Activity 2: Technical Report Writing

I. Questions for Discussion

1. How is the process of writing a formal report similar to that of writing an informal report?

2. Distinguish between primary and secondary data. Which data are more likely to be useful in a technical report?   

3. Should every long, formal report have graphic aids? Explain.

4. What is the first step in writing a formal report?

5. Do formal reports generally rely more heavily on primary or secondary data?

6. List the parts of a formal report and discuss each.
   
   
   
   

II. Organizing

As a research consultant with Padilla Estates Inc., you  have been asked to find sales and distribution site in Cavite area for Brillantes Electrical Components, 3450 Anonas Avenue, Santa Mesa, Manila. Brillantes seeks suitable office space, including a reception area (where three office employees could work), one private office, and a conference/display area. Brillantes also wants 3000 square feet of heated warehouse space. It should be equipped with a sprinkler system and have 18-foot ceilings. If sales are successful, Brillantes may need an additional 2000 square feet of warehouse space in the future. Brillantes needs access to Ninoy Aquino International Airport; moreover, it must be close to trucking terminals and main thoroughfares in an area zoned for light industry. It also seeks an impressive-looking building with a modern executive image. Brillantes wants to lease for at least two years with possible renewal. It needs to make a decision within three weeks. If no space is available, it will delay until next year.

You have been assigned the task of researching this assignment and then writing a report that includes a recommendation for Brillantes based on your findings.

1. Who is the audience for this report? Should you include extensive background data explaining why the report is being written? Explain.

2. Would you rely on primary or secondary research? How would you gather data for this report?

3. What constraints will limit your research?

4. What visual aids would enhance this report?

5. On a separate sheet write a statement of purpose that could become part of the introduction to your report. Include Brillantes’ requirements.

6. You have narrowed the choices to five locations near NAIA. On a separate sheet make a table  from the following rough notes. Include a title and subtitle, and appropriate columnar headings.
   
   
   
   

1. The site of 3348 Aguinaldo Highway has a 1800 square feet  of office space and 3500 square feet of warehouse space with an option for additional space.      
   Cost:  P100,000 per month with a 1-year minimum lease.
   
   
   
   

2. A space  in the Cavite Light Industrial Park offers only 1000 square feet of office space but it has 6000 square feet of warehouse space. Cost: P90,000 per month with a minimum of 3-year lease.
   
   
   
   

3. A warehouse at 2280 Carmona Exit has 3000 square feet of warehouse space with an option to expand. It rents for P87,000 per month  with 1200 square feet for offices. Minimum 1-year lease.
   
   
   
   

4. 30 Bicomong Center offers 1000 square feet of the office space and 3500 square feet of warehouse space but cannot guarantee additional warehouse in the future. Cost: P150,000 per month, with 2-year lease.
   
   
   
   

5. A building at Tagaytay Ridge will lease for only P75,000 per month. It has a total of 3800 square feet, of which 800 square feet is office space. The rest is warehousing, 2-year lease. Additional warehouse space is available.
   
   
   
   
   
   

7. Compose a lead-in sentence that introduces the preceding table in your report.

8. What strategy would you follow in organizing this report.

Connecting with E-mail: Reporting on your report.  Send an E-mail message to your instructor summarizing your report topic, outlining your work plan, and showing your work schedule. Be concise but specific.