same field of study such as other
engineers and technicians ;
- need detailed information/explanation;
- may be willing to comment on technical aspect of the
report .
knowledge:
2. Non-Technical Audiences
• Readers who have no technical knowledge, but make use of the
report in various ways:
Eg. Advisory board
– Financial expert
– Legal bodies
They need:
• background information
• definition of technical terms
• lists and other format device that highlight points
• clear statement about what is supposed to happen next
knowledge:
3. General Reader
– Layperson (layman to the topic)
– Have least amount of information about the topic;
– Difficult to write for such type of people
Eg. People residing around a factory
They need:
– definition of technical terms;
– frequent use of graphics like charts and graphs;
– clear distinction b/n facts and opinions .
Audience Classification Based on their Decision Making Power
1. First Level Audience (Decision Makers/managers)
– They act on the information/translate the information into
action;
– They may accept or reject your report;
– They could be (manager of the organizations, committee )

Audience Classification Based on their Decision Making
Power
2. Second- Level Audience (influencers/ advisors)
– Do not directly take part in the decision making process;
– But read the document and give advice for to those who will decide;
– Comprises : experts such as engineers and accountants who are asked
to comment on technical/financial matters;
• After reading the summary, the decision making manager may

refer the rest of the document to advisors for their comment.
Audience classification based on Power of Decision Making
3. Third- Level Audience

– Do not take part in the decision making process;
– Translate decision into action following guidelines;
– Usually include people defined as “operators”
• In general, you need to design your report in such a way that

the demands of all your readers are reasonably met.
Notes
• Readers use your report in different ways for
different purposes;
– Finance directorate- for budget demand
– City council – for political effect of the report
• So make sure that you included more basic
information to favor all types of readers;
• Your report must address the concern of those
audiences in the decision making loop;
• Make your report less threatening because you
may face resistance from some audiences;
• Apply the KISS principle (Keep it short and simple)
Exercise
Read the following cases carefully and answer the questions
below it.
Case 1
Assume you are a director of printing center at ASTU and you
want to purchase a new power regulator for the photocopy
machines since the existing ones are not properly functioning.
You write informal report recommending for purchase of the
item.
1. What will be the primary purpose of your report?
2. Who will be your First-level/Primary audiences?
3. Who will be your second-level audience?
4. Who will be the third-level audience?
Quiz 1
3. Collecting Information/Research
• Actions that need to be considered
1. Plan your method very carefully before you start
gathering information;
2. Decide on the type of information you need;
3. Select the method of collecting data;
4. Record notes very carefully;
5. Acknowledge your sources very carefully;
6. Keep bibliography for future use;
3. Collecting Information/Research …
Data Sources
1. Primary/original data source
– Interview,
– Survey,
– Laboratory test/ measurement
– Field work,
– Personal observation
2. Secondary/ Borrowed Data
– Journals,
– Periodicals,
– Newspapers,
– Reference books,
– Government report,
– Company reports (previous)
3. Data provided by client
– Letter of complaint
– Letter of order
Precaution for data quality management
– Previous reports as data source may save time,
but need to be used with caution;
– They may be outdated or have some errors;
– Acknowledge the author of the previous report,
– Do not photocopy the report;
– Do not try to change the data of the previous
author and subject him to criticism;
Precaution for data quality management
• Check your data against the following criteria:
– Completeness,
– Accuracy,
– Reliability
– Reasonableness
• Inconsistent data should be dumped or examined
carefully;
• Incomplete data can be filled in by making reasonable
assumption about what happened during the period for
which the data is missing
Level of details,
– Your audience decide on the level of details,
– Each audience has different need for the data in
your report,
Eg. A report on improvement of water system
I) City council may need few facts
– How much will it cost?
– When can it be done?
– How can it affect the economy of the country?
II. The Water Superintendent (Manager who
controls the worker
1. Need much more detail,
2. How much is the annual chemical cost?
3. What additional power is required?
4. How many additional staff is needed?
• Simple device to fill all these varied needs:
– Write the report moving from general to specific.
– Put the most important conclusions first to help
your reader understand your report easily
Exercise
Read the following case carefully and answer the
questions below it.
• Assume your organization has planned to purchase a
new photocopy machine for all offices. You, as an IT
expert in your organization, are asked to make a
survey and produce recommendation report on the
best model or brand.
1. What type of data should you collect?
2. What/Who are your sources of data?
3. What method of data collection do you use?
4. Writing an Outline
• An outline is a map of a document’s main and supporting
ideas
• Outlining helps as best method/direction for planning a
piece of writing,
• Its is a guide for determining headings and sub-headings,
• It helps writer to jot down all the facts,
• It tells where we are going with our report,
• It must be checked for completeness,
• It could be modified by adding new facts as we write the
report,
• Without outline, even the most experienced authors write
reports that are confusing and difficult to follow.
Writing an Outline …
• Steps in making outline
– Jot down as many major and minor points as
possible without regard to their order,
– Show relationship (arrange them in logical order)
• Connect related ideas
• Connect each main points with its supporting ideas,
– Delete materials that seems irrelevant;
Exercise
Simbo is a manager of a restaurant. She plans to

