TECHNICAL WRITING

APPLICATION
 TECHNICAL WRITING APPLICATION

There are number of ways by which reports are classified as there are a number of
authorities who advocated of such classifications. Reports are grouped according to
length, content, purpose, format, frequency, formality and informality, and the like.
 INFORMAL REPORTS

Informal reports are generally short, sometimes have a fragmentary presentation of

data and consist of one to ten pages only. They are informal, relaxed, personal and at
times subjective. They use personal pronouns such as I and We.
THE SUBCLASSIFICATIONS OF INFORMAL REPORTS
1. Memorandum
2. Bulletins
3. Laboratory Reports
4. Field Reports
5. Periodic Reports
6. Letter Reports
 1. MEMORANDUM REPORTS

A. Simple Memorandum
A simple memorandum is different from a memorandum report. It serves as a reminder
of scheduled meetings, conferences or accomplishment of certain tasks. It is a very informal
communication between people of the same institution, company or organization.
A memorandum is a communication that makes needed information immediately
available.
The headings of a simple memorandum are the following:
To:
From:
Subject:
Date:
These headings may be typed in capital letters and may be arranged in different orders.
 1. MEMORANDUM REPORTS

B. Memorandum Report
The memorandum report is intended to give information. It is short and informal and
does not contain any visual material. It is primarily used within the institution, firm or organization.
In presenting a memorandum report, one uses the simple memorandum format. The
headings To:, From:, Subject:, and Date: are also used. They are typed in capital letters and are
written in different orders.
Typically, the memorandum report is initialed (after the word From: ) with the name of
the writer or it is signed at the end of the report.
 2. BULLETINS

The Bulletin is used to inform people within as well as outside the organization regarding
matters of permanent or great value such as change in policies, new rules and regulations,
changes in personnel and others. Bulletins are meant to be distributed to a great number of
readers.
 3. LABORATORY REPORTS

A laboratory report presents results of investigation, research or testing done in the

laboratory. It may be connected with any field of study chemistry, physics, electronics,
engineering, data processing and others (Laster & Pickett, 1981).
A laboratory report includes the purpose/s of an experiment as well as the results of this
experiment. Oftentimes, experiment results are not only given but are also applied to specific
problems or situations. Recommendations are also made.
PARTS OF A LABORATORY REPORT
A. Title Page
1. Name of the university/college/department
2. Course number
3. Title and number of the experiment
4. Name of the writer/s
5. Date when the experiment was conducted
 3. LABORATORY REPORTS

6. Date of submission
B. Body
1. Introduction
a. Objectives/purposes of the experiment
b. Theories
c. Instruments used
2. Procedure
3. Findings
a. Results
b. Conclusions
C. References/Bibliography
D. Appendix
 4. FIELD REPORTS

A field report usually provides the result of a visit to a particular location or site. Through
personal observation and experience, one can obtain information for a field report.
For instance, an engineer goes to the site where a highway is to be made to test the
soil. A report on what he gathered from his visit is called a field report. It gives an accurate,
objective explanation and analysis of a situation so that appropriate actions can be taken.
PARTS OF A FIELD REPORT
1. Review of Background Information
2. Account of Investigation
3. Analysis and Commentary
4. Conclusions and Recommendations
In organizing a field report, the following steps should be followed:
1. State the purpose of the report.
 4. FIELD REPORTS

2. State the specific place (site), facility or division that you observed.
3. State the aspects of the subject to be presented.
4. Give the results of the investigation.
5. Make your conclusions and recommendations.
Students or other individuals visiting some manufacturing firms or may also include the following
in their reports:
1. description and explanation of the companys physical layout
2. personnel
3. materials and equipment involved
4. individual activities that comprise the major function of the company
5. comments and suggestions
 5. PERIODIC REPORTS

A periodic report is written on a daily, weekly, monthly or quarterly basis. Different

formats may be used like: the memorandum format, the letter format, or formal report.
 6. LETTER REPORTS

The letter report is usually sent to someone outside the institution, firm or organization. It
follows conventional letter writing practices regarding the heading, inside address, salutation
and signature. Unlike the usual complimentary close, it contains the words Respectfully
submitted. A subject line is also included. Usually, a letter report is longer than a business letter.
 FORMAL REPORTS

A Formal report contains all the basic parts of a standard report format. It is long and
has a stylized format evolving from the nature of the report and the needs of the
reader. It has a preparatory and supplemental part.
TYPES OF FORMAL REPORTS
1. Proposal
2. Progress Report
3. Recommendation Report
4. Annual Report
5. Feasibility Study
6. Project Study
7. Research Study
8. Abstract
9. Manual
 1. PROPOSAL

