J.C.

BOSE UNIVERSITY OF SCIENCE & TECHNOLOGY

YMCA, FARIDABAD

EFFECTIVE TECHNICAL COMMUNICATION

ASSIGNMENT-1

SUBMITTED TO: - SUBMITTED BY: -

Mr. Rahmani NAME: - KUNAL KUMAR
ROLL NO.: - 24001016503
BRANCH: - CE(DS)
SEMESTER: - 3rd
Q. What is Technical Documents ? Explain Various Technical Documents in detail.

Technical Documents: -
A technical document is a formal, structured document that
communicates detailed information on the design, functionality, specifications, and
operation of a product, system, process, or technology.
Its purpose is to facilitate understanding, usage,
maintenance, or development by providing precise and accurate information in a standardized
format.
Characteristics of Technical Documents: -
 Clarity
 Accuracy
 Conciseness
 Organization
 Completeness
 Objectivity
 Readability
 Consistency
 Audience-Appropriate
 Reusability
 Structured Format
 Data – Driven
 Purpose Oriented

Various Technical Documents are as follows: -

1. Reports
2. Brochures
3. Newsletters
4. Business Letters
5. Memos
6. Project Proposals
7. Progress reports
8. Manuals
9. Technical articles
10.Official Notes
11.Meeting Minutes
12.Event Report
1.Reports: -
Reports are formal documents providing data and analysis on a specific topic or
event. They can be used to inform, analyze, or suggest actions based on findings. They can be
used to inform, analyze, or suggest actions based on findings.

Various Types of Reports: -

 Research Reports
 Analytical Reports
 Progress Reports.

Characteristics: -
 Informative
 Analytical
 Formal
 Purpose Oriented
 Structured Format
 Objectivity

Structure Of Report: -

Report Title

Author’s Name
Date
Organization

Abstract

A brief summary (150-250 words) outlining the purpose, methods, main findings, and
conclusions of the report.

Table of Contents

 Introduction: -
 Purpose: State the objective and scope of the report.
 Background: Provide context and significance.
 Structure: Outline the main sections or approach.
  Methods: -
 Data Sources: Briefly mention sources and data used.
 Procedures: Summarize key steps in data collection and analysis.

 Findings: -
 Results: Present main findings in a clear and factual way.
 Visuals: Use charts or tables if needed.

 Discussion: -
 Interpretation: Analyze the findings in the context of the objectives.
 Implications: Discuss potential impacts or significance.

 Conclusion: -
 Summary: Restate key findings briefly.
 Significance: Emphasize the importance of the results.

 References: -
 List all cited sources, following a consistent citation style (e.g., APA, MLA).

2. Brochures: -
Brochures are designed to promote products, services, or events. They’re
usually colorful and concise, meant to attract and engage the reader quickly.

Various Types of Brochures: -

 Product Brochures
 Service Brochures
 Event Brochures
Characteristics: -
 Persuasive
 Visual
 Concise
 Data – Driven

Structure Of Brochures: -
  Cover Page: - A Company logo, catchy title, and visuals.
 Overview: - A brief introduction or background.
 Services Products Sections: - Key features and benefits.
 Visuals: - Diagrams, images, or charts for attraction.
 Contact Information: - Website, phone, email, and address.

3. Newsletters: -
Newsletters provide regular updates, news, and announcements. They are
often distributed periodically within organizations or to clients.

Various Types of Newsletters: -

 Company updates
 community news
 product announcements

Characteristics: -
 Informative
 Engaging
 Periodic
Structure of Newsletters: -
 Header: - Logo, publication date, and title.
 Editorial: - Articles or section, on different topics, with which content has been
divided.
 Graphics: - Photos or graphics with articles.
 Contact Information: - How readers may respond or subscribe for such newspaper.

4. Business Letters: -
Business letters are formal communications between parties on
professional matters, including inquiries, offers, requests, and negotiations. A business letter
is framed according to a set model and sounds very professional.

Various Types of Business Letters: -

 Inquiry
 Complaint
 Request
Characteristics: -
  Formal
 Direct
 Clear
Structure of Business Letters: -

 Header: - The sender's address, date, and recipient's address

 Salutation: - Formal greeting
 Body: - Introduction, main message, and closing remarks.
 Closing: - Signature, printed name, and designation.

5. Memos: -
A memo, or memorandum, is a written document that businesses use to convey
information. It's normally for general distribution to members of an organization. Memos
typically give the status of a progress update, request someone to do something, state an
acceptance, or ask people to throw ideas into the ring on a solution to solve a problem.

