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Definition and purpose of reports Format and parts Test 2
Lesson plan
By the end of this lesson, you should know:• The difference between formal and
informal reports• What technical reports are• That different sections of a technical report• How to number the content page
Lesson objectives
Report Types and Characteristics
Informal reports Generally brief Often formatted as memos or letters. Memo reports communicate information
to individuals within an organization. Letter reports use letter format to present
information and make recommendations.
A formal report consists of:I. Title pageII.Authorization messageIII.Transmittal messageIV.Table of contentsV.List of illustrations
VI. AbstractVII. BodyVIII. GlossaryIX. AppendixX. BibliographyXI. Reference list
There are:
Several pagesMultiple levels of headingsVisual aids
Types of written reports Three types of common reports are1. Progress2. Periodic3. Technical
Progress report (also called status report)-- to inform readers about the status of a particular project-- an update on significant events and changes affecting a
project-- can be upwards or downwards/horizontal
Assist managers in monitoring or making decisions about a project
Keep participants and other interested parties informed
Periodic report -- Provides with updated information at
regularly scheduled intervals. -- It may be daily, weekly, monthly,
quarterly, or annually -- No set format, may use pre-printed
forms
And then there is the…
Technical reports include various types of "technical" information.
EXAMPLES:◦ FORENSIC REPORT –to report why a design or
piece of equipment failed◦ DESIGN REPORT – to write about a design you
created.
Technical reports
Present facts and conclusions about your designs and other projects. ◦ includes research about technical concepts as
well as graphical depictions of designs and data. ◦ follows a strict organization.
when other engineers read what you write, they can quickly locate the information that interests them the most.
Definition of a Technical Report
The most likely audience for the technical reports you produce is other engineers with a background similar to yours. ◦ they are more likely to understand the
terminology you use. ◦ always evaluate who your readers will be before
assuming they will understand your jargon. ◦ Consider how your readers will use your report.
Audience
1. What is a Technical Report?2. Why must a Technical Report follow strict
organisation?3. If you are writing your report for the public,
how should you write your report?4. If you are writing your report for other
engineers, how should you write your report?
Technical Reports have an organized format because a majority of your audience may not read the entire report in one reading. ◦ This specific format allows readers to quickly
locate the information they need. ◦ Most technical reports include the parts listed in
the next page.
General Format
Transmittal letter Title page Abstract / Executive summary Table of contents List of figures & List of tables Report body References Appendices
Parts of a Report
Transmittal letters often accompany reports and inform readers of a report's context.
Typically, the letter includes information not found in the report. ◦ For example, the letter contains information about
the particular project and/or due dates.
Transmittal Letter
A Transmittal Letter is a business letter and should be formatted accordingly; ◦ that is, you should include the recipient's address,
your address, a salutation and closing. Depending on the project, you may also
need to include contact information.
Transmittal Letter
Business Letter Format
We are submitting to you the report, due December 13, 2010, that you requested. The report is entitled CSU Performing Arts Center. The purpose of the report is to inform you of our design decisions for the center. The content of this report concentrates on the structural and acoustical aspects of the CSU Performing Arts Center. This report also discusses cable-stayed technology. If you should have any questions concerning our project and paper please feel free to contact Mike Bridge at 491-5048.
Sincerely,Mike BridgeLead Engineer
should always include a title clearly identifying the report
should be descriptive and accurate, but not wordy.
Title Page
Example of a Title Page
THE EFFECTS OF RURAL POPULATION SHIFTS TO HIGH DENSITY URBAN AREAS
Submitted to
Azrin AzizHead of Department
Town Planning Council
Prepared byHasnida Idris
Town Planning Board
2 April 2009
1. List down the general format of a Technical Report according to the sequence.
2. What is a Transmittal Letter?3. How should you write a Transmittal Letter?4. What should you write in a Transmittal
Letter?5. What should be written in the Title Page?
Abstract Abstract is the essence of your report, its
length corresponds with the report's length.◦ 2%-5% of the report
should give a true, brief description of the report's content.
An abstract is necessary for a report of 10-50 pages long.
most important purpose of the Abstract is to allow somebody to get a quick picture of the report's content.
Example Abstract
MASK Engineering has designed a performing arts center for the CSU campus in order to provide a complex that will better serve the campus and the community. This facility will not only improve the performing arts programs on campus, but will encourage students and community members to attend more cultural events in Fort Collins. 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. The total area of the complex is 56,500 square feet split into three levels.
Executive Summary Written for readers who do not have time to
read the entire technical report. 5%-10% of the report. Can be anywhere from 1-10 pages long,
depending on the report's length. Summarize the key points and conclusions
from your report.
Executive Summary After reading the exec. Summary, the
reader should know the essentials of the report and be able to make a decision.
Some reports only include an abstract while others include an executive summary.
includes all the headings and subheadings in your report and the page numbers where each of these begins.
