Traditional Definition of Technical Writing

The traditional definition of technical writing is:

Technical writing is the practice of documenting processes, such as software manuals or

instructional materials. Traditionally, it was limited to user manuals of some sort.

Frankly, this definition has become outdated. Technology moves quickly, and lexicographers are
often left playing catch up.

New Definition of Technical Writing

Today technical writing encompasses all documentation of complex technical processes. It includes
reports, executive summary statements, briefs. Any time technical information is conveyed in writing
at work, it is, by definition, technical writing.

This can include high-tech manufacturing, engineering, biotech, energy, aerospace, finance, IT, and
global supply chain.

The format is no longer bound to lengthy user manuals. Technical information must be distilled and
presented unambiguously. This can come in the form of technical reports, emails, policy, briefs, and
press releases.

The bottom line is if you work in a technical field you are most likely performing technical writing.

How is Technical Writing Different Than Business

Writing?
The new definition starts to sound a lot like the definition of business writing.

Be warned, technical writing is not exactly the same as business writing.

Business writing is a broader category. It can be argued that technical writing falls under business
writing. It deals with many of the same topics and documents.

Yet the process and outcomes of technical writing are unique. In the rest of this post, we will explore
exactly what a technical writer does. We will review examples of technical writing and what you need
to do to become a professional technical writer.
 What Is the Job of a Technical Writer?
The job of a technical writer will differ depending on the industry and company that they are
employed with.

They often work on multidisciplinary teams functioning as the mediator between the more technical
staff and less technical reader. They will work closely with these teams to develop a communications
strategy.

Their responsibilities often extend beyond just writing. They must understand the entire project from
high-level goals to the intricacies of implementation.

How Do You Become a Technical Writer?

Technical writing can be a lucrative full-time profession. The United States Bureau of Labor
Statistics estimates the average salary of a technical writer in the United States is $69,850 a
year. Glassdoor estimates salaries start around $41,000 and increase to $91,000 for senior technical
writers.

We have a full guide that teaches you step-by-step how to become a better technical writer. This is a
great resource if you are looking to quickly improve your skills or see if technical writing is right for
you.

We also offer a technical writing course. This report writing course will guide you through the optimal
report writing process. After the course, you will be able to write faster and with more clarity.

The course is designed for professionals in all industries. You don’t need to be a full-time technical
writer to benefit from the course.

You can see the course outline here.

Documents Written by a Technical Writer

Your job and industry will dictate exactly what type of materials you will write.

Here is a list of the documents you could be expected to write in a technical manner:

 Technical Reports
 Emails conveying technical information
 Memos
 User Interface Text
 Guides and User Manuals
 Press Releases
 White Papers & Case Studies
 Executive Summaries
 Balanced Scorecards
 Product Descriptions
 Proposals
 Reports
 Websites

At first, it may be overwhelming to see so many different types of documents. But each document
uses a similar writing process and draws on an established set of skills. If you develop a process,
you can apply it to any technical document you are creating.

Skills Needed for Technical Writing

To be a successful technical writer, there is a core set of skills that you will want to master. Here are
some of the most common skills needed to be successful:

Research
Research is one of the first steps in technical writing. After you have an assignment, you will be
responsible for collecting the data (numerical and non-numerical) and turning it into valuable
information.

Research can come from a variety of places including:

 On-Site Data
 Online and Intranet Publications
 Interviews
 Libraries and Research Databases

After you have researched, you will need to synthesize and begin planning your document
organization.

Audience Perception
The technical information you research and gather has to be shaped for reader interest,
understanding, and perception.

Technical writers often have to communcate highly technical information to a non-technical

audience. Therefore, an early step in the most effective technical writing process is analyzing your
audience carefully so you can match information to their needs.

Communication Skills
Communication skills are imperative to be a successful technical writer. You will likely be working
with multiple teams and individuals from differing roles.

Your ability to listen, record, and communicate will be crucial.

