tecnical report writing

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PREFACE Never assume that your job is finished when the experimental or analytical phase has been completed. It is also your responsibility as an engineer or scientist to show promptly that your results are worthwhile and that you have reason to believe the field will be advanced by your efforts. The only way to convey these thoughts is by writing a good report.

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Guided points Stages of report preparation. Report style. Report introduction. Experiment and analysis description. Result and discussion. Concluding and supporting section. Review of reports.

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Stages of report presentation : There are five major stages for report preparation as follows : GATHERING the data (or developing the theory) ANALYZING and sorting the results OUTLINING the report WRITING the rough draft REVISING the rough draft

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REPORT STYLE : There is no satisfactory explanation of style, no infallible guide to good writing, no assurance that a person who thinks clearly will be able to write clearly, no key that unlocks a door, no inflexible rules by which the young writer may shape his course. He will often find himself steering by stars that are disturbingly in motion. The style of the report sells the report. (If your style of writing and presentation is not acceptable to your intended readers, they may not read your report. ) A writing style is acquired only with diligent study and practice in writing.

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Divisions in report styles are as follows : Requirements of report Writing style Data presentation miscellaneous

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REQUIREMENTS OF REPORTS Regardless of the specific style used to prepare technical reports, four general requirements must be met to produce good reports : Clarity Conciseness Continuity objectivity WRITING STYLE

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DATA PRESENTATION Figures Graphs Drawings Photographs Tables Technical film or videotape supplements Microfiche supplements CD supplements MISCELLANEOUS : Computer programs Trade names Spellings Numerals Rough-draft typing

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The importance of the Introduction in all forms of exposition is that it prepares the reader to receive, with the greatest economy of effort, what the writer intends to present. Reports, like any form of exposition, attempt to make information and ideas clear and convincing. The Introduction permits you to launch immediately into the task of relating your readers to the subject matter of the report REPORT INTRODUCTION

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CONTENTS OF REPORT INTRODUCTION Relation to rest of report Primary function Statement of subject Statement of purpose Statement of organization and scope Secondary function Style and length

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EXPERIMENT AND ANALYSIS DESCRIPTION This chapter gives the format of the experiment and analysis descriptions as well as information on symbols, units, and errors and precision. DISCUSSING ABOUT Format of experiment description 1.Apparatus sections a. Test facilities section b. Instrumentation section c. Materials section d. Test procedure section 2.Format of analysis descriptions Symbols section Errors and precision

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RESULTS AND DISCUSSION Organization of section Presentation of results Discussion of results The presentation and discussion of the results is the heart of the technical report. Many readers, of course, are interested only in obtaining the quick review of the work afforded by the Summary and the concluding section. But readers who have reason to study the entire text of a report will normally spend most of their time on the Results and Discussion section.

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CONCLUDING AND SUPPROTING SECTIONS 1. Concluding section Summary of results Conclusions Concluding remarks 2. Summary section 3. Abstract 4. Title 5. Acknowledgments 6. Appendixes References Format Suitability 7. Report documentation page

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REVIEW OF REPORTS Report review refers to the process wherein the proposed report is examined in detail for both its technical content and its composition by the author, the author's supervisors, and the technical review committee or a single reviewer. Steps in Review Review of rough draft by branch chief Review of rough draft by technical review committee or single reviewer Approval of rough draft by branch chief Approval of rough draft by division chief The nature of the report or your division's review policy may cause minor variances.

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