Vishwakarma Government Engineering College, Chandkheda

Sem-3 (Effective Technical Communication, 3130004)

Unit : 2 Technical Writing
Faculty : Dr Vaseem G Qureshi
2.1_Report Writing
 Why Reports in Business Firms
 To investigate _ To evaluate
 To examine _ To inform
 To recommend
 characteristics
 A systematic and structured document
 Chronological record of events
 Explanation of significance of events
 Evaluation/recommendations based on facts
 Discussion of the results of a decision or actions taken
 Conclusions about subject, problem, situation
 Recommendations for future action
 Why/importance
 Discusses the problem in detail
 Evaluates various decision/action taken
 Bring important info/steps in the knowledge of the officials
 Shows concise and clear communication
 Serves as a strong base for future action/plan
 Judges performance of depts and individuals
 Report Writing Format-1
 Title Section – This includes the name of the author(s) and the date of report
preparation.
 Summary – There needs to be a summary of the major points, conclusions, and
recommendations. It needs to be short as it is a general overview of the report.
Some people will read the summary and only skim the report, so make sure you
include all the relevant information. It would be best to write this last so you
will include everything, even the points that might be added at the last minute.
 Introduction – The first page of the report needs to have an introduction. You
will explain the problem and show the reader why the report is being made. You
need to give a definition of terms if you did not include these in the title section,
and explain how the details of the report are arranged.
 Body – This is the main section of the report. There needs to be several
sections, with each having a subtitle. Information is usually arranged in order of
importance with the most important information coming first.
 Conclusion – This is where everything comes together. Keep this section free of
jargon as most people will read the Summary and Conclusion.
 Recommendations – This is what needs to be done. In plain English, explain
your recommendations, putting them in order of priority.
  Appendices – This includes information that the experts in the field will read. It
has all the technical details that support your conclusions.

 What is a Report? State the categories of reports. (3 Marks)

1. Informational Reports
 This report type aims to give factual data about a specific topic.
2. Analytical Reports
 This report type contains a mix of useful information to facilitate the decision-
making process through a mix of qualitative and quantitative data as well as
real-time and historical data.
3. Operational Reports
 Businesses use this type of report to spot any issues and define their solutions,
or to identify improvement opportunities to optimize their operational
efficiency.
4. Product Reports
 This report type is used to monitor several aspects related to product
performance and development.
5. Progress Reports
 Progress reports provide critical information about the status of a project.
 A serious accident had taken place at a company plant few days ago. As manager
of the plant, prepare a detailed report on it with a view to the causes, damage done
and precautions for future. (4)
 Your company has decided to establish a factory in your town. You are given task
to find a suitable place for factory site. Write a report based on your findings
recommending the most suitable place. (7)

2.2_Technical Proposal
 One of the most important forms of writing engineers do.
 Successful proposals lead to jobs, products and profit.
 Unsuccessful proposals lead nowhere.
 This document presents the basics of proposals:
_ The Goal _ The Audience
_ The Structure _ The Use of Research
 1. The Goal:
 A successful proposal convinces the reader that:
◦ The proposal is good (scientifically, economically).
◦ The writers are qualified to accomplish the task.
◦ Convince the reader that you have thought through the problem and have a
workable solution.
 2. The Audience:
 No one ever paid a consultant to tell him what he already knew. Your audience needs to
know something. You need to explain the problem clearly, and to provide full
background to give context to your solution. Remember that readers need:
◦ To know that you know what you are doing
◦ To understand your approach
 3. Structure of the Proposal:
 i. The Executive Summary:
 ii. Introduction:
 iii. The Project Description or Program:
 iv. Timeline or Milestones
 v. Budget:
 4. The Use of Research:
 Learn how to integrate research into your documents.
 Contents of Proposal-Title
 The Thesis/Project Proposal should include the following headings: Title, Background,
Objectives, Methodologies, Deliverables, Timeline, and References cited.
 Title: Project Title, student name, institutional affiliation
 Background and Significance:
◦ Provide an introduction and detailed description of the current state of the topic
with appropriate references.
◦ The result of your literature review should be presented in this section.
Specifically, previously published relevant research, needs for the intended
project and its contribution to the field of mechanical engineering should be
clearly identified and summarized.
 Objectives:
◦ Provide clear and specific objectives towards advancing the state of the topic.
The objectives should be achievable during the two semester duration of your
thesis or project.
 Methodology:
◦ Provide a detailed description of how the stated objectives of the thesis or
project will be achieved. Include a detailed outline of methods used in your
analysis and validation. This section of the proposal is very important and
should provide a complete picture of how the intended work will be
accomplished.
 Deliverables:
◦ A list of tangible items you will provide such as a software with documentation,
a new theory with complete justification, a piece of hardware to demonstrate or
prove a concept, or a set of data figures to report the result of experimental
study.
 Timeline:
◦ Provide a schedule for delivery of the study such as start date, research
activities, fabrication of hardware, semester report submission, and semester
presentation.
  References:
◦ Using a professional citation format (e.g., ASME, IEEE, MLA), provide the
reference list that supports the research background on the topic.
 As a startup aspirant, you want to develop an innovative product. You seek
financial support from the SSIP cell of your college for this project. Write an
unsolicited technical proposal to the SSIP cell. (4)
 A leading university in your city has sought proposals for setting up a computer
lab in its campus. As an expert in the field, draft a proposal to the registrar of the
university. (4)