Technical Skills
It is imperative that you understand the technical nature of the content you are writing about.

It is difficult to clearly convey a concept that you have not mastered. Many technical writers have
academic or workplace experience in the topic they are writing about and many technical writers
have job titles of engineer, geologist, seismologist, financial analyst, or business analyst. They are
employed in technical positions and have to summarize information cross-functionally to other areas
of the company.

Technical writing is slightly easier if you come from the technical side and are learning to write. It is
sometimes more difficult if your background is in writing and you are trying to learn the technical
content.

Writing
Excellent writing skills ensure your documents are easy to read and are free of errors. Writing
encompasses many of the other skills on this list.

It is important that you have the correct tone, style, and format for your document.

Often these rules are outlined by the employing organization in a style guide.

Document Design
You may be responsible for adding graphics to complement your document.

It is important that the graphics aid the reader in comprehending the information. Graphs, tables, and
charts are commonplace in technical reports.

You will also need to be proficient in formatting documents. The formatting should be professional
and aid the reader in navigating the document. Headings should be easy to skim, and the content
should be organized logically.

A poorly designed document will make it more difficult for the reader to understand the content.
Document design is a key aspect of technical writing.
 Fluency with Digital Tools
Today writers must use multiple tools during the technical writing process. This often goes beyond
basic text editors. Technical writers are expected to be able to create graphics and annotate images
and screen captures and extract data from Excel and convey that data in charts and tables.

Additionally, they can utilize planning, writing, and editing tools used by business writers. We have
compiled a list of our top business writing tools here.

User Research and Testing

Some forms of technical writing may require user research and testing. An example application
where detailed research and testing would be appropriate is a written guide instructing engineers
how to fix a faulty mechanism on a deep ocean oil rig.

It is important that the documentation is easy to follow, especially if the application is crucial to a
major function. To accurately write the guide, the writer may first observe how engineers solve the
problem. They may use recording devices or just notes to write down the research. This type of
research is closely related to testing.

Testing is necessary to ensure your document functions as intended.

After the writer has completed a draft of the document, they may give it to a test group to read. They
can then observe the end users following the instructions in real time.

They may follow-up with a focus group or survey to get feedback on the usefulness of the document.
They will use these real-world insights as they revise the document.

Even in less complex or critical applications, it is always a good idea to have a third party read over
the text. This helps combat the curse of knowledge. The curse of knowledge is a cognitive bias that
an individual has when trying to explain something they already understand. As an expert, it is hard
to put yourself in the shoes of the learner who is less experienced.

This is why having a second set of eyes look at the document can help alert you to areas that need
to be improved.

Industries That Use Technical Writing

Today technology has expanded into every facet of business. Companies continue to develop ever
more technical processes in search of higher efficiency and profit.

Below is a list of industries where strong technical writing is required.

 Biotech & Pharmacy

 Consulting
 Energy and Chemical
 Engineering
 Information Technology
 Financial Services
 Government & Nonprofit
 Insurance
 Manufacturing
 Supply Chain

How to Improve Your Technical Writing Skills

You don’t need to have the title of “technical writer” to utilize technical writing skills in the workplace.
If you work for a company that deals in highly skilled or technical or analytical work, you likely
already conduct technical writing.

Read
One of the best ways to become a better writer is to read. Reading helps you train your brain to
understand how to write. The more you read, the easier writing will become for you.

It is critical that you are reading relevant and high-quality documents. Look for documents produced
by competitors or writers in related industries. Examine their writing to determine how they organize
information through written text.

Create a Process
Having a process keeps you from “getting stuck” while writing. Having a clear workflow will help you
systematically accomplish your work. We teach a specific process for technical report writing in our
technical writing course.

Seek Feedback
Getting subjective and objective feedback on your writing is one of the fastest ways to improve your
skills. That is why we emphasise individual feedback in all of our courses.

