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Technical reports, technical reports: a definition, search engines & databases, technical report repositories - multi-disciplinary, technical report repositories - topical.

"A technical report is a document that describes the process, progress, or results of technical or scientific research or the state of a technical or scientific research problem. It might also include recommendations and conclusions of the research."      https://en.wikipedia.org/wiki/Technical_report

Technical reports are produced by corporations, academic institutions, and government agencies at all levels of government, e.g. state, federal, and international.  Technical reports are not included in formal publication and distribution channels and therefore fall into the category of grey literature .

  • Science.gov Searches over 60 databases and over 2,200 scientific websites hosted by U.S. federal government agencies. Not limited to tech reports.
  • WorldWideScience.org A global science gateway comprised of national and international scientific databases and portals, providing real-time searching and translation of globally-dispersed multilingual scientific literature.
  • Open Grey System for Information on Grey Literature in Europe, is your open access to 700.000 bibliographical references. more... less... OpenGrey covers Science, Technology, Biomedical Science, Economics, Social Science and Humanities.
  • National Technical Reports Library (NTRL) This link opens in a new window The National Technical Reports Library provides indexing and access to a collection of more than two million historical and current government technical reports of U.S. government-sponsored research. Full-text available for 700,000 of the 2.2 million items described. Dates covered include 1900-present.
  • Argonne National Lab: Scientific Publications While sponsored by the US Dept of Energy, research at Argonne National Laboratory is wide ranging (see Research Index )
  • Defense Technical Information Center (DTIC) The Defense Technical Information Center (DTIC®) has served the information needs of the Defense community for more than 65 years. It provides technical research, development, testing & evaluation information; including but not limited to: journal articles, conference proceedings, test results, theses and dissertations, studies & analyses, and technical reports & memos.
  • HathiTrust This repository of books digitized by member libraries includes a large number of technical reports. Search by keywords, specific report title, or identifiers.
  • Lawrence Berkeley National Lab (LBNL) LBNL a multiprogram science lab in the national laboratory system supported by the U.S. Department of Energy through its Office of Science. It is managed by the University of California and is charged with conducting unclassified research across a wide range of scientific disciplines.
  • National Institute of Standards and Technology (NIST) NIST is one of the nation's oldest physical science laboratories.
  • RAND Corporation RAND's research and analysis address issues that impact people around the world including security, health, education, sustainability, growth, and development. Much of this research is carried out on behalf of public and private grantors and clients.
  • TRAIL Technical Report Archive & Image Library Identifies, acquires, catalogs, digitizes and provides unrestricted access to U.S. government agency technical reports. TRAIL is a membership organization . more... less... Majority of content is pre-1976, but some reports after that date are included.

Aerospace / Aviation

  • Contrails 20th century aerospace research, hosted at the Illinois Institute of Technology
  • Jet Propulsion Laboratory Technical Reports Server repository for digital copies of technical publications authored by JPL employees. It includes preprints, meeting papers, conference presentations, some articles, and other publications cleared for external distribution from 1992 to the present.
  • NTRS - NASA Technical Reports Server The NASA STI Repository (also known as the NASA Technical Reports Server (NTRS)) provides access to NASA metadata records, full-text online documents, images, and videos. The types of information included are conference papers, journal articles, meeting papers, patents, research reports, images, movies, and technical videos – scientific and technical information (STI) created or funded by NASA. Includes NTIS reports.

Computing Research

  • Computing Research Repository
  • IBM Technical Paper Archive
  • Microsoft Research
  • INIS International Nuclear Information System One of the world's largest collections of published information on the peaceful uses of nuclear science and technology.
  • Oak Ridge National Laboratory Research Library Primary subject areas covered include chemistry, physics, materials science, biological and environmental sciences, computer science, mathematics, engineering, nuclear technology, and homeland security.
  • OSTI.gov The primary search tool for DOE science, technology, and engineering research and development results more... less... over 70 years of research results from DOE and its predecessor agencies. Research results include journal articles/accepted manuscripts and related metadata; technical reports; scientific research datasets and collections; scientific software; patents; conference and workshop papers; books and theses; and multimedia
  • OSTI Open Net Provides access to over 495,000 bibliographic references and 147,000 recently declassified documents, including information declassified in response to Freedom of Information Act requests. In addition to these documents, OpenNet references older document collections from several DOE sources.

Environment

  • National Service Center for Environmental Publications From the Environmental Protection Agency
  • US Army Corp of Engineers (USACE) Digital Library See in particular the option to search technical reports by the Waterways Experiment Station, Engineering Research and Development Center, and districts .
  • National Clearinghouse for Science, Technology and the Law (NCSTL) Forensic research at the intersection of science, technology and law.

Transportation

  • ROSA-P National Transportation Library Full-text digital publications, datasets, and other resources. Legacy print materials that have been digitized are collected if they have historic, technical, or national significance.
  • Last Updated: Aug 29, 2024 12:10 PM
  • URL: https://libguides.northwestern.edu/techreports

17 Professional Technical Report Templates (+Format Samples)

Preparing a technical report may seem straightforward. A researcher has completed their work on a particular subject and needs to summarize the work for others to review and comment on. The writer might be looking for affirmation of their work. They may be looking for support for their conclusions. They may also need additional funding and support to take their research to the next level. If the research has concluded, they may want to find a company to develop a product and introduce the concept to the marketplace.

