How+to+Write+A+Technical+Report

=How to write a Technical Report= Unlike an essay, a report has a formalised structure. [] The information provided in reports needs to be easy to find, and written in such a way that the marker / reader / client can understand it. Reports use headings to divide information into sections. The headings help the reader to locate relevant information quickly. Below are some guidelines for structuring your report. The structure of a report and the purpose and contents of each section is shown below. your name submission date || methods of analysis findings recommendations || page numbers || outline of report’s structure ||
 * **[|TITLE PAGE]** || report title
 * **[|EXECUTIVE SUMMARY]** || overview of subject matter
 * **[|TABLE OF CONTENTS]** || list of numbered sections in report and their
 * **[|INTRODUCTION]** || terms of reference
 * **[|BODY]** || headings and sub-headings which reflect the contents of each section ||
 * **[|CONCLUSION]** || states the major inferences that can be drawn from the discussion ||
 * **[|RECOMMENDATIONS]** || indicates any further work that needs to be done or identifies the alternative you think best solves or improves the problem ||
 * **[|REFERENCE LIST]** || list of reference material consulted during research for report ||
 * **[|APPENDIX]** || information that supports your analysis but is not essential to its explanation ||

These sections appear in the report in the order they are listed above; however, this is not necessarily the best order in which to write them (O'Shea, 1996). As the summary is an overview this is most easily and accurately written last.

=Title Page= The title of your report should be concise and informative. It should not be vague and general but should encapsulate the essence of the research. The title of the report should tell the reader exactly what the report is about; for example

** For example: **
· Social and economic consequences of homelessness for women in Sydney, Australia (1998-2001) · The sleepsuit: The design and evaluation of an innovative new sleeping bag · The feasibility of adopting the RX 90 in-flight entertainment system for the Qantas international fleet. Your title should be no longer than 15 words (O'Shea, 1996). The title is generally given on a separate page together with your name, course and instructor details. =Abstract or Summary= The abstract or summary provides a summary of the report’s essential information is usually about 80 to 100 words in length and is usually presented on a separate page. The abstract / executive summary should summarise: · the background to the problem/issue · the purpose of the report · the goal of the work reported on / the scientific or commercial objective · brief details of the approach, procedure and/or methods · important results and/or findings · Conclusion(s) Recommendations

Examples of good summaries or abstract
A good example of a executive summary from a design/feasibility report


 * The operation of garden taps can pose a difficulty for many tap users.  This report describes and evaluates the range of possible design solutions the design team has generated. A lack of commercially available solutions to the problem was identified and three alternative solutions were subsequently designed. Evaluation of the alternative solutions identified a tap handle extension, named ‘Easy Tap’, as the optimal solution to the problem. This tap handle extension consists of a channel-type attachment, onto which a vertical tube is joined, which in turn supports a larger handle that is over twice the length of the existing tap handle. 'Easy Tap' is able to slide onto the existing tap handle, its over-size handle providing a greater torque-moment for the user that overcomes the difficulty of operating the tap.  A commercial evaluation suggests that ‘Easy Tap' will not only be a possible design solution to the problem but will also be a commercially viable solution to the problem.  ||  Background problem

Purpose of report

Brief details of the approach/method

Important results and/or findings

Major conclusion ||

=Table of Contents= In a report longer than several pages a table of contents should be included as it assists the reader to locate information quickly. It also gives the reader a schematic overview of the structure and contents of the report. A table of contents should include all section headings and subheadings: The table of contents should be on its own page. As well as a table of contents, you may wish to include: · **List of Figures** (optional, separate page) · **List of Tables** (optional, separate page) · **List of appendices** (optional, separate page) This list is used mainly for reports containing numerous appendices
 * · ****Worded exactly as they appear in the report**
 * · ****Numbered exactly as they appear in the report**
 * · ****With their page numbers location.**

Examples of tables of contents
Here are some excerpts from report tables of contents. The organisation and division of the information in your report and so the headings and sub-headings you use will be dictated by factors such as the content of the report, the type of problem being addressed, the purpose of the report and the audience. 1. Introduction 1.1 Problem Formation 1.2 Design criteria 1.3 Restrictions 2. Alternative Designs 2.1 Design A 2.2 Design B 2.3 Design C 3. Final Design 3.1 Solution 3.2 Materials 3.3 Specifications 4. Economic evaluation 4.1 Market Survey 4.2 Business plan 5. Conclusion

