A technical report can be written to be shared with colleagues, customers, or managers.



NDT technicians will sometimes have to document their findings in a report. A report can be written to be shared with colleagues, coworkers, customers, or managers. A report can also be written so that a procedure can be repeated or expanded upon at a later time. Many companies have specialized formats for their reports, but this article will focus on a general format for technical reports. The following are eight tips to make your NDT technical reports more effective.



1. Check for Accuracy



Reports are a resource for others, so accuracy is important. Part of maintaining accuracy involves double checking or even triple checking your work. Have the calculations been done properly? Proofread your text for grammar or syntax errors. We often become "blind" to our own writing mistakes, so it is beneficial to have a colleague proofread your report. If there are mistakes in spelling or grammar, it may cause the reader to doubt the accuracy of other parts of the report.



2. Keep it Objective



Technical reports are not the place to assert your personal views. Data must be evaluated objectively and without bias. Conclusions should be drawn from the facts only. If there are any deficiencies in the testing, it should be noted to the reader.



3. Write With Clarity



There are obstacles in all forms of communication. In a report, unclear or ambiguous language can be an obstacle for the reader to understand the message. Mathematical formulas must be clearly defined and tables must be clearly presented. Clarity must be met from the readers' point of view. Don’t assume that readers are familiar with previous work or previous reports. If images are presented in a report, an object of standard size can be placed in the image to indicate scale.



4. Get to the Point



In technical reports, quantity does not necessarily equal quality. When writing a report, you should only use enough language to get the point across to the reader. Keep in mind that most people who read these reports do not have a lot of time at their disposal. It is most important to be clear and concise in your abstract and conclusion sections.

5. Stay Organized



For ease of reading, reports should be well organized in a logical manner. Creating an outline will help you to write your report and act as a path for the reader. Whatever format you choose, you should keep it consistent across your report.



This is good format to follow when organizing your report: Introduce the subject

Provide facts and statistics to support your subject

End with conclusions of your findings



6. Use a Professional Voice



Voice in writing refers to the type of language you use. For instance, a text message would not be written in the same voice as a college scholarship letter. In a technical report, the language should be relatively formal. This is not the place to use slang or colloquialisms. The writing style should not be overly wordy, but should be clear and concise.



7. Accept Feedback



No one is a perfect writer, and we can all benefit from constructive criticism. Feedback will help you to become a better report writer. Understand that feedback from others is in the spirit of wanting to help you. Having fresh eyes on a report is highly recommended, because we tend to become "blind" to our own writings. Secondary review will give a fresh perspective to your writing.



8. Give Credit When It's Due



Research and writings by others are frequently used in reports to support findings. In these situations, it is important to credit the individuals who did that research with a citation. Usually, technical reports are in an APA citation format. A reference or bibliography section at the end of a report lets the readers know where to find the cited materials. Failing to cite research will falsely convey to the reader that you performed that research. Plagiarism is highly unethical, because it is essentially stealing someone else's work.

