Module-3

Technical Reading and Writing Practices:

Introduction to Technical Reports Writing, Significance of Reports, Types of Reports,
Technical Report Writing Format, Cloze Test and Theme Detection Exercises, Spotting
Error and Sentence Improvement.

What is Report?
A Report is a structured document that presents information on a specific topic or issue. It is often written to inform,
analyze, or provide recommendations based on research, findings, or observations. Reports are used in a variety of fields,
including business, academia, government, and scientific research, and they vary in format depending on their purpose
and audience.

Introduction to Reports Writing:

Report writing is the process of creating a formal, structured document that presents information on a specific topic. It
is a means of communicating data, research, analysis, and recommendations in an organized and clear format. The
primary goal of report writing is to provide factual and evidence-based information that informs or guides decisions,
actions, or further research. Reports are often used in academic, business, scientific, and professional settings.

Characteristics of an Ideal Report

 It should be clear, brief, accurate, and well-organized, with headings for each section.
 It must be easy for the audience to understand.
 The presentation of the report is very important. Proper formatting, revising, and proofreading are essential
for writing a good report.
 Every report should include an executive summary that highlights the key points, from the introduction to
the recommendations and outcomes.
 Reports should be visually appealing and easy to read. Adding diagrams, charts, tables, and graphs can
make the report more interesting.

Purpose of Report Writing

 Share Information: To present findings and results of a study or investigation.
 Make Decisions: To provide facts and analysis that help in making informed decisions.
 Solve Problems: To offer solutions based on research or data.
 Show Credibility: To prove that the research or work is valid and reliable.
 Assess Quality: To evaluate the quality of research or work done.
 Communicate Clearly: To explain complex information in a simple and understandable way.
 Support Arguments: To back up opinions or recommendations with evidence.
 Track Progress: To show how a project or study is progressing over time.
 Provide Recommendations: To suggest actions or improvements based on findings.
 Document Work: To keep a record of research, methods, and outcomes for future reference.

Significance of Report Writing

 Research task is considered unfinished until the report is written and shared.
 It helps communicate the results of the research.
 It creates a foundation for future work in the same or related areas.
 It offers guidance for taking the right actions based on the findings.
 It proves the quality of the work done.
 It shows how strong and reliable the findings are.

Formate/Components/Structure Of A Report
1. Title page: It should include the title, your name and the name of the tutor to whom it is being
submitted, date of submission, your course/department. The logo of the organization should also be
printed.
2. Acknowledgements: A list of people and organizations that have helped you in the compilation of
report and other related work.
3. Contents page/Index: A clear, well-formatted list of all the sections and sub-sections of the report.
Page numbers should be marked correctly.
4. Abstract: A summary of the major points, conclusions, and recommendations should be written to
give a general overview of report.
5. Introduction: The first page of the report needs to have an introduction. You will explain the problem
and show the reader why the report is being made.
6. Body: This is the main section of the report. There needs to be several sections, with each having a
subtitle. The various sections include Review of Literature, Materials and Methods and Results. A
discussion section can also be included at the end of the body to go over by findings and their
significance.
7. Conclusion: A conclusion should draw out the implications of your findings, with deductions based on
the facts described in your main body. The significance and relevance of study is discussed in this
section.
8. References: This is a list giving the full details of all the sources to which you have made reference
within your text.

TYPES OF REPORT
1. Technical Report: A Technical Report is a detailed document that presents information, analysis, and results
related to scientific, engineering, or technical research or work. It is used to communicate complex data clearly
and precisely to a specific audience, often in a professional, academic, or industrial setting.
Purpose of a Technical Report
The main purposes are:
 To inform: Share technical findings or processes with others.
 To document: Create a record of a project or study.
 To support decisions: Provide data and analysis for future actions or policies.
 To solve problems: Present findings that address a technical issue or challenge.
Common Uses
 Engineering project documentation
 Research experiments
 Software development reports
 Feasibility studies
 Environmental impact assessments
 Lab reports in universities
2. Popular Report: A Popular Report is a simplified and more readable version of a technical or research
report, designed for a general audience rather than specialists or experts. It focuses on clarity, brevity, and
accessibility, avoiding technical jargon and using everyday language to explain findings or ideas.
Purpose of a Popular Report
 To inform the public or non-specialists about the outcomes of a study, project, or research.
 To summarize complex work in an easy-to-understand way.
 To generate awareness, support, or interest in a topic.
Examples of Popular Reports
 A government report summarizing health data for citizens
 A summary of climate change findings for school communities
 A business report meant for customers or shareholders
 NGO or charity reports on social impact

3. Interim Report: An Interim Report is a temporary or progress report that gives an update on the
status of a project, research, or task before it is fully completed. The word "interim" means "in the meantime"
or "temporary", so an interim report is like a snapshot of how things are going at a certain point during a
project.
Think of it as a "work-in-progress report" that helps people understand:
 What has been done so far
 What is currently being worked on
 What still needs to be done
 If there are any problems or delays
 What the expected outcomes are

Why It's Important

An interim report is important because:
 It keeps stakeholders (like teachers, managers, or sponsors) informed.
 It allows feedback or guidance while the work is still in progress.
 It helps identify problems early, before the final report or project is due.
 It shows that the project is being actively managed and tracked.

