Omar Al-Mukhtar University
Faculty of Engineering
SUSTAINABLE AND RENEWABLE ENERGY ENGINEERING
DEPARTMENT
Technical writing
How to prepare a report
by:
Moaed saleh yunis
20184418
Under-Supervisor
Dr : abdulraba busedra
2022/2023
 What is the report?
A report is a short, concise and direct document, usually written for a specific
purpose and audience. The report often deals with the analysis of a specific situation
or problem, and provides recommendations for future decision-making. It is known to
be a fact sheet so it should be clear and well organized.
- What are the types of reports?
1- Official and unofficial reports :
Official reports are highly organized and focus heavily on impartiality and order. They
also include many details and adhere to a specific writing format in which some
elements such as first person pronouns are removed.
2- Long or short reports :
This classification formula may be a bit confusing, as a one-page report is undoubtedly
a short report, and a 20-page report is a long report, but which makes a short report
long? It is difficult to categorize reports according to their length, but keep in mind
that the longer the report, the more formal it is.
3- Informational or analytical reports :
Informational reports, such as annual reports and financial reports, usually contain
clear and important information and transmit it from one part of the company or
organization to another part of it. As for analytical reports, they aim primarily at
studying a specific problem and trying to find solutions to it.
4- Proposal reports :
Proposal reports are a type of report that aims to solve a specific problem. As it usually
includes a specific company's plan to meet the needs of another company or
organization.
5- Vertical or lateral reports :
This type of classification depends on the direction of the movement of reports within
the same institution. The reports that move from the top to the bottom or vice versa
in the career ladder of the company (from managers to employees or vice versa), are
called vertical reports.
6- Internal or external reports:
as the name expresses, internal reports are those that are exchanged within the same
company or institution, while external reports are those that are transmitted between
multiple companies, such as annual or financial reports for companies.
7- Periodic Reports :
Periodic reports are issued at regularly scheduled dates. As it is usually sent vertically
to the top (from employees to managers) and mainly serves administrative control
8- Functional reports :
This classification includes a wide range of different reports that take their name from
the primary objective behind them,
- How to write the report :
Now that you know the different forms of reports on how to write a report, despite
the many forms and uses of it, the method of writing a report and the basic steps for
its preparation are the same, and it applies to all types:
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Determine terms of reference
Define writing actions.
Find information.
Determine the overall structure of the report.
Preparing the initial draft
Analyzing the information found and preparing the conclusion.
Provide recommendations.
Preparing the executive summary and index of contents.
Compile a list of references.
Final review and audit.
Let's talk about each of these steps in more detail:
Step One: Determine Terms of Reference
In order to determine the terms of reference for the report, start by reading the
instructions given to you for the report and any additional information you were given
on how to write it.
Step Two: Define Writing Actions
In this step, you will plan how to search for information and write the appropriate
report.
Step Three: Finding Information
Find the information needed for your report. In order to do so, you may need to read
various references and sources, interview or observe individuals, or otherwise gather
information. In this step, make sure that the information you find is relevant and
relevant to the topic of the report
4- The fourth step: defining the general structure of the report
Reports generally have one general structure, however they may differ depending on
one or more of the following:
Type of report:
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whether scientific, laboratory, functional, or otherwise.
Formal score report.
Report length.
Accordingly, the structure of the report may include the following elements:
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Title page.
executive summary.
Table of contents.
Introduction.
terms of reference.
Steps to solve the problem (discussed in the report).
The results (solutions) found.
Conclusion. Recommendations.
References & Bibliography.
supplements.
Ensure that each part of the report includes a main heading and a set of sub-headings
Step Five: Preparing the Initial Draft
Immediately start writing your main headlines and then filling them in with the
necessary information you have gathered so far. When you're done, you'll likely have
written a rough draft of each of the Terms of Reference, Steps to Solve the Problem,
and Findings. You should now start working on the report extensions or the Appendix.
The results, which are, as the name expresses, the results of your observations,
interviews, and all your readings during the research phase. All of them form the basis
of the report.
Step Six : Analyze the information found and prepare the conclusion
The conclusion is where you analyze the information you found, and explain why the
issue you are reporting on in the report occurred, its importance to the company or
its future implications
Step Seven : Submit recommendations
Recommendations are what you think is the solution to the problem that you address
in the report or suggestions that you think should be taken into account in the future.
To help you write recommendations.
Eighth Step : Preparing the executive summary and the table of contents
Some reports need an executive summary and/or an index of contents, and although
these two sections come at the beginning of the report, you will not be able to write
them until you finish writing the report itself, and complete the general structure and
recommendations.
The executive summary, or the executive summary : is a summary of approximately
100 words that informs readers of the subject of the report and summarizes the most
important recommendations contained therein.
Step Nine: Write a list of references
It is a list of all the sources and references that I used in writing the report. The APA
system is often used to document references
Step Ten: Final Review and Audit
It is the last step in any writing process, as you must review what you have written
before submitting the final copy.
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That the report fully complies with what was asked of you.
Review the initial instructions to ensure you've followed them to the letter.
That all essential parts of the report are present and written in the correct
order.
The information included in the report is correct and logical and there are no
gaps between them.
That the underlying case makes sense and that the information you have
provided supports the conclusion and recommendations at the end of the
article.
That all terms, symbols and abbreviations have been clarified and explained in
the report.
That all diagrams and drawings have been numbered and an appropriate
description written underneath.
The general format of the report is correct, including numbering, headings and
subheadings.
The language of the report is legible and grammatically correct
Your report is then ready to be submitted. Sometimes you may need to prepare more
than one rough draft before you are satisfied with the final report.