To improve your writing, you need someone to review not only the grammar and syntax but also
your approach and methods as a writer.

To truly master technical writing you need to get feedback from a mentor. This may be someone in
your organization or through a professional development group. Another great option if you are
taking an online course is working with your instructor to improve your writing techniques.
Take a Course
Taking a class can be one of the most efficient ways to quickly boost your writing skills. You want to
ensure you are enrolling in a course that specializes in technical writing.

It is imperative that the course includes one-on-one feedback and instruction. If you are considering
taking an online course (or hiring an instructor to conduct an on-site workshop) make sure to check
out our guide on how to choose an online business writing course.

All our technical writing courses come with award-winning instructor feedback. You can view our
technical writing course here.

Practice
Repetition is the key to cementing your new skills. Look to incorporate new concepts into your work.
You can even review old work to critique what you would do differently if you were to write the
document today.

Verify that the course you take includes practice opportunity. For example, does the course require
you map the organization and sequence of a technical document? Since this is a core technical
writing skill, you want to make sure you get professional feedback on your ability to do this.

The Role of Technical Writing

We hope this guide has helped you to understand the role of a technical writer. The goal of a
technical writer is to enable your readers to understand a highly complex process or concept clearly.

The field is quickly developing. Let us know in the comments section below if you have any
additional questions. If you would like to take our technical writing course, you can view the course
overview and outline here.
The Principles of Technical Writing

Well-written and accurate documentation plays a major role in any company’s customer support
strategy because it helps to reduce support costs. Technical writing plays a big part in the support
equation.

Technical writing is much more than just technical jargon, and structured, concise instructions. As the
intended audience for the technical writing could be for both technical and not-technical people it must
to convey its message so that both sets of people understand it.

The main purpose of a technical writer when approaching a new technical writing project is to ensure
that they maintain focused on what they are writing about. The information they are producing has to
be organized and structured within the laid down style that is appropriate for the intended audience.
By sticking to the basic principles of technical writing the technical writer is ensuring that the
documentation is clearly understood by the reader.

The following is the six basic principles of technical writing that a technical writer has to take in to
consideration.

Content
There are five basic questions a technical writer has to ask themselves when starting a new project –
who, why, what, how and when. Answering these questions will allow the technical writer to be able to
develop the content for any type of technical documentation. For example, let’s say the technical
writer has to create a user guide for a new video recorder. Before creating the user guide, they will
have to plan the content of the user guide by applying following key questions to the situation:

1. Who will read the user guide?

2. Why do need to create the user guide?
3. What is this user guide going to offer its intended audience?
4. How is the user guide going to be delivered?
5. When does the user guide have to be ready (publishing date)?

The audience and purpose of the documentation

Before beginning any new writing project, the technical writer has to analyze the intended audience
and identify the purpose for the document. The technical writer will need to ask the following
questions about the audience:

1. Who will read the documentation?

2. What are their biases?
3. What responsibilities does the technical writer have when communicating the information to
the audience?

With regard to the purpose of the documentation, technical writer will need to know what the
documentation will accomplish and also what should it do.
Styleguide
Technical writers will more than likely use a company styleguide (if there is one) to ensure that their
documentation has a structured and organized pattern so that it gives consistency to their writing. A
styleguide will provide the document with continuity so that the audience can comprehend the
information. For example, technical writers need to organise their ideas in a specific chronological
format because without a specific layout and structure to the documentation it will be very confusing
for the reader to understand.

Writing Style
Technical writers will need to change their writing style depending on the audience and situation they
are writing about. If they are writing technical documentation then it needs to be formal and devoid of
any emotion as you get with creative writing. Whereas, if say they were an email to one of the senior
managers involved in the project then their approach would more casual than formal.

Accessing the information

Accessibility applies to the ease at which the intended audience can gain access to the information
they need from the technical documentation. A technical document must at least contain a table of
contents, headers and footers, list of illustrations/tables, page numbers, etc.