Technical reports fulfill many objectives, and it becomes important to understand who the audience is, what your objectives are, and what you hope to gain by writing the technical report. This post will address some of these questions and help readers prepare better technical reports that satisfy whatever objectives you may have.

What is a Technical Report?

In short, a technical report is a document prepared by a researcher or a group of researchers describing the research , the test process , and the results of those tests. Based on the results, the researcher will prepare conclusions and suggest the next step in the process to continue the research or to take the data from the lab to the prototype stage. The report is submitted to the sponsor for review and comment.

Technical reports vary in levels of detail and the amount of information they contain. For example, they may cover the procedures, design criteria, history of the project/research, illustrations and images, and the test result data. The report will also include conclusions and recommendations for further research or prototyping.

What Is a Technical Report Template?

Using a technical report template brings consistency to your reports. Your customers/clients/stakeholders will appreciate the details in your report and the sections or layout of your report . Using a template also saves time for the writer. The titles and sections, and index are already in place. The template will also include your companies name, address, and general contact information on each page. The numbering system is also included.

While some of these items may seem trivial, imagine many report writers working in isolation. The reports will all be different without a common format and appear unprofessional to readers who view reports from the same company.

The technical report template should contain the following general outline:

  • Introduction
  • Executive Summary
  • Details of the Experiment
  • Analysis of the Result and Discussion
  • Body of the Report
  • Conclusions
  • Recommendations
  • Acknowledgments

We will cover each of these sections later in this document. In addition, each page should be numbered, dated, and include the title of the report either at the top or bottom of the page in the margins.

Technical Report Templates & Examples

Technical Report Template #01

How Can a Technical Report Example Help You?

Technical reports can help technical writers in a variety of ways, which leads to impressing clients and sponsors of your work.

If your report is sloppy, difficult to read and follow, readers may conclude that the research was sloppy and disorganized. A professional appearance matters, especially with sponsors in addition to top-notch research delivering spectacular results.

Adhering to the following attributes can help you gain support for your report’s conclusions and recommendations.

  • Common format and style – for reports prepared by your company ensures that there is a consistent look and feel to the report that is professional and well written, without spelling and grammatical mistakes.
  • Requires organization and presentation – readers expect to see a brief introduction and then the executive summary. Many will not go beyond this point. They want the summary upfront with the key conclusions. The rest of the document should support everything in summary.
  • Adds structure to the document – every document follows a common structure. Readers and clients know what to expect and what comes next. It is well organized.
  • Focus on messaging for executives and users – the executive summary is no longer than one page and focused on decision-makers, while the remainder of the report supports the summary, the conclusions, and the recommendations needed by the users of the data.
  • Acknowledge associates and contributors – gains credibility and support for the project and future projects you may work on.
  • Include references which your work depends on – support your work and add further credibility to the results.

Essential Elements of a Technical Report Template

The following are the essential elements of every technical report template:

  • Title page – or cover page includes the title of your report, the date, the name of the institution, and project name or number if applicable.
  • Introduction – describe the main purpose of the document, broad objectives or aims of the project/document, and how this report fits into the overall project if the report is a mid-project report or part of a larger activity.
  • Executive Summary – is an important part of the technical report. Many busy executives will only read this section . It should conclude the major results, conclusions, and recommendations for the document or project. The summary should be no longer than one page in length.
  • Details of the Experiment – or perhaps the technical details concerning a new technology design proposal. Every detail should be covered concerning the equipment needed for the experiment. If it is a design proposal, all of the components needed to prototype the technology, including any that must be developed, should be described and itemized.
  • Analysis of the Result and Discussion – experiments yield a variety of results, some expected and some unexpected. The results should be explained where possible. If the work did not involve an experiment, this section could be excluded .
  • Body of the Report – is the section that many people will be interested in and spend the most time on. Add appropriate subheadings describing the work activity, the technical components, the experimental process, the results, and any anomalies that may have appeared. Provide as many details as needed to adequately describe all elements of the experiment or the technical proposal. Break it down into subheadings that make it easier for the reader to understand and comprehend.
  • Conclusions – the body of the report should flow into the conclusion section of the report. Your points should be supported by direct results obtained during the experiment. If the experiment did not cover a specific area, then no conclusion can be summarized. This may be an opportunity to propose an additional experimental activity to verify areas that were not explored in your initial work.
  • Recommendations – include the next steps that need to be taken to further the experiments, to move to the prototyping stage, or to forgo further work because the experiments did not support the outcome you anticipated.
  • References – list all references to materials, texts, scientific papers used in your research. If you quoted text from another writer, it should be listed to avoid being accused of plagiarism . You acknowledge that the content came from a source other than your own.
  • Acknowledgments – include everyone that assisted in preparing the report, from the lab assistants to the folks that proofread your reports. This is your opportunity to recognize the efforts of those people who assisted in this activity.
  • Appendices – may include additional data that help establish the conclusions and recommendations in your report.

How to Write a Technical Report?

Preparing to write a technical report can be a little daunting unless you have collected all of the data you need and have kept excellent notes about the processes and steps used during the experimental and design phase of your project. These notes will come in very handy when you are preparing the body of the report.