When you create a Table of Contents, one of the most important decisions you have to make involves design.
Table of Contents
A good Table of Contents distinguishes headings from subheadings and aligns these with the appropriate page numbers. ◦ you should pay attention to capitalization,
spacing, and indentation. One of the purposes of the table of contents
is to give readers a visual map of the document. ◦ They can look at this before they start reading
and know where things fit. Refer to example of table of contents
Table of Contents
You need to use a good numbering system to arrange the information in your report.
There are two types of numbering systems:◦ the Alpha-Numeric system
This system uses a combination of the alphabet and arabic numbers
◦ the Decimal system Uses the decimal points in numbers
Numbering system
I. IntroductionA. Background
1. Twenty years backa) Population shifts
i. Northern states2. Xxxxxx xx xxxx
B. Xxxxx xx xxxx1. Xxxx xxx
a) Xxxi. XXxxx
2. Xxxxx XXxxxx
II. Reasons for rural-urban migrationA. Poverty
1. Low wages
Example of the Alpha-Numeric system
Example of Decimal system1.0 Introduction 1.1 Background
1.1.1 Twenty Years Back 1.1.1.1 Population Shifts
1.1.1.1.1 Northern States
2.0 Findings 2.1 Rural Findings
2.1.1 West Coast 2.1.2 East Coast
2.2 Urban Composition2.2.1 Ipoh2.2.2 Klang Valley
3.0 Conclusions
4.0 Recommendations
These two separate lists assist readers in locating your photos, drawings, tables, graphs and charts.
Like the Table of Contents, you need to present both of these in an organized, appealing format.
you can shorten a figure or table's title when you create these lists.
Refer to list of figures example
List of Figures and List of Tables
What is an Abstract? What’s the difference between an abstract
and an executive summary? Why is Table of Content important? How many types of numbering system are
there?◦ Name them
Typically presents an Introduction, various other sections, depending on your topic, and a Conclusion.
Example:
Body of the report (Main section)
Introduction
Method of investigation / testing
Results and discussion of findings
Conclusion
Throughout the body, you should include text (both your own and research from other sources), graphics, and lists.
Whenever you cite information or use graphics from another source, you must credit these sources within your text.
Refer to example of body
Body of the report (main section) (cont.)
Whenever you cite information (this includes graphics) from another source, you must credit the source in your References.
Be consistent in your referencing style. Some sources for more referencing
information:◦ http://www.lib.unimelb.edu.au/cite/eng/index.html◦ http://engineering.library.cornell.edu/services/Cita
tion-Style-Guide◦ http://owl.english.purdue.edu/owl/
References
References:Example:Barragy, E., Walters, R., and Carey, G. F. (1995). "Tital
simulation using conjugate gradient methods." Finite Element Modeling of Environmental Problems: Surface and Subsurface Flow and Transport, G. F. Carey, ed., Wiley, West Sussex, Eng., 115-135.
Chern, C. (1969). "Ultimate strength of transversely and longitudinally stiffened plate girders." PhD thesis, Lehigh University, Bethlehem, Pa.
Chiu, H. S., Chern, J. C., and Chang, K. C. (1996a) "Long-term deflection control in cantilever prestressed concrete bridges. I: Control method and algorithm." J. Engrg. Mech., ASCE, 122(6), 489-494.
include information that is too large to fit within your report, yet information necessary to your report. ◦ large graphics, computer print-outs, maps, or
sample codes Appendices always appear at the end of a
report.
Appendices
When deciding to place information in an appendix, ask yourself, "Are there reams and reams of figures that are best put in an appendix or will using a small number of figures integrate better throughout the text?"
Appendices
and "Do I have a source document that’s very critical to the report I want to attach to it, a data report or letter that is secondary to the actual writing, but not secondary to the major issue of the report?"
Appendices
provide illustrated information to readers. make it easier for readers to understand
your report. Deciding when to insert a graphic depends
on the information you need to convey. ◦ For example, as you're writing your report, you
find yourself struggling to describe a complex concept. Fitting your description within a few paragraphs is impossible, so you decide to create a graphic.
Graphics
graphics are useful when concepts, designs, or processes are too complex or cumbersome to describe in written or oral form.
Graphics
What information should you include in the body of your Technical Report?
If you borrow information from other sources, what should you do?
What is the Appendices page for? If it is difficult to explain or describe a
certain information but the information is important, how should you include the information in your report?
For more information and examples:(available in the library)
Refer to• Davies, J. W. (2011). Communication skills: A
guide for engineering and applied science students (2nd ed.). New York: Prentice-Hall.
• Ingre, D. (2008). Engineering communication: A practical guide to workplace communications for engineers. Victoria: Thomson.
• Van Emden, J. (2005). Writing for engineers (3rd ed.). New York: Palgrave Macmillan.
THE ENDThank you