Proposals may be simple that they can be presented in a letter format, or they may
take on an outline format. The more complex proposals require a full-length discussion.
According to Alcantara & Espina (1995), "a proposal is a written offer to solve a
technical problem in a particular way under a specified plan of management for a certain sum
of money.
ELEMENTS OF A PROPOSAL
1. Technical proposal written offer to solve a technical problem. It describes very specifically
the design or plan proposed, together with some alternate designs or plans.
2. Management proposal specified plan of management. It explains to the prospective
client how the entire project will be managed, tells who (specific name) will manage it and
suggests a time schedule for completion of the different phases of the project.
3. Cost proposal specified amount of money needed. This part gives the cost of labor and
materials item by item.
 1. PROPOSAL

TYPES OF PROPOSAL
1. Solicited Proposal
Submitted in response to an invitation to bid, sometimes called a "bid request", a "purchase
request", or a "request for proposal". These are published in business journals, official government
publications, or in the newspaper classified ads.
2. Unsolicited Proposal
These are sometimes made by a company in the hope that the idea or plan is excellent
enough to attract a potential client to buy the service or product being offered.
 1. PROPOSAL

PREPARING A PROPOSAL
1. Making a preliminary study. When a company receives an invitation to bid or request for
proposal, its technical staff will do the following:
a. Detailed study of the invitation to bid of the specifications, and of any related papers or
information such as briefing conference results or exchange of letters with the prospective
client
b. Study of background information like reports of field representatives who have visited the
prospective client company
c. Analysis of the probable competition
d. Strategic evaluation of the technical design or program to be presented
2. Developing a plan; writing an outline of the proposal which will also serve as the table of
contents for the proposal
3. Writing a rough draft and planning the illustrations, visual aids, and layout
4. Revising and renewing
5. Evaluation of the proposal
 1. PROPOSAL

Sample Outline of a Proposal

I. Introduction
A. Statement of the Problem
B. Recommendation or summary of proposed solution
C. Scope and plan of the report
II. Discussion of the recommendation or of the proposed solution in the light of specifications
or standards of judgement
A. Discussion according to standard no. 1
B. Discussion according to standard no. 2
III. Management Plan
A. Organization
B. Personnel
 1. PROPOSAL

IV. Cost Analysis

V. Company capabilities
A. Facilities
B. Experience
VI. Summary
 2. PROGRESS REPORT

A progress report is written to inform the management about the status of a particular
subject. It is written at a regular period. The length of this type of report depends upon the
number of activities to be reported, the frequency of submission, and the formality and
informality of the context. The writer of the progress report should see to it that the report is
complete and in its simplest form.
PARTS OF A PROGRESS REPORT
1. Introduction summary of the previous activities serving as background.
2. Body composed of a detailed description of the current activities.
3. Conclusions with its Recommendations
 2. PROGRESS REPORT

FORMAT OF A PROGRESS REPORT

Depending on the size of the progress report, the length and importance of the project, and
the recipient, the progress report can take the following forms:
1. Memo a short, informal report to someone within your organization.
2. Letter a short, informal report sent to someone outside your organization.
3. Formal Report a long, formal report sent to someone outside your organization.
In the progress report, any or all of the following are explained:
a) How much of the work is complete?
b) What part of the work is currently in progress?
c) What work remains to be done?
d) What problems or unexpected things, if any, have arisen?; and
e) How is the project is going in general?
 2. PROGRESS REPORT

IMPORTANT FUNCTIONS OF A PROGRESS REPORT

1. Reassures recipients that you are making progress, that the project is going smoothly, and
that it will be complete by the expected date.
2. Provides recipients with a brief look at some of the findings or some of the work of the
project.
3. Gives recipients a chance to evaluate your work on the project and to request changes.
4. Gives a chance to discuss problems in the project and thus to forewarn recipients.
5. Forces to establish a work schedule so that youll complete the project on time.
ORGANIZATIONAL PATTERNS FOR A PROGRESS REPORT
The recipient of a progress report wants to see what have been accomplished on the project,
what is being accomplished and what will be accomplished, and how the project is going in
general.
 2. PROGRESS REPORT

ORGANIZATIONAL STRATEGIES
To report this information, combining two of these organizational strategies, namely:
1. Time Periods
A progress report usually summarizes work within each of the following:
1. Work accomplished in the preceding period/s
2. Work currently being performed
3. Work planned for the next period/s
2. Project Task
Practically, every project is broken down into individual tasks.
3. Report Topics
For each of these topics, you need to explain the work you have done, the work you are
currently doing and the work you have planned.
 3. RECOMMENDATION REPORT

A recommendation report is made based on the assessment or evaluation of a certain

endeavor. Majority of its contents is interpretative. Although there is no prescribed pattern of
organizing a recommendation, it can be noted that the recommendation can be stated near
the beginning or at the end or even both. Its function is fixed. It is intended to persuade the
readers to give immediate action.
CLASSIFICATIONS OF RECOMMENDATION REPORTS
A. Operation Report
This type pertains to the location, efficiency, equipment and personnel of the plant.

