ENGLISH FOR TECHNICAL

PURPOSES (UHB30102)
Introduction to Writing Research Reports

Mdm. Siti Aisyah binti

Akiah
Language Teacher
OUTLINE

▪ Similarities & Differences between Reports & Essays

▪ Features to Consider when Writing a Report
V
S
ESSAYS

▪ A short piece of writing on a particular subject

▪ The purpose: to show how well the writer has understood the question and is able
to answer it
▪ University essays usually require some form of arguments in response to the essay
question
▪ Begin with a question and seek to answer that question based on research into
existing theories and through the writer’s own evaluation
▪ May include results of practical research but only in so far as it may help support
the writer’s arguments
▪ Can be descriptive, discursive, evaluative, etc. – dependent on the process given in
the essay question. Content usually involves a synthesis of knowledge gained from
existing texts and from the writer's own opinions and argument
REPORTS

▪ A piece of informative writing that describes a set of actions and analyses any
results in response to a specific brief
▪ “This is what I did and this is what it means.”
▪ An important skill to develop as it is a common form of writing at university and in
later employment
▪ Purpose: to convey specific data to provide the reader with information
▪ Usually contains a description of events/results of research
▪ Often the writer needs to do more than just describe the events/results – may also
need to analyse or use them to put forward a proposal for future action or to solve a
particular problem
▪ Generally descriptive, reporting sequential events/results. However, they involve an
evaluation in either the conclusion or recommendations sections
IN SHORT…
FEATURES TO CONSIDER
WHEN WRITING A REPORT
4 IMPORTANT QUESTIONS TO
CONSIDER WHEN PREPARING
REPORT WRITING
1. Who will read what I write?
(Identify your audience)

2. Why should they read what I write?

(Establish your purpose)

3. What do I have to say to them?

(Formulate your message)

4. How can I best communicate?

(Select your style and tone)
 WHEN YOU HAVE TO READ A
TECHNICAL DOCUMENT, HOW DO
YOU EXPECT THE WRITING WOULD
BE?
CHARACTERISTICS OF EFFECTIVE
REPORT WRITING
Clear – easily understood by intended audience

Accurate – factual and correct

Comprehensive – include all the necessary information

Accessible – headings, indexes, table of content

Concise – brief / no unnecessary words

Correct – follow conventions/format

AUDIENCE

▪ The person who needs to know about the technical information

▪ Members of each audience differ in backgrounds, experiences, needs and
opinions
▪ The recognition of the audience affect many aspects of technical communication,
from word selection and graphics usage to style and organization
▪ Types of audience:
(i) High-tech audience
(ii) Low-tech audience
(iii) Lay audience
(iv) Multiple audiences
 AUDIENCE (CON’T)

Viewing something from

the audience’s perspective
will help you select the
most relevant details for
that audience
 ESTABLISHING YOUR PURPOSE
Get straight to the
point!!

▪ At the start of your message, state your goal clearly

e.g. I want to teach new employees the security code for logging on to the company computer.

▪ State your purpose clearly at the beginning of every e-mail, memo, letter, or report
e.g. This e-mail will explain new employees with the security measures they must take when logging
on to the company computer.

▪ In the following opening purpose statement, note how to inform the reader what the report
will and will not cover
e.g. As you requested in the last meeting, I have conducted a study of our use of the Internet to
advertise our services. This report describes, but does not evaluate, our current practices.
FORMULATING YOUR MESSAGE

A message includes what facts, recommendations, scope and details of your

communication.
How much information The key points you think
you give readers about readers need to know to
the key details perform their job

For technical audience

- supply a complete report with every detail noted or contained in an appendix

For other readers

- give a short discussion or summary yet complete and helpful
SELECTING YOUR STYLE & TONE

Style
How something is written rather than what is written
Helps to determine how well you communicate with audience, how well your
readers understand and receive your message
It involves the choices you make about:
- the construction of your paragraphs,
- the length and patterns of your sentences,
- your choice of words.
SELECTING YOUR STYLE & TONE
(CON’T)
Tone

Like tone of voice

Can be formal and impersonal (a scientific report) to informal and personal (e-mail to
a friend or a how-to-article for consumers)

Important in occupational writing since it reflects the image of your project to

readers

This will determine how they will respond to you, your work and your company