write recommendation report to modify the
service of the restaurant. She collects the
necessary data from customers and workers of
the restaurant and prepares the following
outline. Read the outline and sort the ideas
under two major topics.
Exercise …
a) Inflexible current staff,
b) Only one bread- white
c) Soft drink price raised from 1.30 to 2.00 USD,
d) Hire food service manager,
e) Continue leasing more space for the companies,
f) Current contracts should be over in two months,
g) No option for those with restricted diets,
h) Operate as nonprofit operation-just cover expenses
i) Have not acted on the suggestion given by customer,
j) Hamburger now 3.39 USD,
k) No supply of low fat milk,
l) Good feedback obtained from customer
m) Only three sandwiches
n) Use of students enrolled in the food service management at the nearby college,
o) Hire well-trained waitress,
p) Unwilling to take part in several meetings,
q) Average lunch now 7-8USD
Exercise …
Exercise
a) Inflexible current staff, (P)
b) Only one bread- white, (P)
c) Hire food service manager, (S)
d) Soft drink price raised from 1.30 to 2.00 USD, (P)
e) Continue leasing more space for the companies, (S)
f) Current contracts should be over in two months, (S)
g) No option for those with restricted diets, (P)
h) Operate as nonprofit operation,- just cover expense (S)
i) Have not acted on the suggestion given by customer, (P)
j) Hamburger now 3.39 USD, (P)
k) No supply of low fat milk, (P)
l) Use of students enrolled in the food service management at the nearby college, (S)
m) Only three sandwiches (P)
n) Good feedback obtained from customer (X Delete)
o) Hire well-trained waitress, (S)
p) Staff unwilling to take part in several meetings, (P)
q) Average lunch now 7-8USD (P)
Exercise
The above points can be further classified as:
Problem #1: Poor Selection
Problem #2: High prices
Problem #3: Inflexible staff
Solution: End lease and improve food service

Decide on the pattern of Organizing the detail
1. Chronological – time sequence
2. Part by part – describe different sections
3. Spatial - based on the location of items within
an area
4. Simple to complex or vice versa
5. Specific to general (inductive)
6. General to specific (deductive)
5. Writing Initial Draft
• When you write the initial draft:
– Start writing initial draft right after completing the
outline,
– Do not stop to edit while writing,
– Concentrate on what you want to say rather than
how to say it,
– Begin with the easiest section,
– Write the Summary section last
Revising Initial Draft
• Revising a draft is comparable to painting a
house,
• Set the draft aside for few days or at least
overnight,
– Time lag can give you a fresh viewpoint and allow
you to change to role of reader,
• Approach the draft with critical attitude
Revising Initial Draft …
Stages of Revising Outline
1. Adjust and reorganize the content
– Check if you had included all relevant ideas you
want to include
– Expand some sections
– Shorten sections that deserve less
– Change location of contents
– Delete irrelevant points
2. Edit for Style (How to Say)
a) Use clear sentences
– Place main ideas first (main point– complement),
– Use normal word order (subject-verb-object),
– Use active voice,
– Employ Parallelism,
– Avoid nominalization (verb turned to noun) evaporation – evaporate,
condensation – condense.
Example
1. Crime was increasing rapidly and the police were concerned.
2. The rapid increase in crime was causing concern among the police.
a) Use clear sentences
– Avoid excessive use of the indefinite phrase “there is or there
are…) b/c they bury the subject
– Avoid string of choppy sentences ,
– Avoid wordy sentences
• Wordy: The company is taking applications at this point in time.
• Revised: The company is taking applications now.
– Avoid sexist language (he/she…),
b) Use clear and short paragraphs (Deductive, TS- Details )
c) Choose appropriate tone /emotional attitude implied in a word
• Forceful- writer is in control of the situation/ used in addressing subordinates,
use active voice, imperatives
• Passive- show less power of writer, used in addressing superior, use passive
voice and polite words ,but not imperative
• Personal- show equal status of reader and writer , use first names, personal
pronouns, active voice,
• Impersonal- writer is not important/situation is neutral- use passive voice, but
not proper nouns
d) Define technical terms,
e) Add headings/sub-headings ,
• Every page of any document over one page should have at least one heading,
• Use parallel form in wording for each heading/sub-heading
f) Use list, or graphics to attract more attention
– Listing can be used for Examples, reasons for decision,
conclusions, recommendations, steps in process,
– Number of items should not exceed nine,
– Use number and bullets for listing,
– Indent the listing,
– Keep items as short as possible,
– Keep all items grammatically parallel,
– More than two listing is not recommended on one page
g) Use underlining or boldface for in-text emphasis,
h) Check for smooth logical flow of ideas from topic
to topic
i) Use flow chart for Complex processes
j) Avoid flowery language
3. Edit for Grammar
– Subject- verb agreement, word forms (effect/affect), tense
– Focus on particular error that have given you problem in
the past,
– Avoid monotony by varying the length of your sentences
4. Edit for Mechanics
– comma,
– capitalization,
– spelling…
Quiz 2
Direction: Give short answers to the following
questions (10%)
Structure of a Technical Report
Any technical report has the following four major
parts:
Title
1. Summary (Executive Summary/ Abstract)
2. Introduction
3. Core/Body
4. Conclusion
Appendices
Structure of a Technical Report …
1. Executive Summary/ Abstract