Keep an ongoing list of references and people you worked with during the work activity. These folks should also receive an honorable mention in the acknowledgment section of the report.

The first step before writing a technical report is to collect all of the data that may be useful during the preparation of the draft report. Follow the template outline and add subheadings as needed to improve the flow of the document and make reading easier.

Under the main headings and subtitles, create a point-form list of the topics you want to cover in each. Once this step is completed, you should have a basic outline of what you want to cover in the report. You may even jot down the points you want to make in the executive summary, the conclusions, and the recommendations section of the report. All of your data and narrative in the body of the report should support the conclusions and recommendations.

You cannot conclude and make recommendations if the data and the narrative do not support them.

The next step is to begin writing the draft. Expand each of the points you added earlier into proper grammatical sentences, drawing on the base data from your experiments and design steps. Always take the reader into account, focus on preparing a professional document that brings the reader to the same conclusions and recommendations you have reached.

Add drawings, graphs, and tables as needed to support your work. These may come under intense scrutiny. Ensure they are accurate and display the data in the best possible fashion. Graphs should be clearly labeled, indicating what is illustrated, the variables, and the form of the chart – pie, bar graphs, etc.

Add diagrams that are easy to understand and support the narrative in your document. The diagram should follow the text explaining the concepts illustrated in the diagram.

Add tables as needed to summarize your data and precede them with the appropriate narrative referencing the table information.

All tables, diagrams, and graphs should be numbered for easy reference in the narrative and also in the index of your report.

Tips for Writing Your Technical Report

The writer of a technical report must always consider the readers of the report and how they can make it easy for them to read, understand, and assimilate the information. Anything you can do in this regard makes your report more successful and increases the opportunities to achieve the goals and objectives you have for the report, e.g., additional funding, further development, prototyping, etc.

The following tips should be considered when preparing a technical report:

  • Use one font for the report and use either bold or underlining to emphasize points you want to draw the reader to. Try not to overuse, since it loses its effectiveness if too many items are highlighted in bold or underlined
  • Use headings and subheadings to break up the report and make it easier to read. Long paragraphs are difficult to absorb, and readers often lose the train of thought. Using headings can help maintain the reader’s thought process and keep them focused on the subject.
  • Avoid plagiarism; write everything in your own words if you must use someone else’s concepts and ideas, including on-page citations or in the reference section of the report. Failure to mention citations significantly reduces your credibility and the results published in your technical document.
  • If you pull information from the internet, cross-check it and confirm authenticity. Not everything found on the internet is accurate and supported by scientific studies.
  • Always proofread your document for both grammatical and spelling mistakes.
  • During your proofreading activity, there may be points you want to re-write or points that need to be added to the document
  • The general rule of thumb for an executive summary section is to keep it to one page in length. Some documents suggest no more than 300 words.
  • Note that the executive summary is written for a different audience. It should be concise and clearly state the major goals, conclusions, and recommendations of your report. Many executives will not take the time to read the entire report.

Mistakes to Avoid When Writing your Technical Report

Aside from checking for spelling and grammatical mistakes, there are several other areas that writers should be careful of when they are preparing technical reports.

  • Avoid Using Common Phrases and Clichés – overuse of common phrases tends to annoy readers and reduce the originality of your report. Focus on simple, straightforward sentences to keep your report easy to comprehend and understand.
  • Find the Correct Balance of Data – providing too much data can overwhelm and confuse readers. Stick to the data that is pertinent to the subject and supports your conclusions and recommendations.
  • Avoid Using Non-Technical Material and Content – especially if it is not related and appears as filler for your report. Stick to the main content and results of your work.
  • Avoid Computer Program Listings – keep these listings out of the main report. An option is to include the listing in an appendix or make a reference to the programs used in your work.
  • Avoid Long Complex Math Equations – these may be difficult to understand. Place these equations in an appendix and refer to the appendix in your main report.
  • Discussing the Challenge of Creating the Report – aside from appearing unprofessional, it is not relevant to the report. Stick to the facts and data that support your report. Knowledgeable people will understand the difficulty and challenge of preparing the report based on the report itself.

Several frequently asked questions by writers of technical reports follow:

What is the main purpose of a technical report?

The main purpose of a technical report is to summarize and convey the details about a technical project, the conclusions, and recommendations for a technical project. The next steps (More research, prototyping, product development, etc.) should be summarized and reported to the sponsor of the project.

How do you write an introduction to a technical report?

Summarize the main objectives of the report to help the reader understand the purpose of the document and what they should expect from the report. Discuss the flow of the report and draw attention to any special elements that you do not want the reader to miss.

What is the basic structure of the technical report?

The basic structure of a technical report contains the following elements(Add subtitles as appropriate for the content of your document):

What are the types of technical reports?