2.3_Technical Description
 A technical description is text that describes an object or process in terms of its
function, organization, parts and details.
 A technical description can be used alone (e.g., a specification) or as part of a larger
document (e.g., a proposal).
 Often technical documents contain several technical descriptions.
 Components
 Introduction.
 Background.
 Discussion of the parts or characteristics.
 Discussion of the related operation or process.
 Sources of Description
 Color, Odor
 Height, Length
 Width, Depth
 Shape, Weight
 Materials
texture
 Methods of attachment
 Categories
 Mechanism Descriptions: provide a detailed overview the physical aspects of a
tool, machine or other mechanical device that has moving parts and is designed
to perform a specific function.
 Process Descriptions: detail a series of events that happen in particular
sequence in order to achieve a specific outcome.
 Definitions: clarify the specific meaning, often related to a specific context, or
express the essential nature of the terms being defined.
 Audience and Purpose Who will read this description and why?
 Definition and Function What is it? What does it do? What is its purpose?
 Overview Describe its overall appearance (shape, size, color, etc)
 Components and Explanations Describe the component parts (chose most relevant
features) and explain how they work together
 Visuals What kind of illustrative graphics will you use?
 Conclusion Do you need to offer any further information? History? Warnings?
Context? Costs? etc.
 References Any sources used, or supplemental sources to suggest
 An Example
 Definition Curiosity Rover – a NASA robot designed to explore Mars
 Function Travels around the Gale Crater on Mars, collecting data to send back to Earth.
Its mission is to see if Mars could ever have supported life, and if humans could survive
there someday
 Overview Car-sized, 6 wheel robot, about 7’ tall, with a roughly square chassis that has
several appendages connected to it that house sensors of various types
 Components
 Main body protects the computer, electronics and instrument systems
 “Neck and head” like a mast coming out of the centre of the chassis, this houses many
of the rover’s cameras
 Six legs – “rocker bogie” design – wide apart, allows all wheels to remain on uneven
terrain
 Arm – roughly 7 ’ long, (with “shoulder, elbow and wrist” joints), with a “hand” at the
end, extends out of the front of the chassis. This contains many tools for drilling,
collecting samples, etc.
 “Tail” – contains radio-isotopic power source that powers the rover
 Describe technically the latest cellphone. (4)
 Prepare technical description of any one tool, mechanism or a piece of equipment
of your choice with useful information and a clean diagram. (3)
 Vishwakarma Government Engineering College, Chandkheda
Sem-3 (Effective Technical Communication, 3130004)
Unit : 2 Technical Writing
Faculty : Dr Vaseem G Qureshi

2.4_Business Letters
 Letter Writing 1 Part 1 https://www.youtube.com/watch?v=57CkWCrI5ek
 Letter Writing 1 Part 2 https://www.youtube.com/watch?v=lOgWfIo5v5g
 Letter Writing 1 Part 3 https://www.youtube.com/watch?v=uUfbvBfZB6I
 Letter Writing 2 Part 1 https://www.youtube.com/watch?v=mU7Mg_mGGI8
Letter Writing 2 Part 2 https://www.youtube.com/watch?v=PzOO_XcCe_4
Letter Writing 2 Part 3 https://www.youtube.com/watch?v=KsM0eAAi59g