• Written in as few words as possible,
• Often appears on a separate page (for longer formal
report)
• Helps the reader to:
– know the subject of the report,
– the source of information,
– the key findings
– decide if they should read the entire article,
– to review technical work without becoming bogged down
in the details
2. Introduction
• Presents the materials discussed in the body,
• It answers the question:
– Why is this work being presented?
– How does it relate to other works in the field?
3. Body/Core
• Provided all the results and discussion, procedures
followed
4) Conclusion
• Summary of the main idea,
• It is condensed version of the discussion and the key
findings of the work,
• It should be related with the objectives stated in the
introduction
5) Appendices/ Attachment
• Include information which are difficult to be included
in the body (larger design drawings, long mathematical
derivatives, references)
Type of Technical Report
• Technical documents range from in-house
correspondences of one page (letters and memo)
to longer documents such as feasibility study
document of hundred pages,
• These documents are generally categorized as:
1. Correspondences (letter and memo),
2. Informal Report
3. Formal Report (short/long)
• Short documents most frequently written to
accomplish limited purposes
Type of Technical Report
1. Memo/Memorandum
• Written for in-house communication between subordinate and
superior or between different departments,
• Most common type of written communication in business today,
• Usually covers one main point and
• Readers prefer a one page memo,
• Short memos may not have sub-headings
• Longest version of Memo is – Memo Report (include illustrations,
headings, references and appendixes)
Memo/ Report Writing Guideline
1. Headings
– Date : _______
– To : (Receiver) Obligatory
– From: (Writer) information which
should be placed at
– Subject: (topic of the memo) the top left margin
• Subject must be:

– Brief and attractive
– Telegraph meaning
– Often put in the form of phrase not sentence
– Help reader to decide whether to read or avoid
Memo Report Writing Guideline
Subject line
Examples
1. Announcing new work schedule
2. Evaluation of vibration analysis tool
Memo Report Writing Guideline
ABC Format for Body Section
1. Abstract (Introductory Summary)
– It is clear statement of memo purpose,
– Gives the summary of the main content to follow,
– Allow a reader to get a quick picture of the report's content and
make a judgment
– Often written in one paragraph
Example (Sample 1)
As you have requested me, I have examined the WordWonder word-processing
software we are considering. On the basis of my observations, I recommend we secure
one copy of Word Wonder and test it in our office for two months. Then after
comparing it to the other two packages we have tested, we can choose one of the
three word-processing packages to use throughout the office. This memo will brief
you on some of the features of WordWonder that can help you to pass appropriate
decision.
Exercise
Instruction: Write appropriate subject for the following
abstracts and identify the main purpose of the memo.
1. Yesterday, I met with Jane Ansel, the installation manager at
BHG Electronics, to discuss about our new electronic-mail
system. Ms. Ansel explained the process by which the
system will be installed. As you requested, this memo
summarizes what I learned about that process.
2. Last month, you have attended a brief seminar on the
futures of the new electronic mail system. We have just
learned that the system will be installed on June 18. This
memo provides some basic instruction for reading mails sent
to you on this system. Soon you will receive another set of
sending electronic mail.
Exercise -Answer
1. Yesterday I met with Jane Ansel, the installation manager at BHG
Electronics, to discuss about our new electronic-mail system. Ms.
Ansel explained the process by which the system will be installed.
As you requested, this memo summarizes what I learned about
that process.
Subject : New Electronic Mail System
Purpose: summarizing the process of new electronic- mail
1. Last month you have attended a brief seminar on the futures of
the new electronic mail system. We have just learned that the
system will be installed on June 18. This memo provides some
basic instruction for reading mails sent to you on this system.
Soon you will receive another set of sending electronic mail.
Subject : Basic Instruction for Reading Electronic Mail
Purpose: providing basic instruction for reading mails sent through
new system
Memo/ Report Writing Guideline …

