Technical Writing

ENGL 3153
Hale

Introduction to Short Reports and Headings

Both long and short reports have the same purposes:

1. To keep track of time

 To predict the length of a project, to notify recipient if a project is
off schedule
2. To preserve communication
 To keep lines of communication open between companies so that
any changes which affect the project will be passed along
3. To keep a record of the project and information communicated
 To create a “paper trail” and prove that work has been done
 To demonstrate that the client agreed to the work being done

Differences between long and short reports:

SHORT REPORT LONG/FORMAL REPORTS

 1 to 8 pages in length  8+ pages in length

 Letter or memo format  More strict in format, and
 We will use letter format contains more elements
 May have sections with  Table of contents
headings  Appendix
 Introduction  Abstract
 Work completed  Executive summary
 Recommendations  Cover letter
 Often report test results or  Usually comes after a long
other short project results project is completed

Basic elements of a test report:

1. The subject line should identify the test upon which you are reporting
2. The purpose of the test (unless it is obvious to the reader) should be explained
3. If it is helpful to the reader, outline the test procedures
4. Present the data, the results of the test
5. If an interpretation is necessary, provide an interpretation of the implications of
the results.
6. Provide any recommendations you have on the basis of the report
Four Considerations for Preparing a Report:

1. Understand what you want your readers to know

2. Understand their perspective on the information you will present
3. Apply your knowledge of how people read presentations to your report of
information
4. Choose content, style, and tone with attention to the specific audience(s), the
message, and your relationship to both the audience and the message

Further Considerations:

 What is the audience most interested in? Budget? Technical details? Or?
 What is the audience’s prior knowledge
 Of the subject matter (technical knowledge, in general)
 Of this particular project
 Of previous information generated in the project

Functions of a Short Report:

 To recommend (our assignment is a recommendation)
 To report progress
 To report difficulties

Components of a Short Report:

1. Subject line—very much like the “title” of the document
2. Purpose statement—not just one sentence, several sentences together
 Report the project problem—the larger project and the specific
problem
 State the rhetorical purpose—why the report is being written
 To recommend? To Inform? To report feasibility?
 Describe the technical task—summarize the individual procedures or task
being undertaken to solve the problem.
3. Provide the context—this may be a part of the purpose statement, but it should involve
explaining the surrounding circumstances, perhaps a brief narrative of events leading up to the
present problem or previous attempts to solve the problem.
4. Present the data—often, this is done in a table or figure.
5. Interpret the data and draw conclusions—you must keep an eye towards who
will be reading the report and be sure that this section is understandable to the
individual who will read it (is it at his/her level of expertise?).
6. Make recommendations

NOTE: We will use a business letter format for our short reports in this class.