Technical reports are used in many different venues to achieve various objectives. While reporting on scientific experiments are common, the following are also considered technical reports:

  • Technical Instruction Manuals
  • Technical Proposals
  • Experiment or Research Reports
  • Posters and Visual Communication
  • Technical Descriptions
  • Product Recalls
  • White Paper Discussion Papers
  • Technical End User Instructions

Technical writing is quickly becoming a valuable skill that can have a huge impact on the success or failure of technical projects. A well-written document aimed at a specific audience will be tailored to that audience with the appropriate amount of documentation to enable understanding and agreement with the recommendations and conclusions. There are many different types of technical reports; however, all should have an introduction and an executive summary for those readers short on time or who need a summary and are unwilling to dive into the details of the project. Use a technical report template to ensure consistency and a common style across your company. Use subtitles to break up the data to make it easier to read. Avoid long, complex paragraphs. Deliver a professional document with an introduction and executive summary. Check and double-check for spelling and grammatical errors. Leave out extraneous information that does not contribute to the message conveyed in your report. Use appendices to include large amounts of data, mathematical formulas, and other information that is important to the project but does not need to be in the main report. Focus your content on the main client or stakeholder. These are the people who will make decisions about further work, next steps, etc., based on the content in your report.

How did our templates helped you today?

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Technical Report: What is it & How to Write it? (Steps & Structure Included)

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A technical report can either act as a cherry on top of your project or can ruin the entire dough.

Everything depends on how you write and present it.

A technical report is a sole medium through which the audience and readers of your project can understand the entire process of your research or experimentation.

So, you basically have to write a report on how you managed to do that research, steps you followed, events that occurred, etc., taking the reader from the ideation of the process and then to the conclusion or findings.

Sounds exhausting, doesn’t it?

Well hopefully after reading this entire article, it won’t.

A girl writing a technical report

However, note that there is no specific standard determined to write a technical report. It depends on the type of project and the preference of your project supervisor.

With that in mind, let’s dig right in!

What is a Technical Report? (Definition)

A technical report is described as a written scientific document that conveys information about technical research in an objective and fact-based manner. This technical report consists of the three key features of a research i.e process, progress, and results associated with it.

Some common areas in which technical reports are used are agriculture, engineering, physical, and biomedical science. So, such complicated information must be conveyed by a report that is easily readable and efficient.

Now, how do we decide on the readability level?

The answer is simple – by knowing our target audience.

A technical report is considered as a product that comes with your research, like a guide for it.

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You study the target audience of a product before creating it, right?

Similarly, before writing a technical report, you must keep in mind who your reader is going to be.

Whether it is professors, industry professionals, or even customers looking to buy your project – studying the target audience enables you to start structuring your report. It gives you an idea of the existing knowledge level of the reader and how much information you need to put in the report.

Many people tend to put in fewer efforts in the report than what they did in the actual research..which is only fair.

We mean, you’ve already worked so much, why should you go through the entire process again to create a report?

Well then, let’s move to the second section where we talk about why it is absolutely essential to write a technical report accompanying your project.

Read more:  What is a Progress Report and How to Write One?

Importance of Writing a Technical Report 

1. efficient communication.

Technical reports are used by industries to convey pertinent information to upper management. This information is then used to make crucial decisions that would impact the company in the future.

Technical team communicating with each other

Examples of such technical reports include proposals, regulations, manuals, procedures, requests, progress reports, emails, and memos.

2. Evidence for your work

Most of the technical work is backed by software.

However, graduation projects are not.

So, if you’re a student, your technical report acts as the sole evidence of your work. It shows the steps you took for the research and glorifies your efforts for a better evaluation.

3. Organizes the data 

A technical report is a concise, factual piece of information that is aligned and designed in a standard manner. It is the one place where all the data of a project is written in a compact manner that is easily understandable by a reader.

4. Tool for evaluation of your work 

Professors and supervisors mainly evaluate your research project based on the technical write-up for it. If your report is accurate, clear, and comprehensible, you will surely bag a good grade.

A technical report to research is like Robin to Batman.

Best results occur when both of them work together.

So, how can you write a technical report that leaves the readers in a ‘wow’ mode? Let’s find out!

How to Write a Technical Report? 

Writing a technical report can feel daunting, but it becomes much more manageable when you break it down into clear steps. This guide will equip you with the knowledge to craft a clear, impactful report that effectively communicates your findings.

Step 1: Understand the Purpose and Audience

The first step is to understand the purpose and audience. What is the goal of your report? Are you aiming to inform, persuade, or explain a technical concept? Identifying your objective will steer the direction and content of your report.

Equally important is knowing your readers. Who will be consuming your report? Are they colleagues with a deep technical background or stakeholders with a broader understanding? Tailoring the language and technical depth to their level is crucial for successful communication.

Step 2: Gather and Organize Information

Once you understand your mission and audience, it’s time to gather your resources. This includes research findings, experimental data, technical specifications, or case studies relevant to your topic. Ensure you have all the necessary evidence and references to support your conclusions.

As you gather this information, organize it methodically. Create an outline using clear headings to structure your report. A common structure includes an introduction, methodology, results, discussion, conclusion, and optional recommendations.

Typical sections include:

  • Table of Contents
  • Introduction
  • Methodology
  • Appendices (if necessary)

An outline acts as a roadmap, ensuring you cover all necessary points logically.

A lady creating table of contents in a technical report

Step 3: Write the Introduction

Writing the introduction of a technical report is a crucial step in effectively conveying the purpose and scope of your work to the reader. The introduction sets the stage for the rest of the document, providing context, background information, and an overview of the report’s objectives.

1. Begin with a Hook

Just like any good piece of writing, your introduction should start with a hook to grab the reader’s attention. This could be a startling statistic, an intriguing question, or a relevant quote. The goal is to engage your audience right from the start.