2. Body
- The largest section of the report,
- Contains supportive details with strong point at the beginning,
- Frequent use of short paragraphs/sub-headings or listed
items,
- Absolute clarity about what memo has to do with reader
- Reference to attachments when much detail is required ( do
not bog down the body of your memo)
Sample 1 – from handout
Memo Report Writing Guideline …
2. Body
Use the 3C strategy (Capture, Convince and Control)
– Capture reader’s interest by using good opener which tells the
reader what the memo can do for him/her,
– Convince readers by using good evidence or reliable data
– Control readers attention by telling what you will do next or
what you want them to do.
Stress the “You” attitude
• Eg. 1. We feel that this new service satisfies you.
2. You will find this new service satisfactory.
Do not be too authoritarian
1. Receiving the message on time can help us accomplish our job
2. Unless you send us the budget on time, we will not take any
responsibility for not meeting the deadline.
3. Conclusion
– Is clear statement of what steps should occur next,
– Another effort to retain goodwill and cooperation of readers ,
– Helps to keep information in the reader’s mind
Example
1. These changes will all take effect August 15. Your effort to
implement them will help improve the efficiency of the center, the
quality of your documents, and the productivity of the company.
2. Though I gave WordWonder only a brief look, my survey suggests
that it may be a strong contender for use in our office. If you wish
to move to the next step of starting a two -month office test, just
let me know. Then I will make arrangements with the
manufacturer for us to receive a complementary trial copy.
Other Optional Sections
1. Reference Initial- if the documents has been written
by someone other than the writer, place the typist’s
initial (WA) two lines below the last paragraph,
2. Enclosure Notation- if attachment or enclosure
accompany the memo, type “Enclosure” or
“Attachments” one or two lines below the reference
initial,
3. Copy Notation – if the memo is sent to anyone other
than the recipient, write “Copy” or “Copies” below the
enclosure notation
Types of Memo
• Based on the type of content they convey, memos are
categorized as – positive, negative, neutral and sales memo.
1. Positive Memo
– Starts with good news and maintain positive emphasis
throughout the memo,
– Conclude with goodwill
Example
– Announcing high bonus for the fiscal year
– Informing employees about fringe benefits
– Announcing organizational success
Sample 2 (Tell which one of the two memos is more appropriate)
Types of Memo
2. Negative Memo
• Buffer the bad news, but still be clear- Do not mention
the bad news right away. Readers may be shocked or
angry and abandon reading the rest part of the memo.
• Place reasons before mentioning the bad news
• Put strong emphasis on what can be done when possible
• Show care and concern for the reader (by providing
alternatives and offering to help)
Types of Memo
2. Negative Memo
Examples of Cases
– Reporting decreased quarterly revenue,
– Asking for volunteers to work on holidays,
Sample Memo
Types of Memo
3. Neutral Memo
– Neither negative nor positive news,
– Routine correspondence written every day to keep
business and other organization running
Examples
– Announcing meeting,
– Summarizing results of a meeting
– Explaining new procedures
Sample 1
Types of Memo
4. Sales Memo
– Provide potential purchaser with basic
information about the company,
– Highlight special feature of your business
– Can serve as initial marketing document to spark
interest in your business
– Engage the readers interest by showing that you
understand their need and can help fulfill them
Types of Memo
4. Sales Memo
Examples
• Suggesting change in the performance
evaluation system,
• Requesting funding for a training seminar
Sample 4
Advantages of Memo:
– Inexpensive means of communication;
– Convenient to write and read;
– Serves as future reference;
– Ensure quick and smooth flow of information
Exercise/ Assignment
1. Write memo report based on the following
information (Assignment)
Business Letter Writing
• Business letters are mainly mean to maintain
contact with external world
• It has the following functions:
– as record for future reference (back reference is
common in business communication);
– leave more durable impression on the receivers
mind;
– Serves to widen area of communication;
– Serves as a legal document;
– Used to build goodwill
Parts of Business Letter
- Heading
- Date
- Reference (optionala)
- Inside Address
- Attention Line
- Salutation
- Subject
- Body
- Complementary Close
- Signature
- Identification Mark
- Enclosure
- Copy to
1. Heading (Writer’s address)
- name, address (telephone, e-mail, fax), logo
- written at the top middle the page
›ÇT Adama Science and Technology University

