UNIT 11: WRITING AND

FORMATTING
TECHNICAL DOCUMENTS

SUBMITTED BY:
TRISHA MAE QUIBAN
AIKA OBIA
ROSEMAE GETES
RASIA MAE SABINO
LYZA MAE CARNICER
ROANNE ALFARO
JOAN SILOT
JOANNA MAE CARTONEROS
KAI ORCULLO
 UNIT 11: WRITING AND FORMATTING TECHNICAL DOCUMENTS
 Structure and components of technical documents
 Formatting guidelines for different types of technical writing

Technical documents – are instructions, explanations, or descriptions written for a specific

purpose, usually related to a technical subject.
Explanation:
- They aim to clearly and concisely explain how something works, how to use it, or how to
fix it. Ex. Instruction manuals for appliances, guides for software, or reports detailing
scientific findings.
- The goal is always to inform the reader accurately and efficiently.
Technical documents come in many forms, each serving a specific purpose. Here are
some different types:
Instructional Documents: These guide users on how to do something, focusing on a step-
by-step approach.
Examples include:
- User manuals: Explain how to use a product (e.g., a smartphone, software).
- Installation guides: Detail the process of setting up equipment or software.
- Operating procedures: Outline steps for performing tasks (e.g., operating machinery).
- Training manuals: Provide instruction for learning a skill or using a system.
- Troubleshooting guides: Help users diagnose and fix problems.
Informational Documents: These explain concepts, processes, or systems. They often
provide background information and context.
Examples include:
- Technical reports: Present findings from research, experiments, or analyses.
- White papers: Discuss complex issues and provide in-depth explanations.
- Data sheets: Summarize the key features and specifications of a product.
- FAQs (Frequently Asked Questions): Answer common questions about a product or
service.
- Specifications: Detail the exact requirements for a product or system.
Persuasive Documents: These aim to convince the reader of a particular point of view or to
take a specific action.
Examples include:
- Proposals: Suggest solutions to a problem or outline a plan for a project.
- Business plans: Detail a company's strategy for achieving its goals.
- Marketing materials: Promote a product or service. While often less technically detailed
than other types, they may still contain technical specifications.

STRUCTURE AND COMPONENTS OF TECHNICAL DOCUMENTS

Front Matter
 Title page- a title page should include the title, the author or authors, and the date. It
may also include additional information, such as a specific grant or project number.
Prospective readers may judge whether your document will be worth their time just be
reading the title.
 Abstract- is a brief summarizing statement. It gives the reader a synopsis of
the problem, method, results, and conclusions of your document.

 Table of contents- A table of contents is a list of the main subject

headings and subheadings of the document. Hence, a table of contents not only helps
readers find materials in the report but also outlines the topics of the report.
 List of tables and figures- The list of figures identifies the titles and locations
of visuals (figures, drawings, photos, maps) in administrative or research documents.

 List of terms- Some documents use a significant amount of new terminology, or

many acronyms or abbreviations
 Acknowledgments- collection to note the assistance of people whose help was
crucial but not extensive enough to warrant their being listed as co-authors. Thesis
advisors, technicians, and colleagues who gave advice or time are all candidates for
the acknowledgments section.
Body
Introduction- The introduction to your document should lead your readers into your paper
and give them an idea of what to expect.

Background- Provide enough information in a technical document to allow your reader to

understand the specific problem being addressed and to provide a context for your own
document. This background information may include:

(1) a historical summary of the problem being addressed;

(2) a brief summary of previous work on the topic, including, if appropriate, relevant theory;
and

(3) the specific reasons the document is being written.

Theory- In long and fairly complex reports and articles, especially theoretical and
experimental reports where the purpose of the document is to apply, verify, or illustrate one
or more theories, include a separate section presenting relevant theoretical formulae and
the techniques by which any experimental results are predicted. When introducing equations,
be sure to define all symbols used in them.

Design criteria- are the explicit goals that a project must achieve in order to be successful.
In recommendation and feasibility reports, especially, the design and decision criteria
determine the document's final recommendation for action.

Materials and apparatus- Describe equipment and software specific to the procedure.
If appropriate, give the model or version numbers of major items of equipment. In many
cases, essential information on materials and apparatus can be most effectively presented in
a table.

Procedure- Describe in detail experiments or other methods of collecting data. The purpose
of the procedure section is to allow a reader of the report to reproduce the experiment or data
collection process.

Workplan- outlines in specific detail how a project will be conducted, who will work on
which part, and when and in what order each part will be accomplished. It is similar to
a procedure section but differs in that it describes future rather than past actions.

Results- In the results section of a report, describe all appropriate information produced by
the research procedures. Simply present data and estimates of their accuracy.

Discussion- Explain in the discussion section of your document information presented in

the results section, commenting on significant data produced by the study.

Conclusion- final part of the body of your document. Because some readers of documents,
particularly managers, will sometimes not read the entire document but, instead, focus on the
conclusion, this part of the document should summarize all essential information necessary
for your audience's purpose.

Recommendations- should always be specific and appropriate to the document's audience.

Separate each specific recommendation. Often authors present recommendations
in bulleted or numbered lists. Organize recommendations either in the order of importance or
in the logical order of development.

End Matter
Appendices- include materials that are not essential parts of your main text but that will
provide useful reference information to readers seeking more detail.

References- Include as part of the end matter a list of sources used in your report.

FORMATTING GUIDELINES FOR DIFFERENT TYPES OF TECHNICAL

WRITING.
The following guidelines represent generally accepted technical writing guidelines. As a
reminder, guidelines may change based on the discipline, professor, employer, or journal the
document is written for.
Technical documents typically contain:
 Single spacing
 Full justification is preferred for theses, dissertations, and journal articles.
 One blank line between paragraphs.
 Serif font (Times New Roman), 12 pt. font size. When documents are written for
electronic media, however, a Sans Serif font (Calibri or Arial) is typically used.
 One-inch margins. Margins may need to be adjusted when using company letterhead
or when binding formal reports.
The 7 Cs of Professional Writing
 Clear- conveys the purpose of the document immediately to the reader; it matches
vocabulary to the audience, avoiding jargon and unnecessary technical or obscure
language while at the same time being precise.
 Coherent- ensures that the reader can easily follow your ideas and your train of
thought. One idea should lead logically into the next through the use of transitional
words and phrases, structural markers, planned repetition, sentences with clear
subjects, headings that are clear, and effective and parallel lists.
 Concise- uses the least words possible to convey the most meaning while still
maintaining clarity.
 Concrete- involves using specific, precise language to paint a picture for your readers
so that they can more easily understand your ideas. If you have to explain an abstract
concept or idea, try to use examples, analogies, and precise language to illustrate it.
 Correct- uses standard English punctuation, sentence structure, usage, and grammar.
Being correct also means providing accurate information, as well as using the right
document type and form for the task.
 Complete- includes all requested information and answers all relevant questions. The
more concrete and specific you are, the more likely your document will be complete
as well.
  Courteous- entails designing a reader-friendly, easy-to-read document; using tactful
language and appropriate modes of addressing the audience; and avoiding potentially
offensive terminology, usage, and tone.

REFERENCES
https://www.mit.edu/course/21/21.guide/elemtech.htm
https://ua.pressbooks.pub/writingprofessions/chapter/the-7-cs-of-professional-writing-style/