The following are some of the essential elements in a memo:

 head
 Introduction
 paragraph giving the point of the memo
various types of Memos: -
 Informational
 Action
 Request
Characteristics: -
 Brief
 Direct
 Internal
Structure of Memos: -
 head: - Date, who, whom, and subject.
 Introduction: - Brief overview of the purpose.
 Body: - Key points and information.
 Conclusion: - Summary or call to action.

6. Project Proposals: -
Project proposals describe a plan or idea for a new project,
including its purpose, scope, objectives, timeline, resources, and budget. They intend to
convince stakeholders to approve and fund the project. A project proposal is a written
document that sums up everything stakeholders should know about a project, including the
timeline, budget, objectives, and goals.

Various types of Progress Proposals: -

 Research
 Product
 Event

Characteristics: -
 Persuasive
 Detailed
 Structured

Structure of Project Proposals: -

 Title Page: - Project title, team members, date, and contact information.
 Executive Summary: - Brief description of the project and its objectives.
 Introduction: - Background and importance of the project.
 Objectives: - Specific aims of the project.
 Scope: - Detailed description of what the project will cover.
 Methodology: - Plan for executing the project.
 Budget: - Financial details.
 Timeline: - Project milestones and deadlines.
 Conclusion: - Summary of the project's benefits.

7. Progress Reports: -
A project management report is a detailed description of a project
explaining the status and future plans. It's a report where you're updating information about a
project. This might help the project managers and stakeholders in being aware of the progress
of a project and predict possible risks before it becomes urgent.

Various types of Progress Reports: -

 Weekly
 Monthly
 Quarterly
Characteristics: -
 Informative
 Ongoing
 Factual
Structure of Progress Reports: -
 Title: - Project name and reporting period.
 Overview: - Summary of progress.
 Current Status: - Activities completed so far.
 Challenges: - Problems faced.
 What's Next: - Concepts for the next stage.

8. Manuals: -
Manuals are guides to learn something from a policy to how to do something.
Such manuals give step-by-step guides with diagrams usually attached that help the users
know how to use it both effectively and safely.

Various Types of Manuals: -

 User
 Installation
 Maintenance

Characteristics: -
 Instructional
 Step-by-Step
 Detailed

Design: -
 Cover page: - Title, edition and date.
 Index: - Headings so the users can easily navigate the chapters.
 Preface: - A preface describing the purpose of the book.

9.Technical Articles: -
 Technical Articles are those articles which provide in-depth information
on a special topic within a technical field they are target towards professional, researchers etc.
Technical articles are mostly about process, progress, and results/findings.

Various Types of Technical Articles: -

 Research
 Review
 Commentary

Characteristics: -
 Informative
 Objective
 Analytical

Structure of Technical Articles: -

 Title: - This should focus on the article's topic.
 Abstract: - It gives a summary of major points.
 Introduction: - Gives background and purpose of the article.
 Body: - Contains detailed explanations, analysis, and findings.
 Conclusion: - Summary of findings.

10. Official Notes: -

Official Notes are formal messages that are used to record
information, instructions, or decisions within an organization. These are used for recording
and may include meeting results, policy changes, or notifications.

Various Types of Official Notes: -

 Reminder
 Information
 Request

Characteristics: -
 Brief
 Formal
 Direct

Structure of Official Notes: -

 Head: - Company name, date, and reference no.
 Subject line: - Brief on the note.
  Body: - Body of the note with message and update
 Signature: - Signature, name, and title

11. Meeting Minutes: -

Meeting minutes are records or notes taken during the meetings.
There are elaborate descriptions of points discussed and decisions that were made at a given
meeting. In them, key issues agreed upon, decisions arrived at, action items and attendance
can all be reflected. Therefore, they will be regarded as an official record, available to make
references whenever needed in future.

Various Types of Meeting Minutes: -

 Formal
 Informal
 Action-oriented

Characteristics: -
 Accurate
 Chronological
 Brief

Structure of Meeting Minutes: -

 Header: - Date, location, attendees and purpose of the meeting.
 Agenda Items: - Topics discussed, summarized points, and outcomes.
 Actions: - Follow-up actions, responsible parties, and deadlines.

12. Event Report: -

This report is a summary of an event, which may include proceedings
and outcomes of the events, such as a conference, seminar, or workshop. It includes the
following: purpose of the event, attendance, highlights, takeaways, and feedback given, thus
summarizing whether the event was a success and how it affected it. It can be presented in the
form of a report, presentation, or email.

Various Types of Event Report: -

 Summary
 Analytical
  Evaluative

Characteristics: -
 Descriptive
 Reflective
 Summarized

Structure of Event Report: -

 Title Page: - Event name, date, and location
 Introduction: - Summary of the event.
 Activities: - Description of major presentations or talks.
 Outcomes: - Major results and conclusions.

Plagiarism Report: -