Report writing is a art even a technical report. To write a report you have to know some basic things to clear the concept of the report. In this article, I am going to tell the definition, characteristics, and purpose of a report or technical report.
What is a Report or Technical Report?
First of all, you have to know about the main principle of a report. A report is written for a clear purpose and to a particular audience for specific information and evidence are presented, analyzed and applied to a particular problem or issue. The information is presented in a clearly structured format making use of sections and headings. So, that the information is easy to locate and follow.
When you are asked to write a report, you will usually be given a report brief which provides you with instructions and guidelines. The report brief may outline the purpose, audience and problem or issue that your report must address together with any specific requirement for format or structure. This guide offers a general information to report writing and be sure also to take specific instructions provided by your department.
Always maintain to write a report in clear and easy word and focus exactly on the topic of the report. don’t write any other topic which is inappropriate to the report. For this reason, be careful. This is the most important for report writing to improve read availability.
Characteristics of Report :
This topic throws light on the characteristics of a report. The characteristics are :
1. Simplicity :
The language in the report shall be as simple as possible so that a report is easily understandable. Jargons should be avoided in the report even in a technical report. There shall be restricted use of the technical term if it has to be presented to a layman.
2. Clarity :
The language of the report shall be lucid and straight, clearly expressing what is intended to be expressed. For that reason, the report has to be written in correct form & following correct steps.
3. Brevity :
A report shall not be unnecessarily long. So that the patience of a reader is not last & there is no confusion of ideas about the topic of the article. But at the same time, a report must be complete because a report is not an essay.
4. Positivity :
As far as a possible positive statement should be made instead of negative ones. For example, it is better to say what should be done and not what should be done. Everytime keep in mind in report writing time, always make a positive statement in your technical report.
5. Punctuation :
In a report, punctuation has to be carefully used otherwise the meaning of the sentence may be misunderstood or misrepresented. When you publish your report, read carefully to correct punctuation to make every sentence meaningful.
6. Approach :
These are two types of approaches :
- Personal: When a report is written based on personal inquiries or observations, the approach shall be personal. The sentences shall be in the first person and indirect speech.
- Impersonal: When a report is prepared as a source of information and when it is merely factual, the approach shall be impersonal and the sentence shall be in third person and indirect speech.
Purpose of Report :
- Presenting Data.
- Describing problems & suggesting solutions.
- Discussing & analyzing data.
- Recordings of events of happenings.
- Analysing a situation & condition.
- Giving feedback, suggestions or recommendations.