Technical Writing Student Name’s

Technical Writing
Question 1
The application process for admission at CSU contains various steps.
Those who wish to apply for a degree at the university should follow the
following steps. The initial step involves exploring and choosing a
major. Applicants are required by CSU to select a major. They are also
necessitated to comprehensively be familiar with the requirements of the
chosen major before submitting an admission application. This
requirement is based on the reason that, after the submission of an
application, requests to change a major are not accepted. The second
step involves applying online as per the given dates and keeping with
the deadline. CSU has two admission periods: the Fall admission which
runs between October 1 to November 30, and Spring admission running for
the period August 1 to 31. After applications are submitted, the
university responds by sending email notification to the applicants
acknowledging receipt. As per the CSU policy, some majors necessitate
additional information and this should be submitted to the respective
department. After admission, students are necessitated by the
university to present official transcripts with the intention of
verifying eligibility. In some cases, decisions for admission are
withdrawn in case the admission terms are not met. Therefore, reporting
accurate information is important. Maintaining an up to date email
address for communication purpose is a requirement. Students check their
application status through the applicant self-service.
Question 2
To: Staff Members
Cc: Chief Executive Officer
From: Duke Saxony, Field Extension Officer
Re: Direction to My House for Office Picnic
Following the decisions by the company’s board on 15th February 2013,
to have a office picnic in my place of residence, I hereby welcome all
of you and below is the direction instructions to my house in case you
are not acquainted of
From the New York City you can drive through Houston Road towards
Morella Town which is ten kilometers from the city centre.
Locate the Mugo Kiburo Drive which is found fifty meters after Philip
Airport before reaching Morella Town and drive for nearly twenty
minutes at a speed of sixty kilometers per hour or along the Drive
taking note to find the road sign below on the right
Follow the direction this sign points and the first apartment you find
will find will be Joy Apartments and its gate is painted white with a
lion sculpture on the left side of the road.
Go on driving again for nearly two kilometers at the same speed of sixty
kilometers without any deviation till you find this road sign below.
Turn to left and after nearly one hundred meters you will find an
apartment written Suna Apartments. This is where I stay and I will have
the liberty to welcome you
In case, someone has any question or any issue please be free to ask
before then.
Once more everyone is highly welcome for the planned picnic at my place
and I look forward to seeing you.
Thank you.
Best Regards,
Duke Saxony,
Field Extension Officer,
Swissphone Company.
Selected File
File Name
Question 3
There are various steps that are involved while setting up the Internet
at a private home. According to Geier (2011), these steps encompass the
Planning the network- The initial step is planning on the kind of
network most desired for instance, wireless network. Employing a
wireless network is recommended considering that it offers the options
for employing wireless or wired connections (Geier, 2011). They also
offer the best mobility due to their employment of radio waves.
The second step is to obtain the required hardware. These include a
network adaptor and a router for every computer. Besides, an Internet
Service Provider (ISP) is required to enable connection with the
Setting up the router is the next step. The Windows Connect Now (WCN)
can be used to automatically set up the router. Besides, the majority of
the routers are accompanied by a setup CD which helps in the set up
Connecting the Internet to the router follows. This ensures Internet
connectivity in the home.
The other step is connecting the devices such as the computers to the
network. This is followed by creating a homegroup. Setting up Internet
at a private home necessitates the creation of a homegroup. Doing this
enables printers and files to be shared easily.
Selected File
File Name
Question 4
There are tasks that people cannot avoid and thus, must be carried out
on a daily basis. In my case, preparing dinner is one of the activities
that perform every day and besides, I like doing that. I usually prepare
my dinner after completing performing other tasks including school work
among others.
The initial step is planning. Similar to the majority of life facts,
planning is a significant step while preparing dinner. It entails
deciding on the food to be prepared and putting in order a grocery list
for the ingredients required.
After appropriate planning, the next step is making a menu.
The next step is organizing the ingredients to make them easily
accessible while preparing.
This is followed by preparation of the groceries. It involves cleaning
and chopping them into pieces as required.
After all the ingredients are prepared and in check, the cooking pans
and utensils are set up ready for the cooking process.
After that, the cooking process starts. In this, ingredients are put on
the stovetop following the right procedure.
Clearing and washing up during the cooking process. This involves
washing the utensils and cookware after finishing using them to keep the
kitchen tidy. It also ensures that the whole dinnertime experience is
pleasing from the start to the end.
Removing the food off the stovetop and setting up the table follows as
the last steps.
Question 1
The five guidelines for effective reports encompass as put forth by
Daisy (2012) include:
Knowing the purpose of the report-It is the initial and the most
important step while writing a report. It is the key determinant of the
type of report to be written.
Knowing the readers-Before a researcher initiates to write a report, it
is significant to put in mind the targeted audience.
Knowing the objective of the report- It entails developing the objective
of the research. It is the main issue that is addressed by the report.
Choosing an approach the approach to be followed by the report is the
forth guideline.
Lastly is deciding on the report structure.
Question 2
A title page is one of the components of a report. Considering that it
is the first thing the receiver observes, it should be well formatted
and all the necessary components written in an appropriate order. It
includes various elements which enables the recipient to categorize what
the report entails. Information that is contained in the title page
encompasses name, course, name or title of the report, name of the
receiver, organization or institution, and date of submission (Daisy,
Question 3
A conclusion consists of rational deductions founded on the report
findings. It includes a broad summary of the main points analyzed in the
discussions and results part. A conclusion acts as an indication to the
reader about the end of the report, and its acts as a stepping stone to
the recommendations part. The aim of a recommendation is to propose
measures to deal with the concerns outlined in the report. They are
rational, relevant, and practical and flows the made conclusions
(Bowden, 2004).
