Technical Writing

• Aristotle (384–322 BC)


  a dictionary of philosophic terms and a summary of the “Doctrines of Pythagoras”
• Geoffrey Chaucer(1343–1400)


  Treatise on an Astrolabe

  a device used for measuring the distances of stars, planets etc. and for calculating the position of a ship.
• Renaissance

  Printing press
• Leonardo da Vinci


  Mona Lisa

  The Hare Krishna Movement
• Isaac Newton

  Law of gravity
• Industrial Revolution


  WW I &WWII: created a need for documents that chronicled the use of technologies.
• 20th century


  Technical writing has been recognized as a profession since the 1940s.
• Information Age


  spread of computers during the second half of the twentieth century
• Technical Writing 


  a writing discipline that involves communicating complex information to

  those who need it to carry out a specific task or achieve a certain goal
• Why Technical Writing?

  • To communicate complicated information to readers in a way they can comprehend and use, regardless of their prior expertise.
  • To explain technical information to another individual or audience as clearly and effectively as possible.
  • addresses particular readers
  • helps readers solve problems
  • reflects an organization’s goals and culture
  • produced collaboratively
  • uses design to increase readability
  • consists of words, graphics or both
• Writing Paradigm


  W –WIDTH

  R- REGISTER

  I- INTENTION

  T- TENOR

  I- INFORMATION

  N – NEEDS OF READERS

  G- GENRE
• Essays

  • Presents information and opinions
  • Written for everyone in general
  • The structure is casually flowing in paragraphs
  • Essays usually have room for expression of one’s opinions, need not be supported with graphical proofs
  • An essay has a logical flow of thoughts but no need of a summary
  • Doesn’t have an appendices
  • Both essay and report writing need formal writing, analytical thinking, solid reasoning behind every conclusion, careful reading and neat presentation, but a report-writing layout is very different from essay writing
• Report Writing

  • Presents facts and information specifically, no opinions
  • Written for a specific audience, a report concerns itself to only a certain set of people related
  • The structure is very crisp and clean, using pointers and numbered headings and sub-headings
  • Using tables, graphs, charts to prove a point is very common
  • A report often needs a quick summary addressing highlighting points
  • Often has appendices
  • Crisp, often pre-designed layouts
• Technical Writing Output

  • Standard operating procedures
  • Case studies
  • Business proposals
  • Technical documentation
  • End-user instructions
  • Technical reports
  • Feasibility studies
  • Corporate reports
  • Research results
  • Policies and procedures
  • Literature reviews
• Characteristics of Technical Writing

  1. Audience-oriented
  2. Accessible
  3. Comprehensive
  4. Logical
  5. Clear
• Characteristics of Technical Writing (2)

  1. Straightforward
  2. Precise
  3. Concise
  4. Accurate
  5. Impersonal
• Characteristics of Technical Writing (3)

  1. Easy to understand
  2. Denotative
  3. Very structured
  4. Easy to skim
  5. Problem-solving
• Technical Writer's responsibility

  • Gathering technical information on their company's or department's line of business
  • Plan the creation of technical documents according to the needs of the company
  • Sort information according to its relevance and value
  • Create and edit the necessary documentation
  • Make copies of all technical documents and enter them into the database for data security
  • Maintain a comprehensive glossary and library of technical words and records
• Qualities of an Effective Technical

  • Technology-driven
  • Effectual
  • Curious
  • Honest
  • Neutral
  • Intelligent
  • careful
  • Active
  • logical
  • Workmanly
  • Resourceful
  • Thorough
  • Ethical
  • responsible
• Technical Writing Style

  1. Simplicity and conciseness
  2. Accuracy
  3. Audience-focused
  4. An objective, fact- and task-based approach
  5. Careful consideration of design issues
• Simplicity and conciseness

  • spend a considerable amount of time and effort keeping things as simple as possible
  • Keep your writing short, and also use short words and sentences to make documents easier to read
  • use the active voice, rather than passive, and avoid the use of jargon.
• Accuracy


  no room for ambiguity or errors in a technical document.
• Audience-focused

  • every piece of writing should be written with its audience in mind
  • consider your audience’s subject knowledge, which may vary widely.
• An objective, fact- and task-based approach

  • not emotive in style
  • very objective, fact-based approach
  • convey instructions, very task-based
  • focus on giving readers the information that they need to complete the task as easily as possible.
• Careful consideration of design issues

  • design of their document to make it easier to read.
  • layout on the page, and the use of headings, subheadings, bullet points and numbered lists to break up the document.
  • consider the use of illustrations such as pictures, graphs and tables as a way to convey information.
• Skills Required by Technical Writers

  • Extremely good written communication skills
  • An ability to grasp a technical subject quickly.
  • A broad knowledge of technology
  • A recognition of what they don’t know
  • Knowledge and skill in various computer packages, including statistical software and design/illustration packages.
  • Good proofreading and editing skills
• Academic writing


  is writing which communicates ideas, information and research to the wider academic community.
• Student Academic Writing


  which is used as a form of assessment at university, as well as at schools as preparation for university study;
• Expert Academic Writing


  which is writing that is intended for publication in an academic journal or book.
• Characteristics / Features of Academic Writing:

  1. Structured
  2. Evidenced
  3. Critical
  4. Balanced
  5. Precise
  6. Objective
  7. Formal
• Business correspondence


  is an umbrella term used for any form of written communication that happens in business relationships. It could be with business partners or internal communication within the organization.

  Mostly in the form of letters
• Goal of Business Correspondence

  communicate accurately and effectively.
• Types of Business Correspondence

  1. Internal Correspondence
  2. External Correspondence
  3. Sales Correspondence
  4. Routine Correspondence
  5. Personalized Correspondence
  6. Circulars
• Internal Correspondence


  The flow of information between employees, departments, branches, and units of the same company is termed internal correspondence. They can be formal or informal.
• External Correspondence


  different organizations or between an organization and a client comes under external correspondence. This type of correspondence in business communication is usually made to suppliers, existing and prospective clients, government offices, etc.
• Sales Correspondence


  Any communication related to sales is called sales correspondence. It is not only concerned with the sale of a product or service but encompasses many other activities. It includes marketing letters, invoices, discount letters, statements of accounts, etc.
• Routine Correspondence


  Such correspondence happens routinely like orders, inquiries, invitations, replies, etc.
• Personalized Correspondence


  This involves personal and emotional factors. Some of the examples of this type of correspondence are letters of gratitude, congratulation letters,

  appreciation notes, letters of request for a recommendation, etc.
• Circulars


  This type of correspondence is used when a business has to convey common matter to a large audience. A few examples are notices of

  tenders, change in contact information, etc.
• Report Writing 


  the creation of a concise document to inform readers about a specific topic and make recommendations for future actions.