Issues outlined in the introduction is elaborated in this section. In case of a theoretical development of the study, experimentation conducted, instrumentation required, results obtained etc. So this section may have to be further subdivided into several sections and subsections.

Here we notice that although there is a framework for report writing, a hard and fast format is not possible. The report takes shape as per requirement.

The theoretical development and subsequent results obtained are discussed logically in this section. No new information is introduced at this stage. Anything unusual in the data obtained in the form of tables or graphs are discussed here. The graphs need not be described. These have to be presented in a way that they are self-explanatory.

Conclusions based on the above discussions are presented in order of their importance. Recommendations are based on these conclusions. However, whether you make recommendations or not and of what kind, depends on for whom the report is meant.

Rarely is it possible to write a technical report without consulting work of others and taking help from them. A reference to the works consulted, not only gives credit to other workers wherever due, but also enables the reader of the report to go back to the works referred to, if necessary. A bibliography on the other hand is list of books and other publications for supplementary reading. These need not necessarily be referred to in the text.

When the list of references is short, then it can be arranged in the order of their occurrence in the text. Otherwise, for a long list an alphabetical order is preferable for ease of location.

One has to be extremely meticulous in giving references. It should contain sufficient details for ease of location. It should contain authors names with initials, name of the journals, country of origin, volume number, year of publications, pages consulted, and for books also publishers name and address. For the reader looking for a reference, annoyance caused due to faulty details is enormous.

Nomenclature is followed by the glossary of technical terms, defining all the technical terms in case of a big report. Like nomenclature, it need not be separated out for a small paper.

These are an integral part of a technical report. These should be located next to where these are referred to in the text. However, for a report where many tables and figures are there, they can be presented at the end after the glossary of terms.

Footnotes, as the name suggests appear at the foot of different pages to explain or elaborate certain terms. These should preferably not be used, as they interrupt the reader repeatedly and hampers smooth flow.

In the format discussed above for writing a technical report, at every stage a set of conventions is followed, at times for the sake of convenience and at times for consistency. We will discuss these now as the rule of thumb.

Numbering is done at almost every stage in a technical report, specially where the report is more than a few pages.

Abbreviations and symbols used in scientific writing generally contribute to economy of words and also clarity of expression.

A standard international convention may be followed for mathematical symbols, chemical elements and equations and units of physical quantities.

There are no absolute rules for abbreviation, but certain guidelines may be followed for convenience and consistency.

In the text, if a unit follows a numeral, then use an abbreviation, like ‘12 m’, otherwise spell it out, like ‘a few meters’. Do not add a ‘s’ to form plural of the unit in an abbreviation.

In technical report writing, should one write numbers as numerals or as words. It should preferably be decided by the appearance of the text. The text should not look like an enormous equation, full of numbers; nor should important numbers be lost in the text by spelling them out. However, certain rules can be followed:

Do not use numerals at the beginning of a sentence.

Do not use two numbers in succession in a sentence. For example, write ‘24 four-cylinder engines’, and not ‘24 4 - cylinder engines’. Again write ‘thirty 12 cm bolts’, etc.

Do not use numerals for round number estimates or ordinals. For example, write ‘approximately four hundred cars’, or ‘this was the third report’.

Use numerals for all page numbers, dates, figures, diagrams, addresses, etc.

For numbers below ten, use words, i.e. spell them out.

Illustrations convey that information, which cannot be put into words or mathematical expressions conveniently or efficiently. They also give the first visual impact of the report and thus should be prepared aesthetically.

Use as many of them as are absolutely necessary to explain the subject under consideration. Graphs and tables must not duplicate or contradict each other. This effort not only saves space, but also helps make it clutter-free.

Illustrations are either line drawings or photographs. Among line drawings we can have x-y plots, polar diagrams, bar charts, histograms, pie charts, circuit diagrams, computer programme, flow charts, engineering drawings, etc. These are used to satisfy different needs and help of a commercial artist is a must to draw them, in most cases. There are certain do’s and don’ts to follow.

Do not use a grid in the x-y plot.

If there is more than one curve with the same scale on x-axis and y-axis, combine them into one graph. It saves space and facilitates easy comparison.

Two sets of curves with one common axis can also be combined.

Do not leave empty space all around in the graph.

Figures should contain all relevant parameters and the figure captions. It should be self-explanatory.

Photographs should be sharp and contrasty. Labelling within photographs should be done by pasting a patch-marking in one corner.

Lettering must be done using stencil.

Use same symbols, and units in illustrations as in the text.

Tables are used o present data and other information visually in a collected form, which otherwise is difficult or inconvenient to explain in words precisely. A great care is needed to write table headings and column headings, so as to make tables self-explanatory. All data collected need not be presented. Present, only what is necessary to explain the contention of the report. Excess data clutter the report and may confuse the reader.

The English language came first and then grammar was invented to attempt to systematize the language. Indeed, Shakespeare did not need a book on grammar to write his famous plays. English is a dynamic language. Its usage is changing, imperceptibly in many cases, all the time. Fresh words are being verbalised, for example ‘Balkanisation of states’, ‘Thacherisation’, etc. Familiar words are being given an added meaning by daring metaphorical use. However, certain grammatical rules must be observed for obvious reasons, as follows :

The subject and verb must agree. If the subject is singular, verb must be singular and likewise for a plural subject.

Use appropriate conjunctions and prepositions. Use OED and Flowers Modern English usage for the purpose. Consult a standard book of grammar in case of doubt or difficulty.

Style of writing is not some kind of lacquer varnish or paint you apply, or garnish that you add after the writing is over, in order to make the report attractive. It starts at the very conceptualisation stage and depends not only on your relationship with the reader but also on your command on the language. It is not something that can be mastered in a day. It has to be a acquired by hard work – over the years.

Certain tips can be given to improve upon one’s style of writing as follows :

Use short sentences. It makes reading through the report easy.

Do not use too many hard words, so as to improve readability. Robert Gunning has devised an index called ‘Fog Index’ to determine readability of an article. The procedure is, jot down the number of words in a paragraph, up to 100 words approximately, till completion of the sentence. Divide by number of sentences counted. This gives average number of words per sentence. Now count the number of words of three syllables or more in these 100 words avoiding capitalised letters, combination of short and easy words and three syllable words ending in –ed or –es (like created, trespasses. This gives percentage of hard words. Total the two factors and multiply by 0.4 to give a number between 6 and 17. This is ‘Fog Index’. Writings with index below 10 are easy to read and above 12 difficult. This can give an idea of the readability of report.

Keep the paragraphs short. Solid blocks of print wear out the readers meaning clear.

Punctuation should be used only when necessary, in order to make the meaning clear.

Use semicolon sparingly and colons not at all, if you can help it.

Use analogy in explaining a scientific phenomenon. It makes a complex phenomenon appear simple, interesting and easily understandable. For example in ‘Body’s battles’ by Bal Phondke, human body has been compared with the war field.

Think in the language in which you want to write the report. Do not think in your mother tongue and translate in the language of the report. It is very important and by this practice a lot of errors of style can be done away with in one stroke.

Nothing can improve your style of writing than wide reading. Read a lot of books covering all subjects – History, good novels, science fiction, biographies of scientists/statesmen and others.

This habit makes one feel at home in the language and gives a broadness of understanding. This also opens up a storehouse of information from where to draw an analogy to enrich your writing.