1888 Phone: +251-0221-10-00-53 Fax:+2510221-10-00-46 email:VPR@astu.edu.et
2. Date
– Include date, month and year
Eg. 2 May, 2019
May 2, 2019
3. Inside Address (Receiver’s Address),
– Written two space below the date
– Include receiver’s name, name of firm, street, road
– No abbreviation and correct spelling
3. Attention Line
- to indicate a particular person or department within an organization to which the letter
is addressed;
- Written two spaces below the inside address
Eg. Attention : The Sales Manger
Attention : Ing. Kiya Zelalem
4. Salutation
– Greeting
– Placed two spaces below attention line
Eg. Dear Sir’s: (if you address to a firm, a company, a board…)
Dear Sir/Madam: (if you don’t know person’s name )
Dear Mr. Alemu:
Dear Ms. Semanta:
Dear Dr./ Professor _____ (name):
Dear Mr. Trujillo and Ms. Donne: (for two persons)
Dear Dana Simms: (if you don’t know gender)
In general, avoid using "Mrs." or "Miss" unless you are certain of how a female recipient wants to be addressed
5. Subject
- Let the readers know what the message is about,
- Written between salutation and the body;
Eg. Subject : Supply of new machine
6. Body
- Refer to any correspondence which has already been taken
place,
- Details' of the current letter ,
- Statements of what will happen next
- Actions that you expect the reader to take (Please feel free to
follow-up with any questions or concerns.)
- Last paragraph of a business letter conveys a summary of the
letter's purpose
7. Complementary Close
– Courteous leave taking or polite way of ending a letter;
– Typed two spaces below the last line of the body of the letter;
Eg. Formal Complimentary Closing Examples
– Sincerely,
– Thank you,
– With appreciation,
– With thanks,
• A very formal closing
– Cordially,
– Respectfully yours,
– Respectfully,
– Yours Sincerely,
– Yours faithfully,
8. Signature
- Signed name of the writer;
- Placed below complementary closing;
Eg. Yours faithfully,
(G.M. Morich)
Sales Manager
9. Identification Mark/Typist Initial
– Included to identify the typist of the letter
– Initials of the writer
10. Enclosure :-
– if there is anything attached to the letter
– Generally abbreviated as “Encl.”
• Encl. 2
• Encl. 1. Agreement dated 1 May, 2019
11. Copy to : if copies of the letter is to be sent to others
• We follow almost the same ABC format to
write the body as that of Memo,
• Format – Business letter has 3 formats
– Block/ Full Block
– Modified block
– Simplified/Indented
• Based on the way letter parts are placed and
paragraphs are indented
Business Letter Writing …
1. Block Format
• Each letter part should be aligned to the left,
• The date and the inside address should be separated by 2 blank
spaces.
230 Glendale Ct.
RETURN Brooklyn, NY 11234-3721
ADDRESS December 5, 2005
QS
Ms. Julie Hutchinson
LETTER ADDRESS 1825 Melbourne Ave.
Flushing, NY 11367-2351
DS
SALUTATION Dear Julie
DS
It seems like years since we were in Ms. Gerhig’s keyboarding class. Now I wish I would have
paid more attention. As I indicated on the phone, I am applying for a position as box office
coordinator for one of the theaters on Broadway. Of course, I know the importance of having my
letter of application and resume formatted correctly, but I’m not sure that I remember how to do it.
DS
BODY Since you just completed your business education degree, I knew where to get the help I needed.
Thanks for agreeing to look over my application documents; they are enclosed. Also, if you have
any suggestions for changes to the content, please share those with me too. This job is so
important to me; it’s the one I really want.
DS
Thanks again for agreeing to help. If I get the job, I’ll take you out to one of New York’s finest
restaurants.
DS
COMPLIMENTARY Sincerely
CLOSE
QS
NAME OF WRITER Rebecca Dunworthy
DS
ENCLOSURE NOTATION Enclosures
Sample 2
123 Main St
Stokes, NC 28574
4/19/2010
[QS] Parts of a letter:

School Name 1.Return Address
3405 Yankee Hall Road
Greenville, NC 27834
2.Dateline
[DS] 3.Letter Address/Inside Address
Dear Mr. Jones, 4.Salutation
[DS]
On October 24, 2008 we received great news regarding the . . . .
5.Body (most of paper)
[DS] 6.Complimentary Close
This is great news because of . . . . 7.Handwritten Signature
[DS]
Sincerely,
8.Keyed Name
9.Typist Initials
[QS]
Chris Young
[DS] GREEN – You change for Project!
cy RED – Spacing – Do not type!
2. Modified Block
• Modified block format is very
similar to block format. However,
the date, complimentary closing, • Sample from handout
and signature block begin toward
the middle of the page.
• Modified block also allows for
optional paragraph indention
3. Simplified Format
• does not include a salutation.
• the recipient’s name will
typically be worked into the
first sentence of the letter.
• does not include a
complimentary closing.
• The signature comes • Sample from handout
immediately after the body of
the letter followed by the
printed name which will
typically be in all capital
letters.
• each letter part aligned to the
left
• Types of Letter
Categorized into 4 based on the message they
present
1. Positive
2. Negative
3. Neutral
4. Sales
Types of Letter
1. Positive Letter
– Communicate good news
ABC of Positive Letter
Beginning
– Start by bridging between this letter and last communication,
– Put clear statement of the good news
Body
– supporting details for the main point
– Clarification of any question readers may ask
Conclusion
– Statement of eagerness to continue relationship
– Clear statement , if any, of what steps should come next
• Types of Letter
1. Positive
Examples of Situation that Demand Positive Letter
– Acknowledging an order received
– Employment letter
– Replying to questions about product or service
request
Sample Letter
Exercise
Read a sample positive letter (pp242) and
answer the following questions.
1. How did the writer and the receiver made their
previous communication?
2. What is the good new?
3. How did the writer express interest for continued
communication?
2. Negative Letter
- Carry message which shows some sort of
inconvenience
Example
- Explaining delay in project or delivery of service
- Refusing invitation or request for something
- Complaining about received product
- News about poor performance of employees
2. Negative Letter
ABC
Abstract/Introduction
– Bridge between your letter and your previous communication,
– Buffer the bad news
– General statement of purpose or appreciation in an effort to
find common bond or area of agreement
Body
– Strong emphasis on what can be done when possible,
– Buffered, but clear statement of what cannot be done,
– Facts that support your view
Conclusion
– Express interest in continued association
– Statement, if any, of what will happen next
Exercise
Read a sample negative letter (provided by the
teacher- pp242) and answer the following
questions.
2. What is the bad new?
3. How did the writer buffer the bad news?
4. How did the writer express interest for continued
communication?
3. Neutral Letter
– Express neither positive not negative news,
– Routine communications
ABC
– Bridge between your letter and your previous communication,
– Put precise purpose of the letter (request, invitation, order)
Body
– Description of items requested
– Requirements related to invitation
Conclusion
– Statement of appreciation
– Statement, if any, of what will happen next
Exercise
Read a sample Neutral letter (provided by the
teacher- p-243) and answer the following
questions.
2. What is the purpose of the letter?
3. What is the major issue discussed in the body of
the letter?
4. What is the future action suggested in the letter?
4. Sales Letter
– All correspondences with customers (from first contact letter to last
thank you letter),
– Goal is to build continuing relationship with customers
ABC
– Engage the readers interest by showing that you understand their
needs and can help fulfill them
(Choose one or two of the following to capture attention)
– Cite surprising facts about your product/service
– Announce new products/services that clients need,
– Ask questions
– Show understanding of clients’ problem
– Present testimonials
– Answer questions that reader previously asked
2. Sales Letter
Body
– Stress the main problem readers have concern about
– Stress one main selling point of your solution
– Emphasize what is unique about your solution
– Focus on value and quality, rather than price
– Put details in enclosures
– Briefly describe the value of any enclosures
Conclusion
– Leave the reader with one crucial point to remember
– Offer to call or ask reader to call
Exercise
Read a sample Sales letter (provided by the
teacher- p-245) and answer the following
questions.
2. What did the writer discuss in the introduction
section of the letter?
3. What is the stressed concern of the writer?
4. What has been enclosed in the letter?
Assignment 1
• Read the cases provided by the teacher and