B. Constitution Report
A constitution report is prepared when the report is related to the systems, structures,
mechanisms or apparatus.
 3. RECOMMENDATION REPORT

ORDER OF PRESENTING A RECOMMENDATION REPORT

The following steps should be observed in presenting a recommendation report:
1. Statement of the problem
2. Presentation of the result of the investigation done
3. Detailed statement and explanation of the recommendation
OTHER ACCEPTABLE FORMATS
1. Introduction includes the purpose, definition of the problem, method and scope.
2. Discussion of Option includes the presentation of data.
3. Conclusion summary or individual conclusions are restated.
4. Recommendation points out the important conclusion leading to the recommendation.
 4. ANNUAL REPORTS

The annual report is considered as a formal report because of its special features such
as length, format and style. Sometimes, it is considered as a periodic report because its
submission date is at regular intervals. It does not only include the nature of past transactions
but should narrate the major accomplishments of a company or organization for the school
year. It also presents statistics concerning the financial status and the general affairs of the
establishment. Its content depends upon the scope of the companys or institutions activities.
 5. FEASIBILITY STUDY

A feasibility study is an essential medium of progress, both as means to initiate

profitable projects for sectoral enhancement and expansion as well as to evaluate actual
project results. The study is designed to enhance the probability of success or viability of specific
undertakings. It is a study of whether some projects should/could not be carried out
successfully. This implies for a careful planning of the activities to be encountered in such a
project. Its main objective is to guide business managers and project promoters as to what
course of action will they adapt in order to ensure a better chance of success. Feasibility study is
synonymous with profitability, desirability, and practicability of a project. Hence, it precedes a
project study.
Below are the vital parts of a feasibility study (adapted from the feasibility study format
from the Board of Investments).
A. Summary of Project
1. Name of Firm
2. Location
a. Head office
 5. FEASIBILITY STUDY

b. Plant site
3. Brief description of the product
4. Highlights of major assumptions such as market projections, share and prices,
investment costs, method of funding
5. Summary of findings and conclusions on the following:
a. Market feasibility
b. Technical feasibility
c. Financial feasibility
B. General Information
 6. PROJECT STUDY

A project study is designed to convince the audience that the project being studied
may be the best and the most beneficial, economical and efficient in all aspects. It is used to
justify the viability and acceptability of a particular project. To make the project study more
effective, it must be based from the feasibility study conducted.
PARTS OF A PROJECT STUDY
1. Title Page
2. Letter of Transmittal
3. Introduction
4. Related Literature
5. Methodology
6. Discussion of Results and Findings
7. Conclusion
8. Recommendation
9. Appendix
10. References
 6. PROJECT STUDY

OTHER ACCEPTABLE PARTS

1. Preliminaries
2. The Problem and Its Background
3. Review of Related Literature and Studies
4. Method of Study and Sources of Data
5. Presentation, Analysis and Interpretation of Data
6. Summary, Conclusions and Recommendations
7. Bibliography
8. Appendices
 7. RESEARCH STUDY / REPORT

Research is a careful, systematic, methodical and objective inquiry that leads to the
development of generalization and theories. To present the result of the experiment or study, a
scientific writing called the research report should be made. The research report, whether it is a
thesis, dissertation or a shorter term paper or report usually follows a similar pattern of style and
form.
SEQUENCE OF A RESEARCH REPORT
The outline below follows the usual sequence in research reports.
A. Preliminary Section or Front Matter
1. Title Page
2. Acknowledgement (if any)
3. Table of Contents
4. List of Tables (if any)
5. List of Figures (if any)
 7. RESEARCH STUDY / REPORT

B. Main Body of the Report

1. Introduction
a. Statement of the Problem specific questions to be answered hypothesis to be
tested
b. Significance of the Problem
c. Purposes of the Study
d. Assumptions, Limitations and Delimitations
e. Definition of Important Terms
2. Review of Related Literature or Analysis of Previous Research
3. Design of the Study
a. Procedures Used
b. Sources of Data
c. Methods of Gathering Data
d. Description of Data-gathering Instruments Used
 7. RESEARCH STUDY / REPORT

