Technical Report Writing Lecture Notes PDF

TECHNICAL REPORT WRITING DR:OSAMA YASSIN ABBAS LECTURE OF PHYSICAL THERAPY FACULTY OF PHYSICAL THERAPY SPHINX UNIVERSITY LEC. 2 1. Writer Terms. 2. 10 rules of good writing. 3. Characteristics of good report 4. Data Collection.  SCIENTIFIC REPORT WRITER The quality o...

TECHNICAL REPORT WRITING DR:OSAMA YASSIN ABBAS LECTURE OF PHYSICAL THERAPY FACULTY OF PHYSICAL THERAPY SPHINX UNIVERSITY LEC. 2 1. Writer Terms. 2. 10 rules of good writing. 3. Characteristics of good report 4. Data Collection.  SCIENTIFIC REPORT WRITER The quality of the scientific report depends to a large extent on its writer, as he must meet a set of necessary conditions in order to be able to write a good report. In addition, the reader of the scientific report is often specialized in the field of the report itself, which prevents the possibility of concealing any of its defects. WRITER TERMS 1. Full knowledge of the scientific bases of the subject of the report, and this will not be achieved unless the report writer is specialized in its subject and has scientific and practical experience that qualifies him to write on it. 2. The writer's knowledge, whether in the field of the report or other areas related to it, makes him more giving and enables him to put what he writes in the context of what others have already written. 3. Reading the latest reports issued on the subject of the same report to be written, in order to ensure that the writer does not repeat what was preceded by others and to be familiar with the latest theories, research, ideas and applications in his field of interest. 4. Academic honesty when presenting the opinions of others so that he does not attribute them to himself, except that the writer has the right to comment on what others have reached and he may accept or reject it. 5. Scientific impartiality when scholars’ opinions differ on a particular topic. When approaching this topic, the writer must present various opinions, explaining the elements of strength and weakness in each of them, and in the end, he has to express his personal opinion and the reasons on which he is based. 6. Familiarity with the various methods of conducting a scientific study, whether theoretical or practical, as well as the methods of collecting information, analyzing and presenting results, and how to draw conclusions. 7. Mastering the technique of writing and producing reports in terms of tabulation, sequence, style, how to refer to references, and the way to add figures and images, as well as tables. 8. Proficiency in the language used to write reports so that the writer can express in a simple manner without resorting to exaggeration, as well as avoiding linguistic errors as they cause a low level of the report.  If some or all of these conditions are not met by the author of the scientific report, the report may contain any of the following defects: 1. Containing false or inaccurate scientific information. 2. It contains contradictory information. 3. It contains unscientific methods of proof. 4. Ambiguity in the presentation of scientific facts. 5. Citing unconfirmed facts or theories. 6. Underestimating the reader. 7. The thinness of the linguistic method used. 10 RULES OF GOOD WRITING 1. Realizing that all good writing must have a clear purpose. 2. Realizing that a little is better than a lot which can bore your reader. 3. Understand that the most important information belongs to the beginning of your report. 4. To avoid all errors in grammar, punctuation, and spelling. 5. Think about what the reader wants before you start writing. 6. Make an impact on your readers by making your writing powerful. 7. Don't use difficult and complicated words when you can use what is easy and smooth. 8. To leave all data and information that are not related to the purpose of your report. 9. To use words and formula to breathe life into your writing. 10. Never assume that your reader knows more than he really knows. CHARACTERISTICS OF A GOOD REPORT  1. Suitable Title:  A suitable title has to be provided to each report according to the nature of contents. It should also highlight upon its origin and the person for whom it is being prepared.  2. Simplicity:  The language shall be as simple as possible so that a report is easily understandable. technical words should be avoided. Even in a technical report there shall be restricted use of technical terms if it has to be presented to laymen.  3. Clarity:  The language shall be lucid and straight, clearly expressing what is intended to be expressed. For that the report has to be written in correct form and following correct steps.  4. Brevity:  A report shall not be unnecessarily long so that the patience of the reader is not lost and there is no confusion of ideas. But, at the same time, a report must be complete. A report is not an essay. 5. Positivity: As far as possible, positive statements should be made instead of negative ones. For example, it is better to say what should be done and not what should not be done. 6. Punctuation: Punctuations have to be carefully and correctly used otherwise the meaning of sentences may be misunderstood or misrepresented. 7. Approach: There are two types of approaches: (a) Person—When a report is written based on personal enquiry or observations, the approach shall be personal and the sentences shall be in the first person and in direct speech, (b) Impersonal—When a report is prepared as a source of information and when it is merely factual (e.g. a report on a meeting), the approach shall be impersonal and the sentences shall be in the third person and in indirect speech. 8. Readability: The keynote of a report is readability. The style of presentation and the diction (use of words) shall be such that the readers find it attractive and he is compelled to read the report from the beginning to the end.‟ Then only a report serves its purpose. A report on the same subject matter can be written differently for different classes of readers. 9. Accuracy: A report shall be accurate when facts are stated in it. It shall not be biased with personal feelings of the writer. 10. Logical Sequence: The points in a report shall be arranged with a logical sequence, step by step and not in a haphazard manner. A planning is necessary before a report is prepared. 11. Presentation: A report needs an attractive presentation. It depends on the quality of typing or printing as well as quality of paper used. Big companies make very attractive and colorful Annual Reports. 12- Consistency: A report should be prepared for many years from the same type of information and statistical data. If so, there is a possibility of preparing a report in consistency. It is possible if same accounting principles and concepts are used for collecting, classifying, tabulating and presenting the information. The usage of report is increased through consistency. 13. Routine Details Every report should contain the routine details like the period of time of preparing report, the period covered in the report, date of presentation of report, the units of information, the name of the person preparing and presenting it, names of persons to whom it is being submitted. etc. 14. Timeliness A report should be prepared and presented within the stipulated time. If a report is received late, there is no meaning of preparing such report and no use for management. If the report is presented in time, necessary actions may be taken. 15. Up to Date A report should contain latest information. Even though, excessive information cannot be included in the report. It means that report should be kept up to date which are necessitated by the changing conditions  Before writing the report, it is imperative for the report writer to collect all the information and data that he will present and then analyze to reach conclusions that he will highlight at the end of his report.  The data collected can either be in the form of numbers, mathematical equations, definitions, information, theories, graphics, figures, pictures, tables, lab results, or statistics. Below is a brief explanation of a number of ways to collect this information: 1. Consultation of References: References are a major source for gathering information, and the report writer must verify the value of the reference based on it, and review it himself. 2. Consultation and discussion of specialists in the field of the report itself by attending seminars and scientific conferences. 3. Contacting scientific or research centers that are interested in the same field of report. 4. Field Experiments: When it is not possible to conduct experiments in a laboratory, whether due to a lack of laboratory capabilities, the experiment is conducted on site, and the experiment in this case is considered a field experiment.