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Appendix A
A Guide For Technical Writing
A technical report is the most common way to communicate and to archive engineering test results. Depending on the
intended audience, papers usually take on one of three formats, with wording and purpose directed towards that
audience: (1) Executive (or Extended) summary, (2) Laboratory report, (3) Technical report. All reports share a
common theme: Background - Why did you do the test, Approach - How did you do the test, Results - What did you find,
and Conclusions - So what do we now know. The reports differ in purpose, and consequently, in length and detail.
The executive summary is intended typically either for upper level management who will plan decisions
around the input from the report or to communicate to the engineering community a synopsis of a study. These
consist of a one- or two-page (under 500 word) brief stating the reasons for the tests conducted (why), the
approach and important results (how), and the conclusions (so what). The document composition is subdivided
into Objectives, Results, and Conclusions although these heading may not be used explicitly. A summary may
include a key figure and/or chart and references, as needed. Because of its brevity and readership, the strategic
use of words and clearly directed and meaningful conclusions are crucial.
A laboratory report is an internal report usually accessed by members of your engineering group. These
reports communicate information in a way that educates the reader and archives useful information. The format
stresses methods and results in detail. These reports should include the reasons for the tests, the pretest
planning, the methods and test conditions used, with an emphasis on the discussion of the results, quality of
results (uncertainty), and conclusions. The document can be subdivided into headings of Objectives, Approach,
Results and Discussion, Conclusion. Related and prior works are clearly referenced. Data in the form of tables
and graphs are cited and discussed within the report. A laboratory report may contain an Abstract as a brief
snapshot of the report contents. Appendices containing supporting information, such as raw data and data
analysis programs, may be attached but must be independent from the main body of the report. Because these
reports document test methods and findings, laboratory reports may become legal evidence to justify device
performance or test outcome should performance or function ever be challenged.
A technical report is used to disseminate new engineering information to a broader technical audience
outside of the immediate work group. Common forms can be found as a technical conference paper or journal
article. They are written at a level and style that is appropriate for the receiving audience. Accordingly, these
reports should include and/or cite sufficient background information so that the reader can understand the purpose
of and the history behind the tests, the hypothesis or question being tested, the manner in which the tests were
analyzed, the discussion of the test result and their implications, and a conclusion. A technical report must present
enough information for the reader to justify the author’s conclusions. Data should be presented only in the form of
well-prepared tables and graphs cited from within the report. The report ends with a concise conclusion.
Each company, agency, or test laboratory has its own format for these reports. However, we provide
suggested guidelines for the preparation of a technical report below. Regardless of format or length, a report
must communicate the purpose and the outcome of a test to the intended audience. Further information
concerning technical reporting may be found in numerous guides for technical writing (1,2).
A.1 A GUIDE FOR TECHNICAL WRITING
3
Competent engineers can communicate their ideas in both oral and written formats to both technical and
non-technical audiences. This primer is intended as a brief guide to constructing a technical report
intended for a technical audience. The organization of this section is itself representative of most
563
11:31:17 Page 563
Appendix A
A Guide For Technical Writing
A technical report is the most common way to communicate and to archive engineering test results. Depending on the
intended audience, papers usually take on one of three formats, with wording and purpose directed towards that
audience: (1) Executive (or Extended) summary, (2) Laboratory report, (3) Technical report. All reports share a
common theme: Background - Why did you do the test, Approach - How did you do the test, Results - What did you find,
and Conclusions - So what do we now know. The reports differ in purpose, and consequently, in length and detail.
The executive summary is intended typically either for upper level management who will plan decisions
around the input from the report or to communicate to the engineering community a synopsis of a study. These
consist of a one- or two-page (under 500 word) brief stating the reasons for the tests conducted (why), the
approach and important results (how), and the conclusions (so what). The document composition is subdivided
into Objectives, Results, and Conclusions although these heading may not be used explicitly. A summary may
include a key figure and/or chart and references, as needed. Because of its brevity and readership, the strategic
use of words and clearly directed and meaningful conclusions are crucial.
A laboratory report is an internal report usually accessed by members of your engineering group. These
reports communicate information in a way that educates the reader and archives useful information. The format
stresses methods and results in detail. These reports should include the reasons for the tests, the pretest
planning, the methods and test conditions used, with an emphasis on the discussion of the results, quality of
results (uncertainty), and conclusions. The document can be subdivided into headings of Objectives, Approach,
Results and Discussion, Conclusion. Related and prior works are clearly referenced. Data in the form of tables
and graphs are cited and discussed within the report. A laboratory report may contain an Abstract as a brief
snapshot of the report contents. Appendices containing supporting information, such as raw data and data
analysis programs, may be attached but must be independent from the main body of the report. Because these
reports document test methods and findings, laboratory reports may become legal evidence to justify device
performance or test outcome should performance or function ever be challenged.
A technical report is used to disseminate new engineering information to a broader technical audience
outside of the immediate work group. Common forms can be found as a technical conference paper or journal
article. They are written at a level and style that is appropriate for the receiving audience. Accordingly, these
reports should include and/or cite sufficient background information so that the reader can understand the purpose
of and the history behind the tests, the hypothesis or question being tested, the manner in which the tests were
analyzed, the discussion of the test result and their implications, and a conclusion. A technical report must present
enough information for the reader to justify the author’s conclusions. Data should be presented only in the form of
well-prepared tables and graphs cited from within the report. The report ends with a concise conclusion.
Each company, agency, or test laboratory has its own format for these reports. However, we provide
suggested guidelines for the preparation of a technical report below. Regardless of format or length, a report
must communicate the purpose and the outcome of a test to the intended audience. Further information
concerning technical reporting may be found in numerous guides for technical writing (1,2).
A.1 A GUIDE FOR TECHNICAL WRITING
3
Competent engineers can communicate their ideas in both oral and written formats to both technical and
non-technical audiences. This primer is intended as a brief guide to constructing a technical report
intended for a technical audience. The organization of this section is itself representative of most
563