2. Provide Background Information

After capturing the reader’s attention, provide some background information that sets the context for your report. This section should give the reader a brief overview of the topic and explain why it is important. Include relevant historical data, recent developments, or industry trends that highlight the significance of your study.

3. State the Purpose and Objectives

Clearly state the purpose of your report and outline its main objectives. This helps the reader understand what to expect and sets the direction for the rest of the document. Be concise but specific about what your report aims to achieve.

4. Define the Scope

It’s important to define the scope of your report so that the reader knows what is included and what is not. This section should outline the boundaries of your study, including any limitations or exclusions. Defining the scope helps manage reader expectations and keeps your report focused.

Step 4: Describe the Methodology

The methodology section is like a transparent blueprint. Here, you detail the methods and procedures used to gather data and conduct analysis. The description should be specific enough that someone could replicate your work.

1. Outline Your Research Design

Start by outlining your research design. This is the overall strategy you used to integrate the different components of your study in a coherent and logical way. Here are some points to consider:

  • Type of Study: Is it experimental, observational, qualitative, quantitative, or a mix of these?
  • Approach: Did you use a case study, survey, field research, or laboratory experiment?

2. Describe Your Procedures

Detail the procedures you followed in conducting your research or project. This includes:

  • Steps Taken: List the steps in chronological order.
  • Tools and Materials: Specify any tools, instruments, or materials used.
  • Protocol: Describe any specific protocols or guidelines followed.

3. Explain Data Collection Methods

How did you gather your data? Provide detailed information about your data collection methods:

  • Sampling: Explain your sampling method and why you chose it.
  • Data Sources: Describe the sources from which you collected data.
  • Collection Techniques: Discuss techniques used (e.g., surveys, interviews, observations).

4. Detail Data Analysis Procedures

After data collection, what did you do next? Explain how you processed and analyzed the data:

  • Analytical Tools: Specify any software or tools used for analysis.
  • Techniques: Describe the statistical or qualitative techniques applied.
  • Steps: Outline the steps followed in the analysis process.

5. Address Limitations

No study is perfect. Discuss any limitations in your methodology that could affect your results:

  • Constraints: Mention any constraints (time, budget, access to resources).
  • Biases: Identify potential biases or sources of error.
  • Impact: Explain how these limitations might impact your findings.

Step 5: Present the Results

Presenting results is a critical step in writing a technical report. This section showcases the outcomes of your work and forms the core of your report. It’s where your data, analysis, and insights come together to tell a coherent story.

1. Structure Your Results Section

Organize by Objectives or Hypotheses:

  • Align your results with the objectives or hypotheses stated in your introduction. This ensures clarity and continuity.
  • If you had multiple objectives, present the results corresponding to each one in separate subsections.
  • Use Subheadings: Break down your results into logical subsections using descriptive subheadings. This helps the reader navigate through your findings easily.

2. Present Data Effectively

  • Utilize tables, graphs, and charts to present data visually. These tools can make complex data more understandable and highlight key trends and patterns.
  • Ensure all tables and figures are clearly labeled and referenced in the text. Each should have a number (e.g., Table 1, Figure 2) and a descriptive caption.
  • Supplement visual data with clear and concise narrative descriptions. Explain what the data shows and highlight significant findings.
  • Avoid simply repeating what is shown in tables and figures. Instead, focus on interpreting the data.

3. Highlight Key Findings

  • Point out the most important and relevant results. These are the findings that directly address your research questions or objectives.
  • Use bullet points or numbered lists to highlight key findings for easy reference.
  • If applicable, discuss the statistical significance of your results. Mention p-values, confidence intervals, or other statistical measures to validate your findings.

4. Discuss Trends and Patterns

  • Look for and discuss any trends or patterns in your data. Are there any recurring themes or consistent changes over time?
  • Highlight any unexpected results and offer possible explanations for them.
  • Compare your results with previous studies or baseline data. This can provide context and underscore the significance of your findings.

5. Ensure Clarity and Precision

  • Use clear and straightforward language. Avoid jargon and complex sentences that might confuse the reader.
  • Be precise in your descriptions. Provide exact numbers, percentages, and units of measurement.
  • Present your results objectively without over-interpretation. Stick to what the data shows and save broader implications and interpretations for the discussion section.

6. Use Visual Aids Appropriately

  • Choose the right type of visual aid for your data. Use bar charts for comparisons, line graphs for trends, pie charts for proportions, and tables for detailed data.
  • Ensure your visual aids are of high quality and easy to read. Use appropriate scales, labels, and legends.
  • Keep them simple and avoid clutter. A well-designed visual aid can significantly enhance understanding.

Avoid interpreting the results in this section; save that for the discussion.

Step 6: Discuss the Findings

The discussion section goes beyond just presenting the results. Here, you delve deeper by interpreting and explaining their meaning and implications. Relate your findings to existing research or established theories and discuss any discrepancies or unexpected outcomes.

Explain how your results contribute to the field or address the problem stated in the introduction. Don’t forget to acknowledge any limitations of your study and suggest areas for future research or improvements. This strengthens your report and demonstrates a well-rounded understanding of the topic.

