Transcript Formal Report

Definition:
Most business and all technical writing
communicates specific, factual information to
a defined audience for the purpose of
informing, instructing, explaining, or
documenting.
Some types of business writing are letters,
memoranda, and reports.
Technical documents include reports, manuals,
and instructions.
History:
Technical writing has existed for all of
recorded history. Consider Leonardo da
Vinci’s drawings and notes, as well as
writing by Isaac Newton and other
scientists.
For centuries only other scientists or
university students read these texts.
However, as literacy increased and the
Industrial Revolution brought more
complex machines, the need for more
technical writing for a larger audience
grew.
Technical communication increased
greatly during World War II, with more
sophisticated weaponry and
advancements in transmitting
communication.
The U. S. Army trained communications
specialists at Camp Gordon, now Fort
Gordon, outside Augusta, Georgia.
Since the 1960’s technical writing has
surged in the field of computer
technology. Today readers are flooded
with technical information in many
forms—from owners’ manuals for cars,
to instructions for installing a
computer game system.
Characteristics:
Good technical writing conveys ideas “with the
goal of expressing, not impressing.”
 Audience awareness: Readers’ needs
are most important. The writer must
convey information in a manner that
readers will understand.
 Clarity: Writers create concise
sentences and use active language.
Sentences become like airline baggage,
with writers carrying only what is
necessary. Strong, active
verbs add interest and
understanding.
• Conciseness: Good technical writers
express ideas as briefly as possible, avoiding
redundancies, clichés, vagueness, unfamiliar
jargon, and “gobbledygook.”
Example:
“Gobbledygook: In the event of lifethreatening conflagration, expeditiously
transport your person through the indicated
egress of closest proximity to your location.”
“Translation: In case of fire, quickly
leave through the nearest door marked
‘EXIT.’”
Process:
Technical writers follow the same steps as other writers.
• Prewriting: Consider the audience and
purpose. Common purposes are defining,
describing, and instructing. Gather and organize
information.
• Drafting: Write ideas as concisely and clearly
as possible.
• Revising: Check for concerns such as verb
choice, clichés, or other poor wording.
• Editing: Correct errors in punctuation,
spelling, and mechanics.
• Presenting: Create text that looks
professional by allowing for adequate
white space, using headings and
subheadings, presenting lists, including
illustrations (drawings, tables,
graphs, charts, photographs, etc.), and providing
appendixes.
Forms:
• Memorandum (Memo): This brief, informal
report communicates information within an
organization. It includes a four-part heading,
a statement of purpose, background
information, brief discussion, conclusions,
and recommendations. These texts often
explore feasibility of a new process or
product, make proposals, report progress, or
provide troubleshooting information.
• Formal Report: The writer develops a
document which follows a structured
format that may include a “title page,
table of contents, executive summary,
body with headings, conclusions,
recommendations, references,
bibliography, appendixes, glossary, and
index.”
• Proposal: The writer’s purpose is to sell
a product, service, or idea. Such a
document often includes a “cover letter,
table of contents, executive summary,
proposed program, company
background, budget, and appendixes.”
• Manual: The document explains a
process or the use and maintenance of a
mechanical device.
• Journal Article: A writer presents
information from his occupational field
to a journal which professional
colleagues read.
Source: Shelton, James H.
Handbook for Technical
Writing. Lincolnwood, Illinois:
NTC Business Books, 1996.