 Being a Grievance Redressal Officer in a cellphone service center of a famous

brand, Address the complaint about the poor work/service of a cellphone from a
customer through a letter. (7)
 Your company has ordered 50 computers. On receiving the consignment, you
came to know that three computers are not found as per configuration sent. As
manager, write a letter of complaint to the manager, ABB Corporation,
Hyderabad. (3)
 Write a complaint letter to Cozy Wooden Furniture, Ahmedabad asking for
compensation as you found the delivered furniture in damaged condition. (7)
 You are a Project Director of a subsidiary mission of the Chandrayaan-II. Under
your guidance, your team achieved a marvelous feat. Appreciate the efforts of
your team by drafting a letter. (7)

2.5_Agenda, Minutes of Meeting

 Meetings are vitally important – if done well.
 Meetings help people feel included, trusted, and that they are important team
members, as well as giving them the opportunity to contribute to the success of
our companies.
 AGENDA
 Identify the meeting's goals.
 Ask participants for input.
 List the questions you want to address.
 Identify the purpose of each task.
 Estimate the amount of time to spend on each topic.
 Identify who leads each topic.
 End each meeting with a review.
 MINUTES of Meeting
 Also known as protocol or note, minutes are the live written record of a
meeting.
 They include the list of attendees, issues raised, related responses, and final
decisions taken to address the issues.
  Define the term ‘agenda’ and ‘minutes’. Discuss their significance with reference
to meetings. (3)
 A meeting will be conducted to finalize the place and time to establish a new
project/plant of the company. Draft agenda of meeting with invitation. (4)
 A meeting was organized to plan the annual tech-fest of your institute. Agenda like
selection of events, getting finance and forming the faculty and student committees
were discussed during the meeting. Prepare minutes of the meeting. (7)
2.6_Resume
 Let’s Begin with a VIDEO
◦ How to Write a Resume | For Freshers & Experienced People (Step-by-Step
Tutorial)
◦ https://www.youtube.com/watch?v=y8YH0Qbu5h4
◦ Time : 12:55 (mn:sd)
 RESUME
◦ Resume is a word originated from the French word.
◦ Education, skills & employment summarized together is called a Resume.
◦ A resume is an outline of what you are and does not list down all details of a
profile, but showcases specific skills customized to the target job.
◦ Usually details about a person are broken into bullets & written in the third
person to appear objective and formal.
 CURRICULUM VITAE (CV)
◦ Curriculum Vitae are words originated from a Latin word.
◦ CV contains details which are more relating to education and life.
◦ It is a more in depth details than a resume.
◦ It may be 2-3 pages or even longer depending on one ’s requirement.
◦ It covers all details in a chronological order.
◦ It covers general talent rather than specific skills for any specific positions.
 BIO-DATA
◦ Bio data is nothing but an old fashioned terminology for Resume or CV.
◦ Bio Data is the short form for Biographical Data and is an archaic
terminology for Resume or C.V.
◦ In a bio data, the focus is on personal particulars like date of birth, gender,
religion, race, nationality, residence, marital status etc. other than
education and experience.
◦ At times Bio-data also includes applications made in specified formats as
required by the company.
◦ The term bio-data is mostly used in India and are usually used while
applying for government jobs.
 A resume is a one page summary of your work experience and background
relevant to the job you are applying to. A CV is a longer academic diary that
includes all your experience, certificates, and publications
 Various Components
◦ Contact Details
◦ Profile
◦ Career Objectives
◦ Educational Qualification
◦ Other Qualification
◦ Project Details
 ◦ Major Skills
◦ Internships/Workshops/Experience
◦ Other Achievements, Credentials
◦ Strengths/Interests
◦ Personal Details
◦ References
 Let’s Begin with a VIDEO
 How to write a professional resume for freshers
 https://www.youtube.com/watch?v=G82iTeIL46Y
 Time : 07:22 (mn:sd)
 HOW TO WRITE A RESUME
 Pick a resume format with the sections you need
 Always include contact information, work experience, and education
 Use traditional headings for maximum compatibility
 Include applicable skills directly from the job description
 Replace basic job duties with impactful accomplishments
 Don’t include an outdated objective statement or references section
 Proofread and double-check what you’ve written
 Save the resume as a DOCX file (preferred) or PDF.
 Tips
 1. Organized Format
 2. Correct Spelling/Grammar
 3. Professional Attitude
 4. Objective Keywords
 5. Keywords From The Job Description
 6. Brief Explanations For Employment Gaps And Layoffs
 7. Relevant Job/Internship/Volunteer History
 8. Effective Use Of Space
 9. Customized Cover Letter
 10. Realistic Expectations

 You are a final year student of Engineering. You have come across an
advertisement for the post of an executive engineer. Draft a resume along with a
cover letter to be sent to the company. (4)
 Prepare a cover letter and your resume to attach with it. (7)

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