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Struggling to Write a Clear & Concise Technical Report?

Here's 5 Rules of Technical Report

In the engineering profession, technical reports are widely used to convey project details. However, irrespective of field or focus, a technical report typically includes text on the task (organized into descriptive, titled sections) and often a set of graphs, tables and text supporting figures. Technical reports should be organized so that readers can quickly locate information. A report is easily read and concisely conveys your message when it is well written.

A well written report enables the readers to rapidly comprehend what has been accomplished. The report additionally gives adequate detail to enable the reader to reproduce the outcomes in spite of the fact that the dimension of detail gave depends intensely on the report's audience and any exclusive nature of the work. A technical report must inform readers of the reasons, means, results, and conclusions of the subject matter being reported.

Technical writing is regularly thought of as an approach to convey complex data in a basic, straightforward, no nonsense way. This does not need to be only for scientific journals; technical writing can have numerous applications, for example, arrangements and guidelines. Coming up next is a short rundown of things to remember while writing technical reports.

1. Start at the end

Technical reports are not a story to follow, therefore, we should start at the end, giving our main results and conclusion first. Readers usually want to know our findings before learning how they were obtained. The results and findings should be written briefly in Executive summary to get some overview of the report.

2. Be prepared to revise

Not many can write a report without revising.

Five guidelines to consider when revising your own draft:

  • Check from your reader's point of view.

  • Check from your employer's point of view.

  • Distance yourself from your draft. Give yourself time before you re-read your document, let time pass

  • Read your draft more than once, changing your focus each time.

  • Take advantage of computer aids to help detect problems

3. Cut down on long words

Technical writing is dense and very heavy, it should be made readable by using shorter sentences and fewer long words.

Avoid these technical writing mistakes:

  • Poor organization

  • Misreading the reader

  • Lengthy sentences

  • Big words

  • Poorly defined topic

  • Inadequate content

  • Dull, wordy prose

  • Poor page layout

4. Be brief

A technical writer needs to be aware of their audience's existing knowledge about the material they are discussing as the knowledge base of the writer's audience will determine the content and focus of a document. Leave the unnecessary things out, so it will be reader friendly and easier to understand. This should observed throughout the document. Know your audience and be concise.

5. Think of the reader.

What will the reader do with our report and what they would like to communicate to others? For most technical writers, this is the most important consideration in planning, writing, and reviewing a document. One of the first things to do when you analyze and audience is to identify its type. The common division of audiences into categories is as follows:

  • Experts

  • Technicians

  • Executives

  • Nonspecialists

Audience and purpose must be kept best of mind when composing technical reports. Figuring out what data you have to pass (deliberately) and who should have the capacity to comprehend it (gathering of readers) is fundamental before you begin to compose. You should make sure the language used and dimension of detail gave is proper and reasonable. A decent technical report is one that empowers the reader to get a handle on the message completely and empower others in the field to repeat the process under similar circumstances, if applicable.

To find out more how you can learn to write an effective technical report contact us or register to our upcoming program nearest you at

About the Author

Mathy Randhawa has been inclined to Human Resources training with various established organizations locally and internationally. She has vast experience in the training field and specializes in Soft skill and HR related training. Recently, spoke on local radio station, Business FM on Key Traits To Break or Make A Leader. She has established herself as a consultant and a facilitator in modern Business Writing, Technical Writing and Communication Skills.

Mathy has conducted training interventions in various industries; oil & gas, banking sector, hotels, small scale industries, minor & major manufacturing industries, government units, public sectors, colleges & other educational institutions. She brings to table a proven expertise in identifying training needs, designing training content, developing assessment and executing them.

As a result oriented Corporate Consultant, Mathy focuses in helping people dramatically to increase their image impact, visual presence, improve their business and social skills, maximize their communication skills and improve their levels of performance.

Her experience in trainings allows her to infuse her natural enthusiasm and extensive practical experience with proven techniques to facilitate adult learning. She often focuses on the use of humour to facilitate change, which she believes lightens up the atmosphere and let people relax into learning. Her programs are noted for being, interactive, cerebral, energizing, and hands-on. She combines a practical facilitating style with a broad range of domain training experience, allied to her personal enthusiasm, to present dynamic and informative programs that participating audiences find easy to relate to.

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