write the requested business letter
Informal Report
• A technical document that contains about two to five pages
of text , not including attachment,
• Cover many different subjects and can be composed in
many different forms
• Has more substance than a simple memo and letter, but
less than a formal report,
• Can be directed to readers either outside or inside your
organization,
• If outside, it may be called a letter report,
• If inside, it may be called a memo report,
• Its purpose can be informative (to clarify or explain) or
persuasive (to convince) or both
Informal Report …
• When to use informal report:
– to describe short time progress,
– to recommend purchase of new equipment,
– to describe personal problem (disciplinary),
– report on training session,
– report on testing new equipment,
– environmental study report (effect of factory
effluent),
– trip/travel report
Informal Report …
• General Guideline:
– plan well before writing (determine purpose,
audience, outline),
– decide on the type of format (letter or memo),
– use ABC (abstract, body, conclusion) format for
organization,
– make the text visually appealing (use bulleted points,
headings/sub-headings, number list),
– use fonts and color to emphasize evidence, but avoid
dark backgrounds
– separate facts from opinion (Move from Findings-
Conclusion – Recommendation),
Informal Report …
Example
• Finding : I have observed three sever cracks in the
foundation of two of the buildings of the
university,
• Conclusion : the cracks occurred on the buildings
because the buildings were built on soft
foundation,
• Recommendation : the foundation of the
buildings need to be supported by adding
concrete posts below it
Informal Report …
Types of Informal Report
1. Problem Analysis Report
2. Recommendation/Justification Report
3. Progress/ Periodic Report
4. Equipment Evaluation Report
5. Lab Report
6. Trip/travel Repot
Informal Report …
Most Common Types of Informal Report

• Written to address problems related to
personal, equipment service, products,
processes,
• The main aim is to give objective information
so that the reader decides on the next step,
Informal Report …
i) Abstract
– Give the reader brief description of the background of the problem,
– Summarize the problem in a sentence,
– Introduce the analysis presented in the body
ii) Body
– Give detail description of the problem,
– Point out the causes and effects of the problem
– Detail data to support your observation,
– Propose solution,
– Describe how the solution is going to be implemented,
iii) Conclusion
– Brief restatement of the main problem,
– Degree of urgency required in handling the problem,
– Suggested next step
Exercise
Read the sample report and answer the
following questions (P- 280-81)
1. What problem has been analyzed?

2. What is the effect of the problem?
3. What is the proposed solution?
Informal Report …
• Written to justify or recommend something such as
– change in procedure,
– purchasing equipment,
– hiring employee,
• Main purpose is persuade the audience to take
action,
• Every recommendation must be supported by
objective data,
• Can be internal or external
Informal Report …
Format
Abstract
– Purpose of report,
– Brief reference to problem to which the
recommendation respond,
– Capsule summary of the recommendations
covered in report discussion
Informal Report …
Format
Body
– Details about problem,
– Well-organized description of recommendation,
– Data that supports your recommendation,
– Main benefits of recommendation you put forth,
– Any possible drawbacks
Informal Report …
Format
Conclusion
– Brief restatement of main recommendation,
– Benefits of recommended change ,
– Your offer to help with next step
Exercise

