Understanding

the Basics of
Technical
Writing
Objectives
1. determine the nature of technical writing;
2. differentiate technical writing from general writing;
and
3. describe the technical communication style
1. Have you ever given someone written directions or drawn a map
to your home?
2. Have you ever written brief instructions for how to navigate
Masao LMS?
3. Have you ever told someone how to make Binignit last Holy
Week?
Technical Writing Definition
Technical writing is writing done in the workplace, although
the workplace may be an office, a construction site, or a
kitchen table. The subject is usually technical, written
carefully for a specific audience. The organization is
predictable and apparent, the style is concise, and the tone
is objective and businesslike. Special features may include
visual elements to enhance the message.
The term technical writing describes documents produced
in areas such as business, science, social science,
engineering, and education. Sales catalogs, business letters,
financial reports, standard operating procedures, medical
research studies, lab reports—all of these and more are
examples of technical writing.
Characteristics of Technical Writing
❑Subject: technical, factual
❑Audience: carefully considered, targeted
❑Organization: predictable, apparent
❑Style: concise, direct, specialized vocabulary (jargon)
❑Tone: objective, businesslike
❑Special features: visual elements
Technical Writing VS General Writing
Technical writing focuses on factual and General writing focuses on general subjects of
straight forward content. writing.

Technical writing aims to impart information,

General writing aims at amusement.
instructions and explanations.

General writing is based on subjective tone or

Technical writing is based on objective tone.
personal style.

It follows standard structured format. It follows artistic unstructured format.

It is usually based on a formal way of writing. It may be formal or informal way of writing.
The voice used in technical writing is 3rd The voice used in general writing is 1st
person. person.

In technical writing specialized vocabulary In General writing evocative vocabulary is

is required. required.

Technical writing has its specific set of General writing has no specific set of
audience or readers. audience or readers.

It is accurate and more precise in manner. It is decorative and bombastic in manner.

Technical writing is related to any specific area or General domain is related to any life in
domain. general.
Writing in a Technical Communications Style
A technical communications writing style is (almost always)
❑concise,
❑precise,
❑direct, and
❑well organized.
Concise
Sentences should be clear and simple, communicating one concept
per sentence. In situations where you want your message to be
unambiguous, simple, short, direct sentences are best.
Avoid “filler” or “fluff” that clutters up your writing and does not
provide useful information. Here are some common types of “filler”
to be aware of:
Examples of editing for
concision:
Before: Keep this information on file
for future reference.
After: File this information.

Before: Ideally, it would be best to

place the billing ticket just below the
monitor and above the keyboard.
After: Place the billing ticket between
the monitor and the keyboard.
Precise
Precise wording avoids ambiguity and ensures the correct information is
conveyed to your reader. Precise writing will generally meet the following
criteria:
❑Statements are verifiable. Ambiguity might provide a sense of security, but
leads to documents that, at best, need to be further investigated. Imprecise
language in the workplace can lead to dangerous misapplication of results.
❑Statements are specific and meaningful. Phrases or descriptors that are used
in everyday life are often not appropriate in a technical document.
❑Descriptors are quantified whenever possible. If exact data is not known, it should be replaced
with objective observations, e.g., “The water began to boil.” When making quality determinations
like “better” or “best,” determine what criteria you are using and instead of making a subjective
statement, share that criteria with your reader.

❑Word choice accurately represents the level of certainty. Words like “prove,” “guarantee,” or
“certainty,” communicate a finality that rarely exists in science and engineering. You will often
draw conclusions based on evidence, but it is unlikely that you will ever prove or guarantee the
results of your experiment or design. Use words that are accurate and still allow for
uncertainty, such as: “indicate,” “suggest,” “highly likely,” “reduce,” “decrease” or “increase”
Direct
Technical communication should get to the point quickly—readers need to know
right away what to expect and if the document will meet their needs.
A key aspect of directness in writing style is vocabulary. The most direct
approach will use vocabulary that is right for the situation and doesn’t use
“fancy” or “flowery” words in an attempt to sound “smart” or impressive.
In most professional communications, the goal is to sound knowledgeable, yet
unpretentious and natural for the situation and audience. Use jargon only if it
improves the quality of the communication.
Some examples of “flowery” language (and
more direct replacements):
❑ascertain (determine, learn)
❑terminate (end)
❑utilize (use)
❑employ (use)
❑endeavor (try)
❑herein (here)
❑procure (get)
❑rendered inoperative (failed)
Well Organized
As a communicator, you will need to make sure that any document, email, or
presentation you create has an intentional, logical, and consistent organization.
To be successful as a communicator, you must first understand the
organization of the communication and then project that to your audience.
Having a “big picture view” of the document’s purpose and structure early in
the writing process is key—it is difficult to impose good organization on a piece
of writing unless you have carefully considered organization from the start.
Some practical ways to make a document clearly
well organized:
❑Outline the document during the “Represent & Plan” stage of the
writing process.
❑Use an advance organizer to “forecast” the content of a document and
set your audience’s expectations for the structure of the communication
❑Divide longer documents with headings and subheadings so your reader
can navigate easily; give presentation slides meaningful titles, section
headings, and slide titles.
❑Use transition words and phrases to help your reader understand connections as they move between
sections, paragraphs, and sentences. Here are some useful “transition” words and phrases:
Addition or connection: also, first/second/third, in addition to, moreover
Result: as a result, and so, therefore, because, as a consequence
Comparison: similarly, likewise, in the same way
Contrast or alternative: however, yet, still, otherwise, on the other hand, on the contrary,
nevertheless, notwithstanding
Example or explanation: for instance, for example, specifically, in fact, in other words
Summary or conclusion: finally, in conclusion, in closing
❑Use simple, direct topic sentences to open
paragraphs (BLUF) and then support them with more
detailed information.
References
Jena, S (2022, April 28). “Difference between Technical Writing and General Writing.”
https://www.geeksforgeeks.org/difference-between-technical-writing-and-general-
writing/

Smith-Worthington, D, & Jefferson, S (2008). Technical writing for success. South-Westen

Cengage Learning.

Wahlin, L (2022, April 28). “Chapter 3. Writing in a Technical Communications Style.”

https://ohiostate.pressbooks.pub/feptechcomm/chapter/3-writing
style/#:~:text=3.3%20Citations%20and%20citation%20styles,
Recognizing%20the%20role&text=A%20technical%20communications%20writing%20
tyle,are 20only%20a%20starting%20point.