Step 7: Conclude and Recommend

Finally, conclude with clarity and recommendations. Summarize the main points of your report and restate their importance. Avoid introducing new information here. If applicable, provide clear and concise recommendations based on your findings.

Offer practical solutions or propose next steps. The conclusion should leave a lasting impression, solidifying the reader’s understanding of the report’s significance and its takeaways.

Final Tips:

  • Proofread and Edit: Carefully review your report for clarity, coherence, and conciseness. Check for grammatical errors and ensure that all technical terms are used correctly.
  • Include References: List all sources cited in your report, following the appropriate citation style.
  • Appendices: Add any additional material that supports your report, such as raw data, detailed calculations, or supplementary information, in the appendices.

Employees analysing sales report

AND VOILA! You’re done.

…and don’t worry, if the above process seems like too much for you, Bit.ai is here to help.

Read more:  Technical Manual: What, Types & How to Create One? (Steps Included)

Bit.ai : The Ultimate Tool for Writing Technical Reports

Bit.ai: Tool to create technical reports

What if we tell you that the entire structure of a technical report explained in this article is already done and designed for you!

Yes, you read that right.

With Bit.ai’s 70+ templates , all you have to do is insert your text in a pre-formatted document that has been designed to appeal to the creative nerve of the reader.

Bit features infographic

You can even add collaborators who can proofread or edit your work in real-time. You can also highlight text, @mention collaborators, and make comments!

Wait, there’s more! When you send your document to the evaluators, you can even trace who read it, how much time they spent on it, and more.

Exciting, isn’t it?

Start making your fabulous technical report with Bit.ai today!

Few technical documents templates you might be interested in:

  • Status Report Template
  • API Documentation
  • Product Requirements Document Template
  • Software Design Document Template
  • Software Requirements Document Template
  • UX Research Template
  • Issue Tracker Template
  • Release Notes Template
  • Statement of Work
  • Scope of Work Template

Wrap up(Conclusion)

A well structured and designed report adds credibility to your research work. You can rely on bit.ai for that part.

However, the content is still yours so remember to make it worth it.

After finishing up your report, ask yourself:

Does the abstract summarize the objectives and methods employed in the paper?

Are the objective questions answered in your conclusion?

What are the implications of the findings and how is your work making a change in the way that particular topic is read and conceived?

If you find logical answers to these, then you have done a good job!

Remember, writing isn’t an overnight process. ideas won’t just arrive. Give yourself space and time for inspiration to strike and then write it down. Good writing has no shortcuts, it takes practice.

But at least now that you’ve bit.ai in the back of your pocket, you don’t have to worry about the design and formatting!

Have you written any technical reports before? If yes, what tools did you use? Do let us know by tweeting us @bit_docs.

Further reads:

How To Create An Effective Status Report?

7 Types of Reports Your Business Certainly Needs!

What is Project Status Report Documentation?

Scientific Paper: What is it & How to Write it? (Steps and Format)

  Business Report: What is it & How to Write it? (Steps & Format)

How to Write Project Reports that ‘Wow’ Your Clients? (Template Included)

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Business Report: What is it & How to Write it? (Steps & Format)

Internship Cover Letter: How to Write a Perfect one?

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Guide to Technical Report Writing

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  • Guide to Laboratory Writing

School of Engineering and Informatics (for staff and students)

technical report research paper

Table of contents

1 Introduction

2 structure, 3 presentation, 4 planning the report, 5 writing the first draft, 6 revising the first draft, 7 diagrams, graphs, tables and mathematics, 8 the report layout, 10 references to diagrams, graphs, tables and equations, 11 originality and plagiarism, 12 finalising the report and proofreading, 13 the summary, 14 proofreading, 15 word processing / desktop publishing, 16 recommended reading.

A technical report is a formal report designed to convey technical information in a clear and easily accessible format. It is divided into sections which allow different readers to access different levels of information. This guide explains the commonly accepted format for a technical report; explains the purposes of the individual sections; and gives hints on how to go about drafting and refining a report in order to produce an accurate, professional document.

A technical report should contain the following sections;

For technical reports required as part of an assessment, the following presentation guidelines are recommended;

There are some excellent textbooks contain advice about the writing process and how to begin (see Section 16 ). Here is a checklist of the main stages;

  • Collect your information. Sources include laboratory handouts and lecture notes, the University Library, the reference books and journals in the Department office. Keep an accurate record of all the published references which you intend to use in your report, by noting down the following information; Journal article: author(s) title of article name of journal (italic or underlined) year of publication volume number (bold) issue number, if provided (in brackets) page numbers Book: author(s) title of book (italic or underlined) edition, if appropriate publisher year of publication N.B. the listing of recommended textbooks in section 2 contains all this information in the correct format.
  • Creative phase of planning. Write down topics and ideas from your researched material in random order. Next arrange them into logical groups. Keep note of topics that do not fit into groups in case they come in useful later. Put the groups into a logical sequence which covers the topic of your report.
  • Structuring the report. Using your logical sequence of grouped ideas, write out a rough outline of the report with headings and subheadings.

N.B. the listing of recommended textbooks in Section 16 contains all this information in the correct format.

Who is going to read the report? For coursework assignments, the readers might be fellow students and/or faculty markers. In professional contexts, the readers might be managers, clients, project team members. The answer will affect the content and technical level, and is a major consideration in the level of detail required in the introduction.

