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Writing documents can be a daunting task, especially if you’re not sure where to start. Fortunately, there are many free templates available online that can help you get started. Here are some tips on how to find the right template to write a document for free.

Search Online

The first step in finding the right template is to search online. There are many websites that offer free document templates, so it’s important to take some time to browse through them and find one that best suits your needs. When searching, make sure to look for templates that are easy to use and have all the features you need.

Check Out Professional Templates

If you’re looking for a more professional-looking template, then it’s worth checking out some of the paid options available online. Professional templates often come with more features and customization options than free ones, so they can be worth the investment if you need something more polished and professional-looking.

Look for User Reviews

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Finding the right template to write a document for free doesn’t have to be difficult. By following these tips, you should be able to find one that meets your needs and helps you create a professional-looking document quickly and easily.

This text was generated using a large language model, and select text has been reviewed and moderated for purposes such as readability.


how to write a technical report template

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Technical report writing

A quick guide to writing technical reports in Engineering.

The main purpose of an Engineering technical report is to present a solution to a problem in order to prompt action. Technical reports provide a record of your developing expertise and are a legal record of your work and decision making.

What is a technical report?

Technical reports are a central part of your professional success and are usually designed to:

  • Convince the reader of your position
  • Persuade them to act, or
  • Inform them of your findings.

They are an opportunity for you to:

  • Clearly communicate a solution to a problem
  • Recommend action, and
  • Aid decision making.

Technical reports are designed for quick and easy communication of information, and use:

  • Sections with numbered headings and subheadings, and
  • Figures and diagrams to convey data.

How do I structure a technical report?

Regardless of the specific purpose of your technical report, the structure and conventions rarely differ. Check your subject requirements and expand the sections below to learn more about each section. Download a Technical Report template here.

Technical reports usually require a title page. To know what to include, follow the conventions required in your subject.

A technical report summary (or abstract) should include a brief overview of your investigation, outcomes and recommendations. It must include all the key information your reader needs to make a decision, without them having to read your full report. Don’t treat your summary as an introduction; it should act as a stand-alone document.

Tip: Write your summary last.

Help your reader quickly and easily find what they are looking for by using informative headings and careful numbering of your sections and sub-sections. For example:

A table of contents

A technical report introduction:

  • provides context for the problem being addressed,
  • discusses relevant previous research, and
  • states your aim or hypothesis.

To help, consider these questions:

  • What have you investigated?
  • How does your study fit into the current literature?
  • What have previous studies found in the area?
  • Why is it worth investigating?
  • What was the experiment about?
  • Why did you do it?
  • What did you expect to learn from it?

The body of a technical report is structured according to the needs of your reader and the nature of the project. The writer decides how to structure it and what to include.

To help, ask yourself:

  • What does the reader need to know first?
  • What is the most logical way to develop the story of the project?

Tip: look at other technical reports in your discipline to see what they’ve included and in what order.

Technical reports include a mixture of text, tables, figures and formulae. Consider how you can present the information best for your reader. Would a table or figure help to convey your ideas more effectively than a paragraph describing the same data?

Figures and tables should:

  • Be numbered
  • Be referred to in-text, e.g. In Table 1 …, and
  • Include a simple descriptive label - above a table and below a figure.

Equations and formulae should be:

  • Referred to in-text, e.g. See Eq 1 for …
  • Centred on the page, and
  • On a separate line.

Your conclusion should mirror your introduction.

Be sure to:

  • Refer to your aims
  • Summarise your key findings, and
  • State your major outcomes and highlight their significance.

If your technical report includes recommendations for action. You could choose to report these as a bullet point list. When giving an answer to your problem, be sure to include any limitations to your findings.

Your recommendations can be presented in two ways:

  • Action statements e.g. Type approval should be issued for tunnel ventilation fans.
  • Conditional statements e.g. If fan blades are painted with an anti-corrosion coating system, it is likely that… e.g. The research has found that the fan hub should be constructed from forged steel and the fan housing should be constructed from hot dipped galvanised steel, but future research…

Acknowledge all the information and ideas you’ve incorporated from other sources into your paper using a consistent referencing style. This includes data, tables and figures. Learn more about specific referencing conventions here: https://library.unimelb.edu.au/recite

If you have data that is too detailed or lengthy to include in the report itself, include it in the appendix. Your reader can then choose to refer to it if they are interested. Label your appendix with a number or a letter, a title, and refer to it the text, e.g. For a full list of construction phases, see Appendix A.