4. Presentation and Analysis of Data

a. Text
b. Table
c. Figures
5. Summary, Conclusions and Recommendations
a. Restatement of the Problem
b. Description of Procedures Used
c. Principal Findings and Conclusions
d. Recommendation for Further Research
C. Reference Section
1. Bibliography
2. Appendix
 7. RESEARCH STUDY / REPORT

DESIGN OF THE STUDY

Methodology
Methodology includes:
a. Research Design
The Research Design varies according to the kind of study being undertaken. When a study
is experimental in nature, any of these designs may be used:
1. pretest-posttest control group design
2. posttest-only control group design
3. modifications of these two basic designs
When the study is a survey in nature, any of these designs may be used:
1. one-shot survey
2. one group pretest-posttest
3. status group comparison
 7. RESEARCH STUDY / REPORT

b. Respondents
The word Respondents is used in a survey study while the word subjects is used in an
experimental study. These are the people who participated in the study.
The following questions should be answered:
1. How many subjects were involved in the study?
2. What were their characteristics (age, sex, educational attainment, religious affiliation
and others)?
 7. RESEARCH STUDY / REPORT

c. Sampling Procedure
Sampling states how the subjects were chosen or recruited.
There are five types of sampling procedure:
1. Simple Random Sampling
If the researcher knows the names of the respondents, he can use this method. All he
has to do is roll pieces of paper containing their names or house numbers. The
researcher places the rolled papers in a box, shakes it and everytime he picks a name,
he jots it down. He repeats this until he gets the desired number of respondents.
2. Systematic Random Sampling
The sample needed in a given universe is first determined. Once it is set, the person
which will determine the sample are determined. Assuring that the total universe is
5,000 and we decided to get a 10% sample, this means that we have to get 500
respondents. To get the sample, we should divide the total population with the
expected number of sample. In our example, we should divide 5,000 by 500. Our first
sample then is number 10 in the list. Then we can get every 10th person in the list, e.g.
20, 30, 40 and so on until we get 500.
 7. RESEARCH STUDY / REPORT

3. Stratified Random Sampling

This technique is used when the universe is already classified according to educational
attainment, year, rank and others.
4. Cluster Sampling
The cluster sampling is used when the heterogenous groups occupy certain areas in a
place. Examples are the upper income class staying in Forbes Makati City while lower
income residents staying in Smokey Mountain in Tondo.
5. Multi Stage Random Sampling
Is useful in conducting nationwide surveys or any large-scale surveys involving a big
universe. The researcher may randomly select only half of the total provinces in the
Philippines. The population of these provinces will still be too big to be included in the
sample, so we randomly sample half of the municipalities in the province. Still we may
feel that the population in these municipalities is very big. So we randomly select half of
the barrios under each municipality. We found that the population is still big, so we
finally decided on randomly selecting only half of the total population in each barrio.
 7. RESEARCH STUDY / REPORT

Instruments
The first instrument is the interview schedule and another is the questionnaire. The interview
schedule is used by an interviewer doing an interview session while the questionnaire is
accomplished by the respondent. There are other instruments that can be used in a
research study. These are the standardized or teacher made test, attitude scales and
others.
Procedure
The procedure explains how the study or experiment was carried out. One way to write the
procedure section is to report everything step by step in chronological order.
Presentation and Interpretation of Results
The results should tell the readers what the researcher found out. A brief summary of the
principal findings should be stated in words. Interpretation of the data collected should
follow. This is a very important step in arriving at valid conclusions and providing sound
conclusions.
 ORAL REPORTS

An oral report is a presentation that teachers frequently use in the classroom. Oral assessments
come in a variety of styles, from multimedia projects to group work to speeches. An oral
presentation involves explaining something to an audience, usually in a classroom, but
sometimes in a work setting.
A spoken report may have a variety of elements including an introduction, body, and
conclusion.
FORMAL AND INFORMAL ORAL REPORTS
Informal oral reports are generally characterized by small-group settings with a high degree of
audience interaction and a relaxed manner of delivery and dress. An informal oral report might
be an impromptu presentation. Informal oral presentations can foster the free exchange of
ideas and be important for producing action items.
 ORAL REPORTS

A formal oral report is distinguished by its adherence to an agreed-upon format or outline.

Formal oral reports are usually prepared well in advance of presentation and are therefore well
rehearsed. Audience interaction is generally limited to the question and answer period at the
conclusion of your report.
Formal oral reports may follow an outline similar to the parts of any formal written report and
may be presented to an audience of one's peers or to an interested general or mixed
audience in a setting such as a large auditorium or hall. However, the size of a room or an
audience does not solely define a formal situation. Formal oral reports may also include
presentations to small in-house groups of managers or academic committees, for example.