Principle of Technical Report Writing

PRINCIPLES OF
TECHNICAL
REPORT
WRITING
ENGR. O.D. ATOYEBI

Writing involves 2 basic
tasks:
tasks:
1. Finding something to say

tasks:
1. Finding something to say
2. Saying it Clearly, Simply and Effectively

This task can be broken down to
manageable components which
embodied the fundamental principles of
report writing.
PRINCIPLE
NUMBER 1
FINDING
SOMETHING TO SAY
FINDING SOMETHING TO SAY
PRINCIPLE
NUMBER 1
Having something worthwhile to

communicate to others is a fundamental
requirement on writing anything- a
memorandum, a letter, a feasibility
report or a journal article.
PRINCIPLE
NUMBER 1
There are two cases:

1. Topic given or can be easily
determined.
2. Subject area or field of study given;
Topic to be determined
PRINCIPLE
NUMBER 1
It is a Bad practice to write

without gathering enough
information, relevant files and
reference materials for
background information.
PRINCIPLE
NUMBER 1
Steps to take in finding what to say/write:
1.Consult Dictionaries, encyclopedia etc
2.Do extensive literature search on previous works
3.Visit locations relevant to the importance of work.

PRINCIPLE
NUMBER 2
DETERMINE THE
READERSHIP
DETERMINE THE READERSHIP
PRINCIPLE
NUMBER 2
Determining the level of readership or

audience in the case of oral presentation
is key to technical report writing.
PRINCIPLE DETERMINE THE READERSHIP
NUMBER 2
The writing should be aimed at a specific level

of readership in terms of the following:
1. Appropriate choice of vocabulary

2. Type of graphic aids used
3. Quantum and quality of information provided
NUMBER 2
Primary School
Pupils
Environmental
Engineering SEWAGE Secondary School
Consultants TREATMENT Students
University
Audience
NUMBER 2
As a general rule, the writer should

determine the level of readership
before proceeding to write; assuming
that the reader is intelligent and is
interested in getting useful
information from the paper.
DECIDING THE
PURPOSE AND SCOPE
PRINCIPLE
NUMBER 3
Readable reports can only be
produced unless and until the
writer has decided what the
exact purpose of the report is.
PRINCIPLE
NUMBER 3
DECIDING THE PURPOSE AND SCOPE
With the purpose firmly
established, the writer is in a
position to ensure that every
sentence makes a clear
contribution to the fulfilment of
that purpose and makes it at the
right time.
PRINCIPLE
NUMBER 3
SCOPE of the report is also
often stated in addition to the
purpose
PRINCIPLE
NUMBER 3
SCOPE
•is to define the limit of treatment
or coverage given to the subject.
PRINCIPLE
NUMBER 3
SCOPE
•is indicated either by listing or
stating the objectives in details, in
which case whatever is not listed is
deemed to be excluded; or by
stating specifically the areas not
covered.
PRINCIPLE
NUMBER 3 DECIDING THE PURPOSE AND SCOPE
The statement of objective and
scope may be a sentence, a
paragraph, or several
paragraphs, depending on how
much detail is deemed
necessary in a particular
situation.
PRINCIPLE
NUMBER 3 DECIDING THE PURPOSE AND SCOPE
PRINCIPLE
NUMBER 4
USE OF LANGUAGE
PRINCIPLE USE OF LANGUAGE
NUMBER 4
The task of determining the readership and deciding

the purpose and scope of a report is generally called
READER ADAPTATION
NUMBER 4
READER ADAPTATION
Means writing the report to suit the needs,
knowledge and interests of the reader.
NUMBER 4
Using language that is simple, concrete and

familiar which when super-imposed on
READER ADAPTATION
enriches it, and, together they result in clear
and effective communication.
PRINCIPLE
NUMBER 4
RULES/GUIDELINES IN THE USE OF LANGUAGE IN

FORMAL TECHNICAL WRITING
PRINCIPLE
NUMBER 4

1.Keep Style Impersonal
Emphasis should be placed on the action or the

subject matter rather than on the person who
took the action
.....I collected and analysed fifty
samples..........
Fifty samples were

collected and analysed
PRINCIPLE
NUMBER 4

2. Use Simple, familiar words
Avoid the use of high-sounding words and show

preference, instead, for simple, concrete,
concise, familiar words.
.......you are a sophisticated rhetorician
intoxicated with the exuberance of your
own verbosity..............
PRINCIPLE
NUMBER 4

3. Avoid using vague words
Use words that convey the exact meaning

intended or demanded.
PRINCIPLE
NUMBER 4

4. Guard against miscellaneous
pitfalls
Pitfalls are : Spelling errors and structurally

deficient sentences
THANK YOU

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PRINCIPLES OF

ENGR. O.D. ATOYEBI

1. Finding something to say

1. Finding something to say

2. Saying it Clearly, Simply and Effectively

Having something worthwhile to

There are two cases:

It is a Bad practice to write

Steps to take in finding what to say/write:

1.Consult Dictionaries, encyclopedia etc

2.Do extensive literature search on previous works

3.Visit locations relevant to the importance of work.

Determining the level of readership or

The writing should be aimed at a specific level

1. Appropriate choice of vocabulary

As a general rule, the writer should

The task of determining the readership and deciding

Using language that is simple, concrete and

RULES/GUIDELINES IN THE USE OF LANGUAGE IN

RULES/GUIDELINES IN THE USE OF LANGUAGE IN

Emphasis should be placed on the action or the

Fifty samples were

RULES/GUIDELINES IN THE USE OF LANGUAGE IN

Avoid the use of high-sounding words and show

RULES/GUIDELINES IN THE USE OF LANGUAGE IN

Use words that convey the exact meaning

RULES/GUIDELINES IN THE USE OF LANGUAGE IN

Pitfalls are : Spelling errors and structurally

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