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Technical Report Writing Dr:Osama Yassin Abbas Lecture of Physical Therapy Faculty of Physical Therapy Sphinx University Lec. 1  Basic course information course code : GEN 201 course name: Technical Report Writing course credit: 2 credit hours  TOTAL Mark 100 Final E...

Technical Report Writing Dr:Osama Yassin Abbas Lecture of Physical Therapy Faculty of Physical Therapy Sphinx University Lec. 1  Basic course information course code : GEN 201 course name: Technical Report Writing course credit: 2 credit hours  TOTAL Mark 100 Final Exam Mid term SW 60 20 20  Course objectives Learning to work in a technical environment for producing technical reports that would be a part of their job. Writing a technical report for a relevant case. Using technical words, technical terminology and sentence structures that focus on the relevant facts. Informing a reader about a specific practical matter. Improving writing report skills.  Objectives 1. What is the technical report ? 2. Why using technical report ? 3. How writing technical report ? 4. Important characteristic's of technical report ? 5. Types of technical writing ? 6. Structures o technical report ?  Definition A technical report is a formal report designed to convey technical information in a clear and easily accessible format. It is divided into sections that allow different readers to access different levels of information.  A written presentation of a set of facts related to a particular topic or problem, and includes an analysis, suggestions and recommendations in line with the results of the analysis.  Documentation includes a study of a problem, with the aim of conveying and giving the information and results of the study from to provide ideas and recommendations. The ability to produce a clear, concise, and professionally presented report is a skill you need to develop.  Why learning technical report? Propagate the knowledge. Building on existing knowledge. Co-workers/ team members To explain the project information for various audience. To make intelligent decisions that will effect a company's future. Documentation of your project. Good project work could be ruined by a poor report.  How writing a technical report ? introduction to technical report. intended audience of a technical report. types of report. 7 C s of effective communication. formal letter writing. Stages of technical writing. Note writing Narrative or story writing  Properties of technical writing A report is like a story: it must have a beginning, middle and end but the middle is the actual story. The external structures does not only relate the sequences of the elements, but also relate the relationship between the elements and the importance and the size of each. The introduction must not be too long. Emphasis should be placed on the central chapter. Central chapters must not be over powered by the appendices. The conclusions should follow the central chapters and justify it.  Important characteristics of technical writing Audience focused: specific audience (an individual or group). Rhetorical or graphical, influential, focused and problem oriented. Expert/ professional: reflects the objective, morals / ethics and goals. Design centered: such as visuals, graphics, font, colors, and spacing to make a document interesting, good- looking, usable and understandable. Study, research and technology oriented. Ethical: copyright laws, contract laws, and trade mark law.  Length of a technical report  A formal report varies in length as: – Short report may be presented in memo or note format (brief summary of activities).  It can be written in letter format and finally a long formal technical report follow basic structure.  According to the need and requirements of order or audience and purpose, the length and format of the report is selected.  Types of technical writing 1) Proposal 2) Technical report 3) Regulation / rules 4) Manuals 5) Request 6) Memo/note 7) Procedures 8) Progress reports 9) E mails  Report structure  Front cover  Title page  Letter of transmittal  Tables of contents ( list of figures and tables, and acknowledgment)  Summary/ abstract key words  Introduction  Discussion  Conclusion  Recommendations  Bibliography/ references  appendices  Types of Scientific Reports There are many types of scientific reports, which will be divided into: A. Report format. B. Value of the report. C. Topic of the report. D. Degree of popularity of the report. E. Report sequence. F. Method of presentation. A 1. Oral Report: This type of report is submitted to the head of the business or to a general meeting. 2. Memo: The memo is prepared on the basis of an assignment or on the initiative of its writer to briefly present the various aspects of a particular topic. 3. Official Letter: It is a letter addressed by or to an official institution that includes a request, question, suggestion, information, response to a previous official letter. The letter is formulated in a formal and concise manner. 4. Periodical Report: It is a report that is prepared for each specific time period (daily, weekly, monthly or annually). The time period after which the report is repeated, is determined according to each case. Due to the repetition of many data, in this type of report a printed form is prepared that includes spaces in which the required data is recorded. 5. Elaborated Report: It is a report that is considered an important business and consists of a set of initial pages. Examples of this type of report are theses or university theses. B. Value of the report 1. Simplified Report: The scientific material is presented in a simple manner without going into minute details, and this type is considered one of the most important means of disseminating knowledge on a large scale. 2. Registration Report: This is to record the facts of a particular event according to the sequence of its occurrence. 3. Conception Report: This report is prepared by specialists in a specific field to express an opinion on a topic on which opinions differ. 4. Academic Report: This report is prepared within universities or higher scientific institutes in order to complete the requirements for obtaining university degrees, such as master’s theses and doctoral theses. 5. Original Report: This report is prepared by an author who himself came up with information, theory, scientific or applied method, and no one preceded him.  C. Topic of the report 1. Technical Report: This report is considered a means of communication between workers in one technical field. Therefore, specialized technical terms are used without the need to clarify their meaning. 2. Statistical Report: This report is prepared on the follow-up departments in the production factories or on the official departments, and includes data on the quantity of production, the population census, and consumption rates. 3. Consultation Report: This report is prepared by persons with a high level of experience in the field of interest upon the request of the responsible authority. 4. Analytical Report: This report is prepared by the management authorities and includes an analysis of statistical data with drawing conclusions that determine the extent to which the required objectives have been achieved. 5. Papers: Research papers are prepared by researchers and university professors and include their findings after conducting innovative research. These research papers are published in specialized scientific journals. They are also received in scientific conferences and are published within volumes of these conferences. 6. Internal Report: This report is circulated within the same establishment between its various departments and includes matters related to the workflow within the establishment. 7. External Report: This report is issued by a specific entity and directed to individuals or external parties. D. Degree of popularity of the report 1. Top Secret Report: This type of report includes matters related to the security and safety of society or to strategic or military relations between states. 2. Secret Report: This type of report includes military or economic matters of great importance, some industrial secrets in the face of foreign competition, or some recent scientific discoveries that can be exploited economically. 3. Confidential Report: It is allowed to circulate this type of reports between specific groups and it is prohibited to others, and the most important examples of which are medical examination reports. Disclosure of the information in these reports is considered a breach of the honor of the profession and the perpetrator is subject to being prevented from practicing it. 4. Public Report: This type of report is allowed to be published on the widest scale without restrictions, and the breadth of publication serves the intended purpose of the public report. Examples of this type of reports include: Research papers presented to scientific conferences. E. Report Sequence / Pattern 1. Chronological Pattern: The events in this type of reports are mentioned according to the chronological order of their occurrence, and this sequence is suitable for recording reports. 2. Spatial Pattern: The events are mentioned here according to their geographical locations, and this sequence is valid when comparing a particular phenomenon between multiple geographical areas. F. Method of Presentation 1. Hand Writing: The report is written by hand in original and as many carbon copies as needed, with a maximum of three copies. 2. Typing: Using a typewriter, whether mechanical, electrical, or computer. 3. Printing: The draft report is submitted to the printing press, where its letters are collected (manually or automatically) to then go through the steps of printing it and produce a number of copies as needed.