What is Technical

Writing?

 Technical Writing is a
communication, which is
written for and addressed
to specific entities or
individuals to attain
desired objectives.
Its main objective is to convey specific piece
of information for a specific purpose to a
specific reader or group of readers

Characteristics of T.W.

Presents and explains a subject matter in a

clear, objective, accurate, concise and
unemotional manner;
Uses a relatively high concentration on
certain complex and important writing
techniques;
Highly utilizes technical vocabulary;
Utilizes tables, graphs and figures to clarify
and support textual discussion;
Uses conventional report forms.

Purpose Of Technical Writing

To inform
To analyze events and their implications
To persuade and influence decisions

Functions of Technical Writing

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To serve as a basis for management decision

To furnish needed information
To give instructions
To explain techniques
To report achievements
To analyze problem areas
To determine design and system requirements
To serve as a basis for public relation
To provide report to stockholders of companies
To develop a product
To provide service
To record business through proposals
To procure business through proposals

Basic Principles of Effective

Technical Writing
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Understanding the reader

Knowing the purpose of each article or report
Knowing the subject matter
Organizing the material
Writing objectively
Using correct format
Adopting ethical standards
Scientific attitude

Understanding the reader

Format
The writer should know how to adapt
his writings and terminologies
depending on the type of the
intended audience or readers.
The writer should know how important
his readers are.

Knowing the purpose of

each article or report
The technical paper must be
organized around a central
theme.

Knowing the subject matter

Be sure that you know what you are writing
about.

Writing Objectively
A good Technical Writing must
emphasize the facts and the data.
The impersonal style is basic in
T.W.

Using the correct format

The format & style of a report
attracts the attention of the readers.
The technical writer should follow
the conventions of correct grammar
e.g. RULES IN SUBJ-VERB, TENSES
etc.
The current trend require that
communication be computerized or
typed.

Adopting ethical standards

A technical writer sticks to the rules of
writing considering the etiquette in writing.
- undertake comprehensive research work;
- accumulate required data through interviews, surveys, referrals, and related
publications;
- presents his facts and figures as gathered & required, using only those that
are pertinent to the report;
- a good reporter should also acknowledge the help he receives from others
and cites the sources of reference materials.

Organizing the material

Learn how to properly gather the
data
Make sure that your info has a
concrete basis

Scientific Attitude

Judicious weighing of evidence

The best evidence is one which is the most ample, the

most pertinentand the simplest in explaining the facts
with the least additional evidence and most in harmony
with the rest of the available evidence. The conclusion
or recommendation should include all evidences in
which the judgement is made.
This simply means do not overwrite, he should know
when he would say enough. As a writer of his materials,
he should know what to present, what to amplify, what
to rewrite and what to emphasize.

Generalization

When a writer gives his generalization,

he gives a probable conclusion derived from the
observation of factors.
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Test the validity of your data by the ff:

Can i prove its accuracy?
Can i show the direct bond bet. The facts and
generalizations?
Is it fact not opinion?
Do i have all the facts?
Are they up to date?
Is the generalization verifiable? Would i get the same
result if i do it again?
Is it significant?

REVIEW IN THE PRECISION OF GRAMMAR

Sentence Structure and Length
Paragraph Structure and Length
Sentence Order
Natural Order
The machine was designed for high-speed work.
Natural Order with Modifying Words and Phrases
This 90-ton, high-speed machine was efficiently
designed to provide the motive power for a
number of auxiliary devices.
Inverted Order
Remarkable was the performance of this machine.
Periodic Order
When these tests have been completed, the data
have been analyzed.

Principles to be observed in organizing

the material as cited by Alvarez (1980)
To organize the material of a subject, first
break it down into the component aspects.
To organize a report or paper, choose a
suitable approach and make an outline that
implements it.
The basic unit of organization is the paragraph
Use these paragraphs to present rel.data,
graphs to show trends and visuals to clarify
description
Plan a report or paper thoroughly before
starting to write it.

Cont.
Gather the necessary data through
basic library research and primary
services
Write a first draft
Revise and rewrite as often as
necessary
Write a final draft
Place footnotes to acknowledge
references and include a bibliography
at the end of a report or paper.

Other Attributes of a
good TW:

Appropriate
Functional
Informative
Factual
Efficient
Correct

Style in Technical Writing

1. Be selective, focus on the essential info

and significant detail
2. Develop a clean, direct style; avoid inflated
language and scrambling sentences.
3. Use examples and comparisons to clarify
descriptions and explanations
4. Repeat words and phrases for clarity or emphasis or
5. Delete unnecessary words and phrases, but avoid

to ease transitions, but avoid needless repetition.

shortcuts that sacrifice meaning.

The Seven Cs of
effective communication
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Completeness
Conciseness
Consideration
Concreteness
Clarity
Courtesy
Correctness

The Role of Technical Writer

A good Technical Writer possesses insights, perceptiveness,

quick to determine probabilities and the ability to adapt requirements
R

Resourceful

E Energetic
P Patient
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Observant

R Responsible
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Trustworthy

E Evaluative
R Responsive

Role of a Technical Writer

Possesses insights, perceptiveness, quick to determine
probabilities, & the ability to adapt to requirements.
Can identify developments that may affect his project
Must understand the nature of his work
Should be able to help his principals attain the target
objectives
Must not only possess the techl writing ability and techl
expertise, but also have the capability to grasp, analyze,&
interpret unexpected events and situations that occured
during the writing of the techl report.
Should have the ability to state facts clearly and
accurately to organize a variety of elements into a unified
structure, & to describe logical generalizations.