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Technical Reports

Technical Reports. Communicating your information. Guidelines for Effective Writing. Plan and organize thoughts before writing Prepare an outline (logical, clear purpose) Avoid boring structure (break into sections) Support ideas by examples, data, evidence

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Technical Reports

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  1. Technical Reports Communicating your information

  2. Guidelines for Effective Writing • Plan and organize thoughts before writing • Prepare an outline (logical, clear purpose) • Avoid boring structure (break into sections) • Support ideas by examples, data, evidence • Use appropriate placement of figures and tables • Passive voice (not “I” or “we”) • Strive for brevity and clarity – be concise

  3. Guidelines for Effective Writing • Adapt your writing style to audience • Avoid use of slang and fad words • Do not use contractions • Avoid redundancies (really important vs. important) • Avoid euphemisms (vertically challenged vs. short) • No spelling errors and good grammar

  4. Letter of Transmittal* Cover/Title Page* Table of Contents List of Figures Executive Summary* Introduction Body of Report** Acknowledgements Appendix References* * Essential Report Sections

  5. Body of Report Introduction Executive Summary Cover/Title Page References List of Figures Table of Contents Letter of Transmittal Order of Development

  6. Introduction • Indicate the purpose of the report and give a brief overview of the contents. • Don’t dive into the thick of the discussion

  7. Body of the Report • The reason the report is being written • The “content” is here • Broken into sections • Define problem, issue, etc • Background information • Literature Review • Theory, Method, Procedure, Equipment • Observations, Data, Findings, Results • Conclusions

  8. Body of the Report • Background: Set the stage; explain the background of context of the report • Literature Review: What did your research of literature on the subject find? • Theory, Method, Procedure, Equipment: How did plan to do your experiment or validation of claim?

  9. Body of the Report • Observations, Data, Findings, Results: What happened when you ran the experiment? What were the results? The data may be shown in tables and/or graphs. What does the data show? • Conclusions: Based on the data and analysis of the data, what did you learn? Do not forget to list information sources and identify information from others that you used in your report

  10. Body of Report • Supporting Materials (may be in appendices) • Drawings and details • Material specifications • Supporting calculations or modeling results • Other materials the client may require

  11. Executive Summary/Summary • Give the reader a short statement of issue/problem, experiment, and results • Reader uses to determine whether to read report • Written after body of report is completed • Includes no information that is not in the other parts of the report • No more that one page long

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