Genre Spotlight: Technical Reports

Technical reports are documents that provide detailed information about a specific topic or project. They are typically used in the fields of science, engineering, and technology, among other STEM fields. Technical reports serve a variety of purposes, such as disseminating new knowledge, documenting research methodologies and results, and providing recommendations for future work. In this article, we explore what technical reports are, their purpose and structure, and best practices for writing and formatting them.

What are Technical Reports?

Technical reports are formal documents that describe research, design, or engineering projects. They typically include detailed information on the project’s scope, methods, findings, and conclusions. Technical reports can be used for a variety of purposes, such as sharing research results with colleagues or funding organizations, documenting project progress, and providing guidance for future work.

Technical reports are used in a wide range of fields, including engineering, science, and social sciences. They may be required by funding agencies, employers, or academic institutions. Technical reports may be written for internal or external audiences and may be distributed in print or electronic formats.

Purpose and Structure of Technical Reports

The purpose of a technical report is to communicate technical information clearly and effectively. Technical reports are often written for a specific audience, such as colleagues, clients, or funding agencies. As such, they should be written in a way that is accessible to the intended readers and provides the information they need.

The structure of a technical report may vary depending on the topic, audience, and company branding requirements. However, most technical reports include the following sections:

• Introduction: The introduction provides background information on the project and explains its significance.
• Literature review: The literature review provides a summary of existing research or information related to the project.
• Methodology: The methodology section describes the methods used to conduct the research or complete the project.
• Results: The results section presents the findings of the research or project.
• Discussion: The discussion section analyzes the findings and explains their significance.
• Conclusions: The conclusions section summarizes the main findings of the report and provides recommendations for future work.
• References: The references section provides a list of sources cited in the report.

Best Practices for Writing and Formatting Technical Reports

Writing a technical report can be a daunting task but following best practices can help ensure that the report is clear, concise, and effective. Here are some best practices for writing and formatting technical reports:

• Define the audience: Identify the intended audience of the report and write in a way that is accessible to that audience.
• Use clear language: Avoid technical jargon or complex terminology that may be unfamiliar to readers. Use clear and concise language to explain technical concepts.
• Include visuals: Use tables, charts, and diagrams to help explain complex data or concepts.
• Use a consistent format: Use a consistent format for headings, subheadings, and body text. This will make the report easier to read and navigate.
• Proofread and edit: Take the time to proofread and edit the report for errors and clarity. Ask colleagues or peers to review the report before submitting it.
• Follow guidelines: Follow any guidelines or requirements provided by the intended audience, funding agency, or employer. This may include formatting requirements, page limits, or specific sections to include.
• Use citations: Cite all sources used in the report using a consistent citation style. This will help readers locate and verify information presented in the report.

Conclusion

Technical reports are a critical tool for communicating technical information in a clear and effective way. They are used in a wide range of STEM fields and serve a variety of purposes, such as documenting research findings, describing engineering projects, and providing guidance for future work. Writing an effective technical report requires careful planning and attention to detail. By following the tips outlined in this article, you can write a clear, concise, and informative technical report that will be useful to your audience.

The STEM Writing Institute (SWI) offers in-person and virtual writing workshops that equip you with the tools you need to create effective, concise, and timely technical reports for a variety of audiences. Register for an SWI writing workshop today!