11.1 Technical Writing vs Literary Writing
Technical writing communicates specialised information so that a defined reader can act on it — decide, operate, approve, repair. Its values are the opposite of literary flourish:
| Aspect | Literary Writing | Technical Writing |
|---|---|---|
| Goal | Evoke, entertain, explore | Inform, enable action |
| Meaning | Multiple readings prized | Exactly one reading permitted |
| Style | Individual voice, devices | Standardised, plain, consistent terms |
| Structure | Flexible | Prescribed sections, headings, numbering |
| Test of success | Effect on feeling | Reader acts correctly without asking questions |
The four qualities graders look for: accuracy (facts verified), precision (exact quantities — "reduced by 12%" not "reduced a lot"), objectivity (claims separated from opinions), and audience fit (a manager gets conclusions first; a technician gets procedures).
11.2 Types of Reports
| Type | Purpose | Example |
|---|---|---|
| Informational | Present facts, no analysis | Monthly attendance report |
| Analytical | Interpret data, draw conclusions | Why library usage fell 30% |
| Recommendation / feasibility | Evaluate options, advise action | Should the college adopt biometric attendance? |
| Progress report | Status of ongoing work vs plan | Final-year project mid-term report |
| Incident report | Record an event objectively | Lab equipment failure report |
11.3 Structure of a Formal Report
| Section | Contents |
|---|---|
| Front matter | Title page (title, author, recipient, date) → Letter/memo of transmittal → Table of contents → List of figures/tables → Abstract or executive summary |
| Body | 1. Introduction (background, purpose, scope) → 2. Methodology (how data was gathered) → 3. Findings/Discussion (the evidence, organised by theme) → 4. Conclusions (what the findings mean) → 5. Recommendations (numbered, actionable) |
| End matter | References → Appendices (raw data, questionnaires, code) |
Golden rule: conclusions must contain no new facts, and recommendations must follow only from the conclusions. A recommendation that surprises the reader signals a broken chain of reasoning.
11.4 Abstract vs Executive Summary
| Feature | Abstract | Executive Summary |
|---|---|---|
| Length | 100–250 words | Up to 10% of the report; can be pages |
| Audience | Researchers deciding whether to read | Decision-makers who may read nothing else |
| Content | Purpose, method, key results, conclusion — compressed | Problem, key findings, conclusions, recommendations — self-contained |
| Recommendations | Usually omitted | Central |
Sample abstract (94 words): "This report examines the decline in central library usage at XYZ College between 2023 and 2025. Gate-entry logs, a survey of 412 students, and interviews with library staff were analysed. Footfall fell 31%, concentrated in reference-section visits, while digital-resource logins rose 58%. The decline reflects migration to e-resources rather than reduced reading. The report concludes that space, not collection, is the underused asset, and recommends converting one reading hall into a group-study zone, extending Wi-Fi capacity, and publicising the e-library portal to first-year students."
Note the pattern: purpose → method → key numbers → conclusion → (brief) recommendation, with no citations and no "I".
11.5 Objectivity and Precision in Prose
- Separate observation from inference: "The beaker cracked at 80°C" (observation); "the glass was likely defective" (inference — mark it as such).
- Hedge honestly, not vaguely: "The results suggest," "in most trials," "approximately 40 users" — calibrated uncertainty is professional; "it is obvious that" is not.
- Impersonal constructions keep focus on the work: "Three tests were conducted" — though modern style guides increasingly allow "we conducted three tests" for clarity.
- Avoid emotive adjectives: delete "shocking," "amazing," "terrible" from findings.
Before: "The Wi-Fi is hopeless and everyone hates it." After: "In the survey, 78% of respondents rated Wi-Fi reliability as poor, citing disconnections during evening hours."
11.6 Integrating Visuals
- Every visual earns its place: use a table for exact values, a graph for trends, a diagram for structure.
- Number and caption: "Figure 2: Library footfall, 2023–25." Tables are captioned above; figures below (common convention).
- Refer before it appears: "As Figure 2 shows, footfall fell steadily..." A visual never sits unexplained.
- Label axes and units. An unlabelled axis is a wrong answer in disguise.
- Cite sourced data beneath the visual.
🎯 Exam Focus
- Distinguish technical writing from literary writing on any four dimensions.
- Name and define four types of reports with one example each.
- Draw the complete structure of a formal report, distinguishing front matter, body, and end matter.
- Differentiate an abstract from an executive summary. Write a 100-word abstract for a report on canteen hygiene.
- Rewrite objectively: "The lab computers are ancient junk and the staff obviously don't care."
- State four rules for integrating tables and figures into a report.