Begin writing with the main text, not the introduction. Follow your outline in terms of headings and subheadings. Let the ideas flow; do not worry at this stage about style, spelling or word processing. If you get stuck, go back to your outline plan and make more detailed preparatory notes to get the writing flowing again.

Make rough sketches of diagrams or graphs. Keep a numbered list of references as they are included in your writing and put any quoted material inside quotation marks (see Section 11 ).

Write the Conclusion next, followed by the Introduction. Do not write the Summary at this stage.

This is the stage at which your report will start to take shape as a professional, technical document. In revising what you have drafted you must bear in mind the following, important principle;

  • the essence of a successful technical report lies in how accurately and concisely it conveys the intended information to the intended readership.

During year 1, term 1 you will be learning how to write formal English for technical communication. This includes examples of the most common pitfalls in the use of English and how to avoid them. Use what you learn and the recommended books to guide you. Most importantly, when you read through what you have written, you must ask yourself these questions;

  • Does that sentence/paragraph/section say what I want and mean it to say? If not, write it in a different way.
  • Are there any words/sentences/paragraphs which could be removed without affecting the information which I am trying to convey? If so, remove them.

It is often the case that technical information is most concisely and clearly conveyed by means other than words. Imagine how you would describe an electrical circuit layout using words rather than a circuit diagram. Here are some simple guidelines;

The appearance of a report is no less important than its content. An attractive, clearly organised report stands a better chance of being read. Use a standard, 12pt, font, such as Times New Roman, for the main text. Use different font sizes, bold, italic and underline where appropriate but not to excess. Too many changes of type style can look very fussy.

Use heading and sub-headings to break up the text and to guide the reader. They should be based on the logical sequence which you identified at the planning stage but with enough sub-headings to break up the material into manageable chunks. The use of numbering and type size and style can clarify the structure as follows;

  • In the main text you must always refer to any diagram, graph or table which you use.
  • Label diagrams and graphs as follows; Figure 1.2 Graph of energy output as a function of wave height. In this example, the second diagram in section 1 would be referred to by "...see figure 1.2..."
  • Label tables in a similar fashion; Table 3.1 Performance specifications of a range of commercially available GaAsFET devices In this example, the first table in section 3 might be referred to by "...with reference to the performance specifications provided in Table 3.1..."
  • Number equations as follows; F(dB) = 10*log 10 (F) (3.6) In this example, the sixth equation in section 3 might be referred to by "...noise figure in decibels as given by eqn (3.6)..."

Whenever you make use of other people's facts or ideas, you must indicate this in the text with a number which refers to an item in the list of references. Any phrases, sentences or paragraphs which are copied unaltered must be enclosed in quotation marks and referenced by a number. Material which is not reproduced unaltered should not be in quotation marks but must still be referenced. It is not sufficient to list the sources of information at the end of the report; you must indicate the sources of information individually within the report using the reference numbering system.

Information that is not referenced is assumed to be either common knowledge or your own work or ideas; if it is not, then it is assumed to be plagiarised i.e. you have knowingly copied someone else's words, facts or ideas without reference, passing them off as your own. This is a serious offence . If the person copied from is a fellow student, then this offence is known as collusion and is equally serious. Examination boards can, and do, impose penalties for these offences ranging from loss of marks to disqualification from the award of a degree

This warning applies equally to information obtained from the Internet. It is very easy for markers to identify words and images that have been copied directly from web sites. If you do this without acknowledging the source of your information and putting the words in quotation marks then your report will be sent to the Investigating Officer and you may be called before a disciplinary panel.

Your report should now be nearly complete with an introduction, main text in sections, conclusions, properly formatted references and bibliography and any appendices. Now you must add the page numbers, contents and title pages and write the summary.

The summary, with the title, should indicate the scope of the report and give the main results and conclusions. It must be intelligible without the rest of the report. Many people may read, and refer to, a report summary but only a few may read the full report, as often happens in a professional organisation.

  • Purpose - a short version of the report and a guide to the report.
  • Length - short, typically not more than 100-300 words
  • Content - provide information, not just a description of the report.

This refers to the checking of every aspect of a piece of written work from the content to the layout and is an absolutely necessary part of the writing process. You should acquire the habit of never sending or submitting any piece of written work, from email to course work, without at least one and preferably several processes of proofreading. In addition, it is not possible for you, as the author of a long piece of writing, to proofread accurately yourself; you are too familiar with what you have written and will not spot all the mistakes.

When you have finished your report, and before you staple it, you must check it very carefully yourself. You should then give it to someone else, e.g. one of your fellow students, to read carefully and check for any errors in content, style, structure and layout. You should record the name of this person in your acknowledgements.