Question 4
As the name suggests, a formal report is prepared in line with
established practices or requirements. It is submitted to individuals
with official status in organizations, local bodies or cooperative
societies (Bowden, 2004). There exists a superior-subordinate
relationship between the report writer and the receiver. On the other
hand, no set procedures or practices are followed when writing or
reporting an informal report. It is similar to an informal
communication and it does not pay attention to the organization’s
formal structure. They include staff, progress, short, and justification
reports (Bowden, 2004).
Question 5
An executive summary is a part of the document generated from the entire
report. It summarizes the whole report to enable readers become familiar
with the content without necessarily reading the entire piece.
Generally, it consists of the problem statement, background information,
brief analysis and conclusions. The main aim of an executive summary is
to instigate contact between report writers and their target audience
(Daisy, 2012). The decision of the readers to read a specific report
relies on the notion offered by the executive summary.
Question 6
A letter of transmittal is a formal letter from the report writer to the
company or individual commissioning the report. The letter consists of
information concerning report completion as well as delivery. A letter
of transmittal acts as starters as they offer the readers with what is
expected in the report. The four guidelines encompass:
It should be placed subsequent to the title page.
Key report points should be included.
Acknowledgment to those who assisted in the report.
It should follow letter conventions.
Question 7
In any writing, it is important to get the attention of the reader,
maintain their interest in reading, in addition to highlighting
significant information. Some of the visual devices that can be used for
this function include: Replacing text with tables, informative headings,
as well as white space (Bowden, 2004). This makes the key points obvious
to the reader. Another visual device is using emphasis methods such as
italics and bold can assist in attracting the attention of readers. The
last device is using vertical lists as they assist in highlighting a
sequence of information in a clear manner.
Question 8
Discussion section contains the interpretation of the gathered data. It
explicates the results and weighs it against theory, analyzes
ambiguities, evaluates limitations, and notes considerable trends
(Daisy, 2012). It is an extremely significant part of the report, but
this depends on the purpose, situation, and the reader. The guidelines
for the discussion part in a formal report encompass: it should contain
facts as well as opinions numerous headings as well as subheadings
should be used, long paragraphs should be broken up using listings, and
illustrations should be used to offer explanations and persuade the
Question 9
A formal report contains nine sections. They include a title page, a
letter of transmittal, a table of contents, list of illustrations,
executive summary, introduction, discussion part, conclusions, and
recommendations (Bowden, 2004). These parts should follow each other in
that order. Every section is important as it contains essential
information that helps the reader identify with the report. They also
offer a smooth flow of the report, and a good arrangement of the section
may assist in capturing the interest of the reader.
Question 10
A report introduction follows the executive summary of the report. The
introduction outlines the issue to be investigated and its significance,
as well as the technical goals of the report. The components of the
introduction include background information, scope, research questions,
and preview of the organization or the structure of the report (Daisy,
2012). Through these, the reader is able to identify with the report.
The introduction should be written well to help capture the interest of
the reader.
Question 11
There are various kinds of reports and each is written for a specific
purpose. This means that different kinds of reports consist of different
kind of information. Besides, the structures are also different. The
four common kinds of reports as put forth by Bowden (2004) include the
Research report- This type of report is common in learning institutions
and agencies carrying out a research to investigate a certain problem.
It contains various sections including a title page, an executive
summary, introduction, methodology, results, discussions, conclusions,
recommendations, and appendices.
Business report is common in organizations and it is written for
business purpose. It contains various components including: title page,
executive summary, table of contents, introduction, discussion,
conclusion and recommendations.
A scientific report is the third type of report. Basically, a scientific
report is a publication that covers different areas including clinical
science, theoretical and experimental research in chemistry and physics
among others. It consists of various parts including: title page,
introduction, methods and materials, results, discussion, and
Lastly is a short report. As the name suggests, it is a brief report
demanded by learning institutions, or organizations. They include
progress, completion, trip, evaluation, or investigation reports. A
short report is less time consuming. It contains a title page,
introduction, discussion, and recommendations.
Question 12
Editing is considered to be a significant report in professional
writing. It is an essential step in the writing procedure whose aim is
to eliminate mistakes in a written work (Deegan & Sutherland, 2012).
Editing entails verifying the contents of a piece of work to make
certain that the thoughts are rationally and obviously stated. The
verification also aims at ensuring that the content forms a logical and
significant text (Deegan & Sutherland, 2012). The six important
guidelines for editing as explained by Deegan & Sutherland (2012)
include the following.
Preliminary reading: This involves reading through the entire text
without modifying anything.
Checking facts: It is important for the editor to ensure that the
information featured in the text is accurate. Through this, the readers
are able to read and obtain facts.
The report structure: the editor should ensure that each paragraph
contains one idea, whilst every sentence contains one fact.
Beginnings and endings: Significant information should be put either at
the start or at the ending.
Paragraphs and sentences: In every paragraph, the initial sentence
should contain the subject or the main point to be discussed in the
entire paragraph. The sentences should be easy to read.
Grammar: The grammar should be excellent and easily understandable by
the readers.
In my opinion, the most essential guideline that should be put into
consideration during the editing process is checking facts. This is
based on the reason that any work should contain facts that are easily
proven. The readers rely entirely on such pieces of work to obtain
information, and thus may be mislead by wrong information.
Bowden, J. (2004). Writing a report: how to prepare, write and present
effective reports. London: How To Books Ltd.
Daisy, B. (2012). Report writing. New York: McGraw-Hill International.
Deegan, M & Sutherland, K. (2012). Text editing, print and the digital
world. Surrey: Ashgate Publishing, Ltd.
Geier, E. (2011). Home networking all-in-one desk reference for dummies.
New York: John Wiley & Sons.