4. Summary Report: The word summary means a shortened version of something. A summary report is a
brief and focused document that presents the main points, findings, or outcomes of a larger report, project,
meeting, or study. It is designed to give the reader a quick understanding of the key information without
needing to read the full content. A Summary Report helps people understand the most important
information at a glance.
Purpose of a Summary Report
 To save time for decision-makers
 To present the essence of a long or detailed report
 To highlight results and recommendations clearly
 To provide a quick reference or overview

5. Project Report: A Project Report is a formal, structured document that outlines the details of a project,
including its objectives, methodologies, results, and conclusions. It provides a comprehensive overview of the
entire project lifecycle, from planning to completion, offering an in-depth analysis of the work done. The
purpose of a project report is to communicate the findings and outcomes of the project to stakeholders, be it
clients, supervisors, or colleagues.

In simple terms, the purpose of a project report is to:

1. Document the Work Done: It writes down everything that was done in the project, such as the goals,
steps taken, and results achieved.
2. Share Information: It helps communicate the results of the project to others, like teachers, managers,
or clients, so they understand what happened.
3. Explain What Happened: The report doesn’t just give raw data; it explains what the results mean and
why they are important.
4. Check If Goals Were Met: It looks at whether the project achieved its original goals and what was
learned in the process.
5. Help Make Decisions: Based on the findings, the report suggests what should be done next or what
actions to take in the future.
6. Set Up for Future Work: It can suggest areas for further study or improvements, helping others know
what to explore next.
7. Keep a Record: It creates a record of the project that can be referred back to later.

In short, a project report is a way to explain, share, and keep track of what was done in a project and what was
learned from it

6. Evaluation Report: An Evaluation Report is a comprehensive document that assesses and measures the
effectiveness, performance, or success of a project, program, initiative, or activity. It goes beyond just
describing what was done; it critically analyzes the outcomes in relation to the original goals, objectives, or
benchmarks set at the start. The purpose of the evaluation report is to provide a clear judgment on whether the
project or program achieved its intended results and to offer recommendations for future improvements or
decisions.
Why an Evaluation Report Is Important:
 Accountability: It holds the project or program accountable for its results, ensuring that resources
(time, money, effort) were used efficiently and effectively.
 Informs Future Actions: It guides decision-making, helping stakeholders understand whether to
continue, expand, modify, or discontinue the project.
 Improves Performance: By identifying successes and weaknesses, an evaluation report helps improve
future projects by pointing out areas for improvement.
 Learning Tool: The report offers valuable insights that can be used for learning and growth, both for
the team directly involved and for others who might be planning similar projects.

7. Annual Report: An Annual Report is a detailed and structured document that is typically published by
companies, organizations, or businesses at the end of each financial year. The goal of this report is to provide a
comprehensive summary of the organization’s activities, financial health, and strategic progress throughout the
year. It serves as a transparent communication tool that allows stakeholders to understand the company’s
achievements, challenges, and overall direction.

An annual report is prepared once a year, often after the close of the company's fiscal year (which may not
necessarily align with the calendar year). This timing allows the company to assess its overall performance for
that specific period and reflect on the successes or setbacks experienced during the year.

The purpose of an annual report is to provide a clear, detailed summary of a company’s performance over the
past year. It helps inform and update key people, like investors, employees, and customers, about how the
company has been doing, both financially and in terms of its activities.

Here’s what an annual report does in simple terms:

1. Shows how the company did: It explains the company’s successes, challenges, and overall
performance during the year.
2. Builds trust: By sharing detailed and honest information, it helps build trust with investors, employees,
and the public.
3. Helps make future decisions: It helps people make decisions, like whether to invest in the company or
stay involved with it.
4. Sets future goals: The report also talks about what the company plans to do in the future, including any
new projects or strategies.

Cloze Test
A Cloze Test is a passage with missing words. You need to choose the most suitable word from the given
options.
Ex: 1. The teacher asked the students to be _____ (1) during the lecture. However, a few students kept _____
(2), which _____(3) the flow of the session. The teacher, therefore, ______(4) them not to ____ (5) the class
again.
1. (A) silent (B) alert (C) active (D) attentive
2. (A) clapping (B) sleeping (C) shouting (D) whispering
3. (A) boosted (B) improved (C) disturbed (D) maintained
4. (A) punished (B) requested (C) warned (D) thanked
5. (A) lecture (B) enjoy (C) abandon (D) interrupt

2. Ravi is a student who loves to read books. Every day, he goes to the library and (1) a new book. He usually (2) for an
hour in the evening. His favorite (3) are stories about animals and adventure.
 1. (A) draws (B) eats (C) takes
2. (A) reads (B) dances (C) sleeps
3. (A) games (B) books (C) songs

3. School is a place where children (1) knowledge, develop skills, and learn values. Teachers (2) an important role in
shaping the future of students. Apart from studies, students also take part in sports and cultural (3). These activities help
in their overall (4).