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10+ Technical Report Templates – Docs, PDF, Word

Technical reports are mostly formulated for research and technical project sponsors to help them understand the nature of what they’re about to sponsor. Moreover, technical reports are highly important documents, hence they have to be done comprehensively. In this guide, we will show you a few steps on how to create a technical report.

0 technical report templates – docs pdf word

6 Steps in Creating a Technical Report

Step 1: know your audience., step 2: research well about the technical report’s subject., step 3: write an abstract and executive summary., step 4: tackle thoroughly about your technical report’s subject., step 5: formulate your conclusions., step 6: review and proofread everything., free technical report template.

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  • Create an introduction. Write a short introduction to the subject. Make it a two to three sentence explanation of the purpose and background of the project.
  • Lay down the facts. Present the data one by one in every paragraph. Depending on the length of the report, make sure the paragraphs are interconnected.
  • Write a summary. A technical report should contain a conclusion or in other words a recommendation. Mention any comment about your evaluation.
  • Set an objective. Setting an objective gives you a guide as you write your technical report. It allows you to set the right disposition.
  • Do your research. Make sure you know what you are writing. Do intensive research if you are not familiar with the subject or ask help from someone who can provide you relevant inputs.
  • Create an outline.  Creating your outline makes it easier for you to present your data. You will know which ones should come first and which needs highlights.
  • A title page
  • Introduction
  • Summary of the research
  • Description of the experiment
  • Results and discussions
  • Conclusion.
  • Make sure your research information is reliable
  • Stick to one format
  • Use headings and subheadings wherever necessary
  • Proofread your content for any grammatical errors.
  • Annual reports
  • Financial reports
  • Demographic reports
  • Progress reports
  • Workplace reports
  • Sales reports , etc.

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Guide to Technical Report Writing

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School of Engineering and Informatics (for staff and students)

how to write a technical report template

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]

Copyright © 2023, University of Sussex

Technical Report Template

Technical Report Template

Make a specific report using venngage technical report template and communicate your ideas better..

  • Design Style : modern
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  • Size : Letter
  • Plan : business

A technical report template is a type of technical documentation that includes technical reports which are technical reports that include technical details about a product or service. The technical details can be technical aspects related to design, production, operation, maintenance, and the other technical aspects of a product or service. In general, technical report templates consist of standard formatting so that the technical report has a coherent style and form. A technical report template can also have some type of technical documentation, which is usually more extensive than that found in a technical specification document. They also have a set-out content so that it can be easier for people who need to create a technical report quickly to do it without having to think about what needs to go in the content. Make a technical report with Venngage's technical report template. This template does not require prior design expertise or the use of any design software to modify. To begin, click the "create" button to generate a technical report. You may personalize anything you see in the editor, including font styles, icon

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How to Write a Technical Report

  • Technical report format
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Tips on writing a good technical report

Technical report format – how to apply it.

  • The title page
  • Introduction
  • The summary
  • Experimental details
  • Results and discussions
  • Conclusions
  • Recommendations
  • Bibliography
  • Acknowledgements
  • Script – the report should be printed on an A4 paper on one side. You should note that the hand-written report is not accepted when it comes to the technical report.
  • Page numbers – while numbering your pages the title page and the summary is an exception. You should number the pages that contain the content.
  • Margins – you should use a margin of at least 2.54cm all round.
  • Binding – when joining your report, you can staple it at the top left if it does not comprise of many pages. If the report is too long, then it is good to bind it so that all the pages may be joined well.

