Technical Writing

People read literature for

pleasure, essays for
enlightenment, and journalism for
news. People read technical
writing to accomplish a task or
Writing Stage

Topic/Theme Drafting Reassessing

Audience Redrafting
Purpose Free writing Editing
Structure Questioning Proofreading
Content Branching
Tone Idea Mapping
Outlining

Planning Revising
Five Basic Types of Writing
Creative Writing - writing fiction (prose and
poetry)
Expressive Writing - subjective response to
a personal experience
Expository Writing - exposes a topic
analytically and objectively but does
not necessarily expect a response or
action
Persuasive Writing - provides emotional
appeal to change attitude or motive to
action
Technical Writing
 What Technical Writing is NOT!
Technical writing is not literature; its neither prose
which recounts the fictional tales of characters nor
poetry which expresses deeply felt, universal
emotions through similes and metaphors.
Technical writing is neither an expressive essay
narrating an occurrence nor an expository essay
analyzing a topic.
Technical writing is not journalism, written to report
the news.
Technical writing does not focus on poetic images,
describe personal experiences, or report who won the
basketball game.
What is Technical Writing

Is a specialized field of writing intended

for a specific set of reading audience.

Is an objective, clear and accurate,

concise and unemotional presentation of
facts.
Purposes of Technical Writing

It gives information
Analyzes events and their implications
Persuades and influences decision by
showing an undertaking
Role of Technical Communication in
Business and Industry
A memo or an e-mail to request
information or identify a problem
A set of instructions to introduce and
explain a new process or procedure
A proposal to persuade management to
authorize a project
A report to document a completed project
An oral presentation to explain a new
policy to employees
Characteristics of Technical Writing

Provides useful information

Informs the writers ideas or messages
Gives instructions or directions
Serves as basis for decision making
Qualities of an Effective
Technical Writing
Clarity
Accuracy
Comprehensiveness
Conciseness
Audience recognition
Accessible document design
Products of Technical Writing
Reports (Progress, financial)
Proposals (Business plan, Project /Activity)
Letters (Cover, inquiry, sales, complaint)
Position Papers (Standard drafts)
Researches
Correspondences (Memo, Minutes, Flyers,
Brochures)
Business Writing
A n offshoot of technical writing but targets a
wider range of reading audience. Follows a
certain pattern and components to be effective.
Examples:
Letter of Inquiry
Cover Letter
Complaint Letter
Adjustment/Response Letter
Sales Letter
Memos
Resume
Minutes
Seven Cs of Business Writing
Clear
Concise
Correct
Courteous
Conversational
Convincing
Complete
Structure: Letters
Writers Address / Company Header
Date Line
Inside Address
Salutation
Body Text
(introduction, discussion, conclusion)
Complimentary Close
Signature
Structure: Letters/Correspondence
Writers Address / Company Header
Date Line
Inside Address
Salutation
Body Text
Complimentary Close
Signature
Formats: Letters/Correspondence
Full Block Format
Semi-Block Format
Simplified Format
(No salutation and Complimentary Parts)
Writing Clear Sentences:
Being Concise
Using Accurate Words
Using Active Voice
Using Nonsexist Language

TIPS:
Place the main point/idea near the beginning
Focus on one main clause in each sentence
Seek an average length of 15-20 words.
Being Concise:
Replace Abstract Nouns with Verbs
Shorten Wordy Phrases
Replace Long Words with Short Ones
Leave out Clichs
Make Writing More Direct
Avoid There Are, It Is and Similar
Constructions
Being Concise:
Replace Abstract Nouns with Verbs

Wordy:
The acquisition of the property was
accomplished through long and hard
negotiations.

Concise:
The property was acquired through long and
hard negotiations.
Being Concise:
Replace Abstract Nouns with Verbs

Wordy:
Exploration of the region had to be effected
before the end of the year.

Concise:
The region had to be explored before the end
of the year.
Being Concise:
Shorten Wordy Phrases
Noun phrases Verb substitutes
Assessment of Assess
Documentation of Document
Elimination of Eliminate

Documentation of the results of the audit

appeared in the final report.

The results of the audit was documented in

the final report.
Being Concise:
Replace Long Words with Short Ones
Wordy phrases Concise substitutes
During the course of During
In the final analysis Finally
Prior to Before

In the final analysis, we decided to change the

proposal.

Finally, we decided to change the proposal.

Being Concise:
Leave Out Clichs
Clichs to Avoid
As plain as day
Ballpark figure
Efficient and effective
Few and far between
Last but not least
Leaps and bounds
Needless to say
Reinvent the wheel
Skyrocketing costs
Step in the right direction
Being Concise:
Make Writing More Direct

Indirect
At the close of the last phase of the project, a
bill for your services should be expedited to
our central office for payment.

Direct
After the project ends, please send your bill
immediately to our office for payment.
Being Concise:
Avoid There Are, It Is and Similar
Constructions
There are many CAE programs that could be considered for
awards.

Many CAE programs could be considered for awards.

It is clear to the hiring committee that attitude and technical

skills are important criteria for every job position.

The hiring committee believes that attitude and

technical skills are important criteria for every job
position.
Using Active Voice:
Format: Doer of the action/subject + Recipient
of the action/object

Passive:
The fact that three underground storage tanks had
been leaking unleaded gasoline into the soil was
revealed in the study.

Active:
The study revealed that three underground
storage tanks had been leaking unleaded
gasoline into the soil.
Using Active Voice:
Passive:
Arial photographs were reviewed by us in our initial
assessment of possible fault activity at the site.

Active:
We reviewed aerial photographs in our initial
assessment of possible fault activity at the site.
Using Nonsexist Language:
Technique:
Avoid Personal Pronouns Altogether

Sexist Language:
During his first day on the job, any new employee
in the waste laboratory must report to the
company doctor for his physical check-up.

Nonsexist Language:
During the first day on the job, each new employee
in the waste laboratory must report to the
company doctor for a physical check-up.
Using Nonsexist Language:
Technique:
Use Plural Pronouns Instead of Singular

Sexist Language:
Each geologist should submit his time sheet by
noon on the Thursday before checks are issued.

Nonsexist Language:
All geologists should submit their time sheets on
Thursday before checks are issued.
Using Nonsexist Language:
Technique:
Use Forms Like He or She, Hers or His
and Him or Her

Sexist Language:
The president made it clear that each McDuff
branch manager will be responsible for the
balance sheet of his respective office.

Nonsexist Language:
The president made it clear that each McDuff
branch manager will be responsible for the
balance sheet of his or her respective office.
Exercise:
The inspectors indicated that observation of the site
occurred on July 16, 2005.
The inspectors observed the site on July 16, 2005.

Subsequent to the announcement he made, he held a

news conference for approximately one hour of time.
He held a news conference for approximately one hour of
time after his announcement.

There are many examples of skyrocketing equipment

costs affecting the final budget for a project.
Many examples of increasing equipment costs are
affecting the final budget for a project.
Exercise:
There are a total of two ways we are recommending that
you consider changing the plans in order to minimize the
chance for earthquake damage.
We recommend two changes to minimize the chance for
earthquake damage.

It is a fact that our boss ended the meeting about a loss

of profits by noting that we are all in the same boat.
Our boss ended the meeting about a loss of profits by
noting that we are all in the same boat.