The ABC's of Technical Reports

• The ABC's of writing a technical report are: accuracy, brevity, clarity and simplicity. For accuracy, ensure that your report is full of accurate information that can be backed up by research. Give direct, accurate descriptions instead of generalizations. For brevity, keep the report as short as possible, while including all of the information you believe is necessary. Cut out unnecessary words and sentences if you do not believe they directly enforce the point you are trying to make. For clarity, use precise words and language that help the reader imagine what you are describing. Use bullet points to expand upon complex ideas. Simplicity is the importance of keeping your writing simple and direct. The format of the paper should be simple in that it follows the process until it reaches the conclusion at the end. Try not to fluff up the report with extravagant language; instead, use simple sentence structures to enforce your point.
  
  

Audience

• A technique to help you make your technical report as concise as possible, is to choose an audience to which your report is directed. Your audience should be a specific group, so avoid using generalizations and broad categories. Decide who your report is aimed at and who would find your information most valuable, then write your report directed at them. Ask yourself what information your specific audience would expect to read in your report. Picture your audience and write a report that is tailored to their strengths and interests.
  
  

Drafts

• Writing multiple rough drafts is a common technique in technical report writing that can help you find the exact format of your final report. When ideas come to you, write them down in a notebook to revisit later. Create graphs and charts and any other illustrations that you believe will help support the information contained in your technical report. The final report should sequentially walk the reader through the introduction, supporting research and facts and finally lead the reader to the same conclusion in your report.
  
  

Organization

• Organizing the information can be the most valuable technique in creating a strong technical report. At the beginning of your report you want to identify a direct question which you will then answer in the rest of your report. As you organize your report, remember the most valuable parts of a technical report: descriptive title, author name, date, informative abstract, list of key words, body, acknowledgments and references. Depending on the company you are writing your technical report for, there may be certain headings and categories in your report that are required or discouraged. When organizing your report, follow the guidelines offered by your company or professor to create a report that follows their specifications.