How to write a technical report and where to start

  • Graphs – your graph should be well labelled to avoid confusion of the variables. When it comes to graphs, you can use pie charts and even bar graphs to indicate the trend of what you are analyzing.
  • Diagrams – for the diagrams you should draw simple diagrams, and they should appear after or before the content you are discussing so that the reader can be able to understand its relation.
  • Tables – tables are used for summary purposes. A table can help you list points and explain them in brief which helps the reader go through everything in a brief summary. You should also number your tables for easy reference in your work.
  • Mathematics – while writing a technical report that involves some analysis, it is better to use mathematics because it makes the analysis easier and convenient.


Check out our full review: Read More
  • For you to have a good technical report, you should avoid overusing different fonts in your work because it makes it fussy. You should use different fonts to pinpoint an idea that you want the reader not to miss on it.  You can also use underlining and bolding to serve the same purpose.
  • Use of headings and subheadings is also important because it plans your points. The reader is able to understand different points when you categorize them into small headings and sub-headings. The reader may happen to have so little time with your report, and this will make them want to scheme through the major points, so when you have these headings, you make their work easier.
  • You may use content that does not belong to you while writing your technical report; this will entail proper in-text citation to avoid unoriginality in your work. It is good to know how to cite just as I have mentioned. After citing the source in your content proceed and list the source in your reference list. To avoid plagiarism, you should also try to use your own words while explaining points do not copy everything word by word because it may turn out to be plagiarized and you will be penalized. If you fail to citeyour content, it is assumed to be your content t, failure to which it is said to be plagiarized and this is a big offence which is punishable.
  • You should also be cautious about the information that you obtain from the internet, ensure the sources of information for your report is credible. Sources such as Wikipedia are not reliable and therefore should not be used as your reference. Some of the reference materials that are credible include approved books, articles and journals. You can determine whether a source is credible by looking at the author and their work, a good author will always have positive reviews for all their writings.
  • The final step in your report writing is proofreading your work to ensure everything reads well. Proofreading also helps to avoid spelling and grammatic errors which are common mistakes that are unavoidable. When you proofread your work, you will also discover points that are missing in your report which are essential in that topic and you can make necessary adjustments.
  • While writing your summary, you should be keen on the length so that it does not go beyond 300 words. A summary should not be too long because it will make the reader tired while reading it, it should be short and to the point. The purpose of the summary is usually to give the reader a brief overview of what you are going to cover in the technical report. The reader should have that rough idea in mind of what to expect so that when they go through it, it becomes easier to understand the points.
Read also: “Who can write me a research paper of an excellent quality?”

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How to Write a Technical Report

Last Updated: September 28, 2023 Fact Checked

This article was co-authored by wikiHow staff writer, Christopher M. Osborne, PhD . Christopher Osborne has been a wikiHow Content Creator since 2015. He is also a historian who holds a PhD from The University of Notre Dame and has taught at universities in and around Pittsburgh, PA. His scholarly publications and presentations focus on his research interests in early American history, but Chris also enjoys the challenges and rewards of writing wikiHow articles on a wide range of subjects. There are 7 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 73,749 times. Learn more...

Engineers, scientists, and medical professionals need to be good writers too—and technical reports prove it! A good technical report presents data and analysis on a specified topic in a clear, highly-organized, and effective manner. Before you begin writing, define your message and audience, and make an outline. Then, write the main body of the report and surround it with the other necessary sections, according to your chosen layout.

Technical Report Outline

how to write a technical report template

Planning Your Report

Step 1 Establish the message you want to convey through the report.

  • For instance, you may want to convey the message that a new technique for extracting a particular chemical compound is both safer and more cost-effective.
  • The best technical reports remain clear and focused throughout—they have a specific purpose and convey the information in a logical order.
  • Work with advisors, supervisors, or colleagues to fine-tune the message and/or goal of your report. These can vary widely depending on whether the report is being produced for academic, business, or other purposes.

Step 2 Define your audience before you begin writing.

  • If others in your field will be reading the report, it can be more “technical” in language and detail. In many cases, though, technical reports are intended for those outside of your particular discipline. If so, cut back on the jargon for non-expert readers.
  • Consider having a non-expert friend look over your report throughout the process to give you feedback on its accessibility to a broad audience.