Also a technical document must adhere to a specific heading and sub heading structure to break down
the information into relevant areas that the reader can access easily.

Grammar
A technical writer must adhere to all the rules of conventional grammar. Also it is the technical writer’s
responsibility to proofread and edit their documentation to detect and correct any errors in the writing,
graphics, typography and layout.

In summarising, a technical writer must ensure that they incorporate the above mentioned principles
into their everyday writing style. This will go a long to make them not only a better writer but
their technical documentation will be appreciated by both their peers and readers alike.

Five Basic Principles of Good Technical Writing

1. Always have in mind a specific reader, real or imaginary, when writing a report; and
always
assume that this reader is intelligent, but uninformed.
2. Before you start to write, always decide what the exact purpose of your report is,
and make sure that every paragraph, every sentence, every word, makes a clear
contribution to that purpose, and makes it at the right time.
3. Use language that is simple, concrete, and familiar.
4. At the beginning and end of every section of your report check your writing
according to this principles: “First you tell your readers what you are going to tell
them, and then you tell them what have told them.”
5. Make your report attractive to look at.
Knowing the characteristics of technical writing is very important if you are a person that is
interested in writing professionally. There are many different types of writing and each type
has a purpose. Technical writing is different from other types of writing in that it is more
informative. The purpose of this type of writing is to explain a variety of topics to other
people. Technical writing is commonly seen in how to manuals and other pieces that
provide direction. Learning the characteristics of technical writing is essential if you want to
build a successful writing career.

Purpose of Technical Writing

Every type of writing has a goal. There are some forms of writing that are geared to telling a
story and there are other forms of writing that are geared to expressing opinions.
The main purpose of technical writing is to provide sometimes complex information. This is
the type of writing that will:
 Assist a person with understanding more about a particular item, such as a computer or
a new drug or a new piece of technology.
 Explain how an object works or how to complete a project.
Technical writing is targeted to readers who are looking for information on a particular topic.
The goal in targeting this group is to make sure that the information provided is clear,
concise and easy for anyone to understand.
This type of writing is somewhat difficult for some people as it requires that you are able to
translate information that is sometimes hard to comprehend into terms that anyone will be
able to read and follow along with, without an issue. While there are different types of
writing that are informative, technical writing is the type that most clearly focuses on
presenting information in a specific way so that people can use the information for a variety
of purposes.

Characteristics of Technical Writing

Technical writing, just as any other form of writing, has certain characteristics which
distinguish it from other types of writing. It is very different from writing opinion pieces,
essays, prose, non-fiction or fiction.
 It is clear and straight forward. If you are interested in technical writing for professional
purposes, it is very important to know that this type of writing requires that the writer
stick to the subject matter and relay information in a clear and concise manner.
 The language is very direct and straight to the point. The writing will avoid words that
people do not understand and will avoid an eloquent writing style.
 It is very detailed and informative. The perfect example of technical writing is a
textbook. The written content of most textbooks is geared to providing information by
describing the subject matter as fully as possible.
 It is very structured. This type of writing has a very obvious composition that makes it
easy for the reader to follow along. Solid structure is needed with technical writing as it
allows the audience to easily access the information as needed.

Uses of Technical Writing

With understanding the characteristics of technical writing, you can better comprehend how
this type of writing is used. Technical writing is found everywhere. There are a variety of
different types of writing which use a technical style.
For example, instructions of all sorts are a perfect example of technical writing.
 When you open up an instruction manual, as the reader, the goal is to be informed
about the product so that you can use it as efficiently as possible.
 Lab reports are another example of technical writing. The main purpose of a lab report
is to explain the occurrences in a lab so that others will be able to gain information.
 Driving directions can be considered a type of technical writing as the goal is to clearly
and efficiently provide instructions on how to go from point A to point B.
Overall, technical writing is a very useful form of writing that is encountered by everyone
almost every day.