TECHNICAL WRITING - Along with scientific and technical vocabulary, it

also makes use of graphic aids, conventional

report forms, and important writing techniques
CHAPTER 1: like definition, description of mechanism,
process description and classification.
FUNDAMENTALS OF EFFECTIVE WRITING
o Business Writing
- It deals with the type of writing and style of
Technical Writing documents used by corporations, small business,
- Technical writing is a direct, informative, clear and organizations.
and concise language written specifically for an - It is designed primarily with the goal of
identified audience. persuasion in mind.
- It communicates specific and factual information
to a defined audience for a defined purpose. o Professional Writing
- The information is technical in nature, and this is - It refers to written communication commonly
what make technical writing different from other utilized in the workplace, which includes
types of writing. documents such as resumes, cover letters,
personal statements, e-mails and memos.
Technical Writing vs. Nontechnical Writing - Professional writing is designed to be persuasive.

- Ordinary composition is more than just content. Technical Business Professional

It differs in purpose as well. Writing Writing Writing
- The primary goal, of any technical Specialized Persuasive in Focus on
communication is to transmit information writing which nature. action; first-
accurately. This differs from fiction which is involves hand
meant to entertain, or from advertising which is technical, Used by knowledge of
intended to sell. scientific, and corporations, the topic.
- Technical writers are connected with engineering- small business,
communication. If they have to, they will based topics. and Written
sacrifice style, grace, and technique for clarity, organizations. communication
precision and organization. Writing is It involves commonly
meant for a business utilized in the
specific relationships. workplace.
Technical Writing Nontechnical Writing audience and
To inform, instruct, or To entertain, persuade, is action- Sample Sample
document specific inform, or express oriented. document document
processes or technical creativity. types: reports, types: resume,
information. Informative e-mails, letters cover letters,
Specialized or technical General audience with writing. and personal
audience with prior varied levels of Focuses on the presentation statements and
knowledge of the expertise. technical materials. memos.
subject. nature of the
Formal, precise, and Informal to formal; may topic.
concise; avoids use figurative language
ambiguity. or creativity. Characteristics of Technical Writing
Objective, neutral, and Can range from
professional. conversational to 1. Technically Accurate
emotional or
persuasive. - The content must be true as and as technically
Highly structured with Flexible structure, often accurate as possible.
headings, subheadings shaped by the writer’s - Your readers make business decisions, operate
and numbered steps. intent. equipment, or draw scientific conclusions based
Manuals, technical Novels, essays, blogs, on the information you present. So, accuracy is
reports, user guidelines, advertisements. important.
white papers.
2. Useful
- People read a technical report, data sheet,
Comparison of Technical, Business and
manual, or proposal because they intend to use
Professional Writing
the information in some way – either to make a
o Technical Writing purchase decision, further their own research, or
operate a piece of equipment. Hence, make sure
- The purpose of technical writing is to inform. It
every sentence contains useful information.
is designed to fulfill a need to tell and a need to
know.
3. Concise 7. Correct in Spelling, Punctuation, and
- Concise technical writing is easier and less time Grammar
consuming. - All writing must follow the rules of spelling,
- By avoiding repetition, wordy phrases, rambling punctuation, and grammar laid down in the US
explanations, pompous language, and jargon, you Government Printing Office Style Manual, New
can produce brief, readable prose without York Times Manual of Style and Usage and other
sacrificing technical content. standard references on the English language.
- Such errors indicate that authors are lazy or
4. Complete uncaring about their work (e.g., spelling
- Make sure the specification is complete and that problems).
no key data are omitted. Ask technical experts
whether there is another graph or drawing needed 8. Targeted
so your technically sophisticated readers will find - One of the most difficult challenges technical
everything they need. writers face is writing to the level of technical
proficiency and understanding of the intended
5. Clear audience.
- Technical writers succeed when their work is - Guidelines:
readily understood by the intended audience. ✓ Define your audience.
- Here are few suggestions for making your ✓ Picture your audience.
writing clear. ✓ Write for the majority while accommodating
✓ Keep the writing short and simple. significant minorities.
✓ Avoid jargon. ✓ Use the “gist” test.
✓ Present your story in a logical and orderly ✓ When the primary audience is nontechnical,
fashioned way (one step at a time). flesh out explanations.
✓ Use visuals. ✓ When the primary audience is technical,
make explanations parenthical.
Visuals What is shows
Photograph What something looks like. 9. Well-Organized
or drawing - A well-organized structure ensures the
Map Where it is located. information flows logically, making it easier for
Diagram How it is put together. readers to understand and use. Clear headings,
Flow chart How it works. step-by-step instructions, and well-defined
Graph How one variable changes in sections help readers navigate the document and
relation to another. quickly find what they need.
Pie chart Proportions and percentages.
Bar chart Comparisons among quantiles. 10. Interesting
Table A body of data.
- Be lively and lucid, not dull and boring in
Structured The components of a system and
writing. People in technical fields are human too.
diagram how they interrelate.

6. Consistent
- Inconsistencies in technical writing confuse
readers and convince them that your scientific
work is as messy and unprofessional as your
prose.
- The reward of uniformity is a technical document
that reads as if it was written by an educated,
literate person concerned with accuracy and clear
communication.

❖ Examples of using consistency in writing

include adopting:
• One font style and only a few font sizes (body
font and title font).
• Set margins, paragraph style, tabs, and bullets.
• Similar numbering, letters, and grammar for lists
and bullet points.
• Terminology
• Spelling style (e.g., US vs. UK)