To use word to automatically create your index you need to use Headings This will pick up all of your Headings and page number = = =Introduction= This section gives the reader the necessary background information. Depending on the type of project/report, the Introduction can include: · statement of the problem/s; · description of main aim/s, objective/s and scope (the parameters) of the report; · review of previous work/research in this area and identification of the relationship between this research and the current project (i.e. you need to identify the importance of the current project for scientific knowledge or commercial operations); · an overview of the report’s sections and their relationship to the research problem; · explanations of terminology if necessary; · method(s) of approach; · indications of scope and limitations of the study; · outline of material presented in rest of report.
 * Click on the Insert button
 * Choose referencing
 * Index and tables
 * Table of contents

While there will be some duplication in the contents of the executive summary and the introduction, the purpose of the executive summary is to provide a summary of the findings of each section of the report.

The purpose of the introduction, however, is to outline what the report will cover and how these issues address the research problem. Examples of Introduction sections
 * || ** INTRODUCTION OF A FEASIBILITY/RECOMMENDATION REPORT **

Advanced ceramic materials such as zirconia have great potential as substitutes for traditional materials in many engineering applications; however, a number of problems have thus far restricted their use by engineers. Two of the major problems are difficulties in producing products of reliable and consistent quality and the high cost of manufacture.

The use of slow, controlled heating and cooling rates have successfully solved the problem of achieving consistent and reliable quality; however, this production method is costly since it requires high temperature sintering for lengthy periods. High temperature sintering requires expensive capital equipment, uses large amounts of energy, and is capable of only relatively low production rates. This has restricted the commercial viability of this method of production.

Recently microwave technology has been used to successfully sinter ceramic compacts. Research suggests this method can produce quality ceramics by a rapid volumetric heat process which has low associated costs (Yale and Illey, 1999, Fretinger, 2000). This report will investigate this promising alternative method of sintering in comparison to the conventional approach. It will make recommendations about the commercial viability of this method of production. Aspects to be explored include product quality in terms of reliability, consistency and mechanical properties and cost in terms of process length, capital expenditure, energy requirements and production rates. ||

Establishing the problem

Background to the problem

Description of a benchmark

Introduction of the focus of the report

Purpose of the report

outline of topics covered in the body of the report || =Body of the report= The body section expands and develops the material in a logical and coherent manner, reflecting the structure outlined in the Introduction.

It contains a **description of the findings** and a **discussion** of them.

The following **questions** are examples of some of the types of questions the body of your report should seek to answer: · What were the most significant findings or factors involved in topic/ the problem? · Did you uncover any unexpected or new issues that need to be considered?

This section is usually the longest part of the report so the material must be presented logically to make it is easy to read. Use headings to organise the information in the body of your report and to make it logical.

Headings
· problem identification · alternative solutions · analysis and evaluation of alternatives. =Conclusion=
 * answers the questions raised by the research problem or stated purpose of the report (Blake & Bly, 1993)
 * state the conclusions reached;
 * it also attempts to show ‘what it all means’:
 * the significance of the findings reported and their impact (Weaver & Weaver, 1977).


 * The conclusion must **not introduce** any new material.
 * It should report on **all** the conclusions that the evidence suggests even the evidence that you may not agree with.


 * · reference to original aim(s) and objective(s) of report,
 * · application(s) of results,
 * · limitations and advantages of the findings,
 * · objective opinion, evaluation or judgement of the evidence

Quite often the present tense is used in the conclusion; for example, “the cement tested in this project is a good candidate for the dense-phase mode of pneumatic transportation”.

The conclusions may be ordered in several ways (Weaver & Weaver, 1977).

 * 1) The main conclusion may be stated first and then any other conclusions in decreasing order of importance.
 * 2) Alternatively, it may be better to organise the conclusions in the same order as the body section was organised.
 * 3) Another strategy would be to present the positive conclusions together and then the negative conclusions.
 * 4) The organisational strategy you use may vary; the important thing is that it is logical.

The conclusion must arise from the evidence discussed in the body of the report. It should not, therefore, subjectively tell the reader what to do (Blicq, 1992; Weaver & Weaver, 1977): this job is performed by the recommendations section.

(**NOTE:** Sometimes the conclusion and recommendation can be presented together in one section but they should be presented in separately labelled subsections).

=Recommendations= indicates any further work that needs to be done or identifies the alternative you think best solves or improves the problem

=Reference List= list of reference material consulted during research for report

=Appendix= information that supports your analysis but is not essential to its explanation

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