Step 3 Create an outline to follow while you write.

  • Determine which particular sections your report must or may have. Consult the person or organization to whom you’ll be submitting the report for any layout requirements.

Writing the Main Body of the Report

Step 1 Create a thorough but focused introduction to the report.

  • In most cases, the introduction will likely be 1-3 paragraphs in length.
  • The end of the introduction should clearly state what the report “does.” It might do so by way of a direct statement (“This report analyzes…”), or by providing a series of questions (which may in some cases be bulleted or numbered) to be addressed.

Step 2 Provide background information and/or a literature review in the next section.

  • Essentially, you want readers who may be new to the subject matter to feel like they have at least a rudimentary grasp of it after reading this section.

Step 3 Follow up with a clear and detailed project description.

  • If, for instance, your report is focused on a particular experiment, be specific on the way it was conceived, set up, and conducted.
  • This is sometimes called a “methods” section, since you are describing the methods used to conduct your research.

Step 4 Present your data and describe what it all means in the next sections.

  • It can be hard to determine how much data to present. Giving too little can significantly weaken your analysis and the overall report. Giving too much, however, can drown the reader in a sea of tables and figures. Make sure you provide all essential data, and err on the side of providing a bit too much unless otherwise instructed.
  • Present your data in a logical order, so that each table or figure leads into the next one.

Step 5 Round out the...

  • Be as bold in your conclusions as your data and analysis permits you to be. Don’t use terms like “might,” “perhaps,” “could,” and so forth—write something like, “The data shows that…” However, don’t draw conclusions that aren’t supported by your data.

Adding Components in the Proper Layout

Step 1 Check for specific guidelines with your university, employer, etc.

  • Executive Summary
  • Table of Contents
  • List of Figures / List of Tables
  • Main Report: Introduction; Background / Literature Review; Project Description; Data / Description of Data; Conclusion
  • Acknowledgements

Step 2 Create a simple title page at the beginning of your report.

  • Write the abstract after you’ve written the actual report. You want it to be a condensed description of what you have written, not of what you intend to write.
  • Check to see if there is a specific word limit for your abstract. Even if there isn’t, 300 words is a good word limit to aim for.

Step 4 Create an executive summary that condenses the report by about 90%.

  • The executive summary should focus on your findings, conclusions, and/or recommendations, and allow the report itself to present the data—although highlights of the data should be provided.
  • Depending on your situation, you may need to write an abstract, an executive summary, or both.

Step 5 Draw up a table of contents, list of tables, and list of figures.

  • Check for any formatting guidelines for these sections. If the format is left up to you, keep things simple and straightforward.

Step 6 Follow the main body of the report with an acknowledgments section.

  • This section typically runs 1-2 paragraphs, and follows a fairly simple “The author would like to thank…” format.

Step 7 Include citations in the references section, using a consistent format.

  • In some cases, you may also be expected to provide a listing of works you have consulted but not specifically cited in the work. Check with the relevant department, organization, individual, etc., if you’re not sure. [13] X Research source

Step 8 Use appendices...

  • Use a consistent, easy-to-navigate format when creating appendices. They aren’t meant to be dumping grounds for random snippets of data or information.

Expert Q&A

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  • ↑ https://students.unimelb.edu.au/academic-skills/explore-our-resources/report-writing/technical-report-writing
  • ↑ https://www.sussex.ac.uk/ei/internal/forstudents/engineeringdesign/studyguides/techreportwriting
  • ↑ http://homepages.rpi.edu/~holguj2/CIVL2030/How_to_write_search/How_to_write_a_good_technical_report.pdf
  • ↑ https://www.theiet.org/media/5182/technical-report-writing.pdf
  • ↑ http://www.sussex.ac.uk/ei/internal/forstudents/engineeringdesign/studyguides/techreportwriting
  • ↑ https://students.unimelb.edu.au/academic-skills/explore-our-resources/report-writing/executive-summaries
  • ↑ https://openoregon.pressbooks.pub/technicalwriting/chapter/10-4-table-of-contents/

About This Article

Christopher M. Osborne, PhD

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