1. What is the recommendation?

2. To which problem does the recommendation
respond?
3. What is the benefit of the recommendation?
4. What is the possible drawback?
Informal Report …
3. Progress/Periodic Report
• Allow management to stay informed on staff progress with
ongoing technical work and projects,
• Used to reassure readers that you are making progress,
• Give chance for readers to evaluate your work on the project
and to request change,
• Give writer chance to discuss problem in the project,
• Produced at certain time interval based on the agreement
you make at the beginning,
• Summarizes your work on diverse tasks over a specific time,
• Contains mostly objective data, but sometimes may be
written in persuasive manner
Informal Report …
ABC
• Abstract
– Purpose of report
– Capsule summary of main project,
– Main progress to date or since last report
• Body
– Description of work completed since last report, organized either by task
or by time or by both,
– Explanation of work currently in progress,
– Explanation of delay or incomplete work,
– Description of work remaining on project(s) organized either by task or by
time or by both,
– Explanation problems you had encountered and will encounter in the
future,
– Summarize how the project is going on in general and expected
completion date
Informal Report …
ABC
• Conclusion
– Brief statement of work since last reporting,
– Expression of confidence, or concern, about overall work on
project(s),
– Indication of your willingness to make any adjustment
Notes
• Periodic report is often in house
• Often composed by supervisors,
• Body section is often arranged by tasks
Exercise
1. What project is being covered in the report?

2. What part of the project is completed?
3. What parts of the project are remain to be done
in the future?
4. How did the writer try to build confidence in the
reader?
Informal Report …

– Provides objective data about how equipment has or has not
functioned,
– The report may cover topics such as machinery, vehicles, tools,
office supplies, computer hardware and software,
– Helps to buy, maintain, replace equipment,
– May include some elements of problem analysis report and
recommendation report.
Informal Report …
ABC
• Abstract
– Purpose of report,
– Capsule summary of what your report says about the
equipment,
• Body
– Through description of the equipment being evaluated,
– Well-organized critique, either analyzing the parts of one prices
of equipment or contrasting several pieces of similar equipment
according to selected criteria,
– Additional supporting data, with reference to any attachment
• Conclusion
– Brief restatement of major findings , conclusions, or
recommendations
Exercise

1. What equipment has been evaluated?

2. What is the writers conclusion about the
equipment?
3. What is the proposed recommendation?
Informal Report …
5. Trip/travel Report
– Often include reason for the trip, what was found
from the trip, and one more conclusion,
– Indicate who hosted the trip and where,
– Forward recommendations based on your
observation
– A trip report provides a permanent record of the
trip for future reference. It records the actions taken
and accomplishments during the trip.
– The experience of one employee on the trip
becomes available for other personnel in the future.
Informal Report …
5. Trip/travel Report
ABC
Abstract
• Site of the visit
• Purpose of the visit
Body
• Topic of the visit
• Details of what has been accomplished during the visit
Recommendation
• Lesson that could be adapted to your organization from
what you observed
Informal Report …
6. Lab Report
– Describes work done in any laboratory with emphasis on
topics such as purpose of the work, procedures,
equipment, problems, results, and implications,
– It may be directed to someone inside or outside your
own organization,
– It may stand on its own or it may become part of a large
report that uses the laboratory work as supporting
detail,
– Often written for courses in science, engineering,
Informal Report …
6. Lab Report
ABC
– Abstract
• Purpose of report,
• Capsule summary of results
– Body
• Purpose or hypothesis of the experiment, highlight of theory related to the
experiment
• Equipment used
• Procedures or methods used,
• Testing conditions
• Separate sub-heading must be used for each different tests performed
• Unusual problems or occurrences
• Results of the test with reference to your expectation
– Conclusion
• Statement or restatement of main results
• Implication of lab test for further work
Informal Report …
6. Lab Report
Notes
– Use tables and graphs to supplement the text and
present the data in more understandable form,
– Write in past tense because you have already done
the experiment,
– Do not write in the form of instruction or as list of
materials as in laboratory manual,
– Use either first person active voice or passive voice,
– Compare your results to trends described in the
literature provide readers with enough information to
help them understand the discussion
Informal Report …
6. Lab Report
Notes
– Use tables and graphs to supplement the text and
present the data in more understandable form,
– Write in past tense because you have already done
the experiment,
– Do not write in the form of instruction or as list of
materials as in laboratory manual,
– Use either first person active voice or passive voice,
– Compare your results to trends described in the
literature provide readers with enough information to
help them understand the discussion
Quiz 3
Formal Report
• A comprehensive documentation of major technical
projects.
• By the nature of their scope and importance, they tend
to be long and detailed.
• The actual scope and complexity of any particular
formal report will depend on the substance of the
report itself.
• Directed to readers outside or inside your organization,
• The format varies greatly, depending on the company's
standards and the nature of the report.
• They require a more formally structured format.
Formal Report …
The basic elements of a formal technical report are as follows:
• Title page
• Letter or Memo of transmittal
• Table of contents
• List of Illustrations
• Executive summary
• Introduction
• Body (including all headings)
• Conclusions
• Recommendations
• References
• Bibliography
• Appendixes
• Glossary
Formal Report …
Title Page
• Can be arranged in a number of ways, but the
basic elements must be there.
• Basic title elements of title page include:
– The full title of the report
– The name of the writer
– The writer's company
– The person or company receiving the report
– The date of the report
Sample Title Page
• High-Frequency 400Hz AC 1 title of the report