Two useful tips;

  • Do not bother with style and formatting of a document until the penultimate or final draft.
  • Do not try to get graphics finalised until the text content is complete.
  • Davies J.W. Communication Skills - A Guide for Engineering and Applied Science Students (2nd ed., Prentice Hall, 2001)
  • van Emden J. Effective communication for Science and Technology (Palgrave 2001)
  • van Emden J. A Handbook of Writing for Engineers 2nd ed. (Macmillan 1998)
  • van Emden J. and Easteal J. Technical Writing and Speaking, an Introduction (McGraw-Hill 1996)
  • Pfeiffer W.S. Pocket Guide to Technical Writing (Prentice Hall 1998)
  • Eisenberg A. Effective Technical Communication (McGraw-Hill 1992)

Updated and revised by the Department of Engineering & Design, November 2022

School Office: School of Engineering and Informatics, University of Sussex, Chichester 1 Room 002, Falmer, Brighton, BN1 9QJ [email protected] T 01273 (67) 8195 School Office opening hours: School Office open Monday – Friday 09:00-15:00, phone lines open Monday-Friday 09:00-17:00 School Office location [PDF 1.74MB]

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Technical reports, recognizing technical reports, recommendations for finding technical reports, databases with technical reports, other tools for finding technical reports.

  • Direct Links to Organizations with Technical Reports
  • Techical report collections at Penn State
  • How to Write

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Technical reports describe the process, progress, or results of technical or scientific research and usually include in-depth experimental details, data, and results. Technical reports are usually produced to report on a specific research need and can serve as a report of accountability to the organization funding the research. They provide access to the information before it is published elsewhere. Technical Reports are usually not peer reviewed.  They need to be evaluated on how the problem, research method, and results are described.  

A technical report citation will include a report number and will probably not have journal name. 

Technical reports can be divided into two general categories:

  • Non-Governmental Reports- these are published by companies and engineering societies, such as Lockheed-Martin, AIAA (American Institute of Aeronautical and Astronautics), IEEE (Institute of Electrical and Electronics Engineers), or SAE (Society of Automotive Engineers).
  • Governmental Reports- the research conducted in these reports has been sponsored by the United States or an international government body as well as state and local governments.

an infographic with the phrase technical reports in the center, with arm connecting it to types of reports, namely background reports, research report

Some technical reports are cataloged as books, which you can search for in the catalog, while others may be located in databases, or free online. The boxes below list databases and online resources you can use to locate a report. 

If you’re not sure where to start, try to learn more about the report by confirming the full title or learning more about the publication information. 

Confirm the title and locate the report number in NTRL. 

Search Google Scholar, the HathiTrust, or WorldCat. This can verify the accuracy of the citation and determine if the technical report was also published in a journal or conference proceeding or under a different report number. 

Having trouble finding a report through Penn State? If we don’t have access to the report, you can submit an interlibrary loan request and we will get it for you from another library. If you have any questions, you can always contact a librarian! 

  • National Technical Reports Library (NTRL) NTRL is the preeminent resource for accessing the latest US government sponsored research, and worldwide scientific, technical, and engineering information. Search by title to determine report number.
  • Engineering Village Engineering Village is the most comprehensive interdisciplinary engineering database in the world with over 5,000 engineering journals and conference materials dating from 1884. Has citations to many ASME, ASCE, SAE, and other professional organizations' technical papers. Search by author, title, or report number.
  • IEEE Xplore Provides access to articles, papers, reports, and standards from the Institute of Electrical and Electronics Engineers (IEEE).
  • ASABE Technical Library Provides access to all of the recent technical documents published by the American Society of Agricultural Engineers.
  • International Nuclear Information System (INIS) Database Provides access to nuclear science and technology technical reports.
  • NASA Technical Reports Server Contains the searchable NACA Technical Reports collection, NASA Technical Reports collection and NIX collection of images, movies, and videos. Includes the full text and bibliographic records of selected unclassified, publicly available NASA-sponsored technical reports. Coverage: NACA reports 1915-1958, NASA reports since 1958.
  • OSTI Technical Reports Full-text of Department of Energy (DOE) funded science, technology, and engineering technical reports. OSTI has replaced SciTech Connect as the primary search tool for Department of Energy (DOE) funded science, technology, and engineering research results. It provides access to all the information previously available in SciTech Connect, DOE Information Bridge, and Energy Citations Database.
  • ERIC (ProQuest) Provides access to technical reports and other education-related materials. ERIC is sponsored by the U.S. Department of Education, Institute of Education Sciences (IES).
  • Transportation Research International Documentation (TRID) TRID is a newly integrated database that combines the records from TRB's Transportation Research Information Services (TRIS) Database and the OECD's Joint Transport Research Centre's International Transport Research Documentation (ITRD) Database. TRID provides access to over 900,000 records of transportation research worldwide.
  • TRAIL Technical Reports Archive & Image Library Provide access to federal technical reports issued prior to 1975.
  • Defense Technical Information Center (DTIC) The largest central resource for Department of Defense and government-funded scientific, technical, engineering, and business related information.
  • Correlation Index of Technical Reports (AD-PB Reports) Publication Date: 1958
  • Criss-cross directory of NASA "N" numbers and DOD "AD" numbers, 1962-1986

Print indexes to technical reports :

  • Government Reports Announcements & Index (1971-1996)
  • Government Reports Announcements (1946-1975)
  • U.S. Government Research & Development Reports (1965-1971)
  • U.S. Government Research Reports (1954-1964)
  • Bibliography of Technical Reports (1949-1954)
  • Bibliography of Scientific and Industrial Reports (1946-1949)
  • Next: Direct Links to Organizations with Technical Reports >>
  • Last Updated: Oct 5, 2023 2:56 PM
  • URL: https://guides.libraries.psu.edu/techreports

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