1. (A) sell (B) gain (C) buy

2. (A) teach (B) cook (C) play
3. (A) jobs (B) events (C) shows
4. (A) homework (B) punishment (C) development

4. Pollution is one of the biggest challenges the world (1). Air, water, and soil pollution are increasing every day due to
human (2). If we do not take immediate steps to reduce pollution, the planet will face serious (3) in the future. It is the
duty of every citizen to protect the (4) and work towards a cleaner and greener Earth.

1. (A) solves (B) faces (C) enjoys

2. (A) vacations (B) problems (C) activities
3. (A) consequences (B) celebrations (C) advantages
4. (A) machines (B) environment (C) animals

5. Good health is very important for a happy life. To stay healthy, one should eat a (1) diet, get enough sleep,
and exercise (2). Eating too much junk food can (3) to health problems like obesity and heart disease. Drinking
plenty of water also helps the body (4) properly.

1. (A) cheap (B) boring (C) balanced

2. (A) regularly (B) sometimes (C) never
3. (A) avoid (B) protect (C) lead
4. (A) jump (B) work (C) sleep

Theme Detection
Theme detection involves reading a passage and identifying its central idea or message.

Ex: Passage 1:
In recent years, climate change has impacted agricultural productivity worldwide. Rising temperatures and
irregular rainfall patterns have created challenges for farmers, especially in developing nations.
Theme:
a. Importance of agriculture b.Weather forecasting techniques
c. Effects of climate change on agriculture d. Rainfall patterns in tropical countries
Answer: C

Passage 2:
Digital payments have revolutionized how we shop, pay bills, and transfer money. With just a smartphone,
people can complete transactions in seconds.
Theme:
a. Rise of online banking b. Decline of cash transactions
c. The growth of digital payment systems d. Mobile apps in education
Answer: C

Passage 3:
Books are a man's best friend. They give knowledge, entertainment, and company during lonely hours. No
other medium can substitute the feeling of reading a good book.
Theme:
a. Modern media b. Importance of books
c. Online education d. Newspaper reading
Answer: B

Passage 4
Despite global awareness campaigns, plastic pollution continues to rise. Governments must enforce stricter
rules to reduce plastic use and promote recycling.
Theme:
a. Recycling plastic b. Waste management systems
c. Government policy failures d. Plastic pollution and need for action
Answer: (D)

Passage 5:
The rise of social media has made people more connected than ever. However, it has also led to concerns about
mental health and reduced face-to-face interactions.
Theme:
a. Dangers of mobile phones b. Effects of social media on society
c. Benefits of internet access d. Role of technology in communication
Answer: (B)

Spotting Errors
This section tests grammar and usage. A sentence is split into parts, and you have to spot the incorrect part.

Example 1:
She is one of the smartest girl in the class.
(A) in the class (B) the smartest girl (C) one of (D) She is
Error in (B): "girl" should be "girls"

Example 2:
Neither the players nor the coach were present.
(A) were present (B) nor the coach (C) the players (D) Neither
Error in (A): "were" should be "was" (subject closest to verb is singular)

Example 3:
He told me that he has seen the movie last week.
(A) the movie last week (B) has seen (C) that he (D) He told me
Error in (B): "has seen" should be "had seen" (past perfect with past time reference)

Example 4:
She prefers coffee than tea.
(A) than tea (B) coffee (C) prefers (D) She
Error in (A): "than" should be "to" (prefer A to B)

Example 5:
The committee have decided to postpone the meeting.
(A) the meeting (B) to postpone (C) have decided (D) The committee
Error in (C): "have" should be "has" (committee = singular unit)

Sentence Improvement

You’re given a sentence with a part underlined. Choose the best replacement from the options.

Example 1:
Original: He is working here since two years.
(A) No improvement (B) since two years (C) for two years (D) from two years
Answer: (C) → "for" is used with a period of time.

Example 2:
Original: I look forward to meet you tomorrow.
(A) No improvement (B) to have met you (C) to meet with you (D) to meeting you
Answer: (D) → “look forward to” is followed by a gerund (–ing form).

Example 3:
Original: She was so tired that she could hardly walk.
(A) No improvement (B) so tired as to (C) too tired so (D) very tired that
Answer: (A) → The sentence is already correct.

Example 4:
Original: No sooner I had reached the station than the train left.
(A) I had reach (B) had I reached (C) did I reach (D) No improvement
Answer: (B)

Example 4:
Original: She did not know where was he going.
(A) where he was going (B) where was he going
(C) that where he was going (D) No improvement

Answer: (A) → In reported (indirect) speech, the correct order is subject + verb, so "where he was going" is
correct.