• Full
as an Alternative to
Standard Low-Frequency
60Hz AC for Fluorescent
Lighting Loads
By
L. A. Mielcarz name of the writer
Technical Design Consultant the writer’s company
Prepared for XYZ Development

Company receiving the report
Corporation Chicago, Illinois
July 1, 19XX Date of the report
Formal Report …
Letter/Memo of Transmittal
• Placed after the title page on a separate page,
• Give readers a taste of what is ahead,
• Include major findings, conclusions and
recommendations,
• Follow letter/ memo convention or guideline
• A good letter of transmittal is usually very short.
• The first paragraph would be a description of
what has been sent along with the purpose of
sending it.
Formal Report …
Table of Contents
• Allows your reader to find the major elements of your
report easily.
• located at the front of the report just after the title page.
• It is a direct reflection of your outline and is derived directly
from it.
• Contains all primary and secondary headings and topics as
they appeared in your outline.
• Tables and figures are also contained in the table of
contents but are listed separately. They are still part of the
contents of the report,
Formal Report …
List of Illustration/List of Figures
• Usually listed on a separate page,
• Placed right after the table of
contents
Formal Report …
Executive Summary
• give a condensed overview of the report for the executive and
managerial audience,
• It is a managerial and not a technical part of the report
• should be limited to a maximum of one or two pages,
• written at the end
• the information is limited to the background, findings, and
conclusions, along with the recommendations of the report.
• should always be placed directly after the table of contents,
• written using paragraph format,
• avoid technical jargons and reference to the body of the
report
Formal Report …
Introduction
• Give some information on the report’s
purpose, scope, objectives, description of
physical setting of the project,
• Provide the map of the main sections in
the report
Formal Report …
Main Body or Discussion
• covers all the technical details of your subject as well as
all the administrative results.
• may contain any one or all three elements of technical
writing: definition, description, and instruction,
• use frequent headings and sub-headings,
• use listing to break up long paragraphs,
• use illustrations for clarifications and persuasion,
• place excessive details in appendices,
• the organization of your report must reflect absolutely
and in detail the outline you previously established.
Formal Report …
Conclusion
• puts the results and findings of your
discussion in one place for your reader,
• the emphasis here is on what you have found
in light of the purpose of the report and its
implications,
• the implications here may be primarily
technical or administrative or both,
• this will depend on the nature of the report.
Formal Report …
Recommendation
• The recommendations section is your opinion
based on technical evidence and your
expertise as a professional,
• It is what you the writer feel is the best course
of action based on the report's conclusion and
findings,
• The recommendations may be a technical
course of action or they may be an
administrative course of action or both.
Formal Report …
References and Bibliography
Reference
– You must document references if you quote from
them directly or otherwise use their information.
– These references may be either placed at the bottom
of the page where the reference appears, or placed
together in a separate block section appearing at the
end of the chapter, section, paper, etc.
Bibliography
– This is an alphabetical list of all secondary sources you
have used in preparing the report.
Formal Report …
Appendixes
• Appendixes are sections that contain supplemental
information and documentation.
• This information is pertinent but not crucial to the
report.
• It may also be information that is too detailed or
voluminous to include in the main body of the text
without impeding the orderly presentation of the main
text.
• Typical information found in an appendix is as follows:
charts graphs tables questionnaires correspondence
interviews
Formal Report …
Glossary
• Glossary contains selected technical terms and
their definitions.
• These are terms that may possibly be
unfamiliar to your readers.
• Your selection of terms will depend largely on
your evaluation of your audience and its
technical level of understanding.
• The glossary should be set up in alphabetical
order and in dictionary style.

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Course Title: Technical Report Writing

Course Code: ENG 2031

Instructor : Alemu Disassa (PhD)

Upon completion of the course, students will be

• Communication is the foundation of teamwork.

• Because we use technical terms/jargons

Why technical report?

– to make informed decisions;

C. Long Report: In-House or External

Planning Drafting Revising

Completing Outline Writing Initial Draft Adjusting Content

• Purpose statement guides every decision we make

• Purpose statements are stated towards the

1. What is the purpose of the report?

2. Decision Making Power

– They may accept or reject your report;

– They could be (manager of the organizations, committee )

• After reading the summary, the decision making manager may

3. Third- Level Audience

– Translate decision into action following guidelines;

– Usually include people defined as “operators”

• In general, you need to design your report in such a way that

Simbo is a manager of a restaurant. She plans to

Solution: End lease and improve food service

1. Executive Summary/ Abstract

• Subject must be:

ABC Format for Body Section

›ÇT Adama Science and Technology University

[QS] Parts of a letter:

• Read the cases provided by the teacher and

Most Common Types of Informal Report

1. What problem has been analyzed?

Read the sample report and answer the

1. What is the recommendation?

1. What project is being covered in the report?

4. Equipment Evaluation Report

Read the sample report and answer the

1. What equipment has been evaluated?

• High-Frequency 400Hz AC 1 title of the report

Prepared for XYZ Development

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