Technical Writing

Learning the styles and skills

Lesson Objective:

To enhance knowledge about Technical Writing on the

following points:
a. The purposes
b. The importance
c. Characteristics
d. The ABCs
e. Common mistakes
 QUOTE FOR THE DAY
“Do not allow
someone to borrow
your pencil and
draw your life.”
Definition
• Technical writing is communication ( in any field) the primary
aim of which is to convey a particular piece of information for
a particular purpose to a particular reader or group of readers.
• Technical writing is an exposition essentially about scientific
subjects and about various technical subjects associated with
the sciences. It uses scientific and technical vocabularies,
tables, grafts and figures to clarify and support textual
discussions.
• It is the type of everyday writing that surrounds us at home,
workplace, and community.
 Purposes of Technical Writing

1. It gives information that leads to the accomplishment

of specific tasks and in the making of needed
decisions.
2. It analyzes events and their implications.
3.It persuades and influences decision by showing how
a business or an industry succeeds
What, Why, How?

Acquiring technical writing skills means the need to

accurately communicate thoughts, ideas, information,
and messages in writing; and create documents such as
letters, directions, specifications, manuals, reports,
presentations, graphs, flow charts, etc.
Technical Writing Versus Creative Writing
Technical Writing :
- focuses on factual and straight forward content
-published to inform and instruct and educate the user about some specific
topic
- has specific readers who prefers technical papers
-gives readers information about some technical topics or it gives directions on
how to do something.
Creative Writing :
- focuses on imaginative and symbolic content
-published to entertain, provoke, inspire the user.
-no such specific readers who prefer creative papers.
-gives readers a theme, message, moral or lesson which is helpful in their real
lives or gives a temporary entertainment to the reader.
What Makes Technical Writing Different?
• The information should be prepared, presented and
communicated in a certain format.

•The writing should be brief, clear and accurate.

•The writing task should take into consideration the

audience’s needs, biases, and prior understanding.
What Makes Technical Writing Different?
•The writing task should present information to help
readers solve a problem or acquire a better
understanding of an issue.

•The writing should convey technical, or particular

information in a simple way that is easy for a non-
technical readers to understand.
Technical Writing Practices
✓ Planning •Diction
✓ Clarity •Organization
✓ Shortness •Visual
✓ Simplicity •Commitment
✓ Word
Choice
Examples of Technical Writing
Action Plans Job Description
Advertisement Diagram, Chart, or Graph
Agenda Editorial
Audit Report Email
Book Review Feasibility
Brochure Field Test Report
Budget Incident Report
Business Letter Informational Form
Plan Informative Summary
Catalog Instructional Materials/Manuals
Contract Informational Posters
Critique Interview Questions
Data Book Display Itinerary
A good technical writing must have…
• Clarity
• Conciseness
• Accessible document design
• Audience recognition
• Accuracy
 Style, Voice and Tones in Writing

• Style means the mechanical or technical aspects of writing and may be

specific to the requirements of the subject or topic.
• Voice means the unique worldview and word choices of the author. Active
voice is considered more concise, direct, and easier for readers to
understand. It is often the preferred choice for Technical writing.
• Tone refers to the “emotional character” of the writing; which for
technical writing will usually need to be serious and factual in order to be
effective
 Voice – Appropriate Verbs
Verbs are the key element s in most sentences. Awareness of the difference
between action and linking verbs and active and passive voice is important in
technical writing.
Weak linking verb: The Institution is considering the adoption of the DECS
Values Education Program
Strong action verb: The institution will consider the adoption of the DECS
Values Education Program.
Weak linking verb: There are many factors that contribute to good acting
Strong action verb: Many factors contribute to good acting.
 Voice – Appropriate Verbs
In addition to the use of active verbs, the voice of the verb is likewise
important. Verb voice chosen must be appropriate to the tone and
content of the sentence.
Active: During summer, several communities hold their town fiestas.
Passive: During summer, town fiestas are held by several communities
Active: The All Filipino Corporation improved its cash flow by 30percent
in the 3rd quarter
Passive: The cash flow of the All Filipino Corporation was improved by 30
percent in the third quarter.
Active: The Honorable Roilo Golez introduced House Bill 8661 providing
for women empowerment and for other purposes.
Passive : House Bill 8661 providing for women empowerment and for
other purposes was introduced by the Honorable Roilo Golez.
The ABC-US of Technical Writing

A – ccuracy
B – revity
C – larity
U – tility
S – implicity
ACCURACY

• Check spelling, grammar, punctuations

• Verify and cross-check your information.
• Provide facts
• Provide references
ACCURACY
 BREVITY

The target is to give CORE information and nothing more.

• Use keywords
• Important information first
• Delete over-polite phrases
• Delete repetitions
• Avoid umbrella terms
• Using abbreviations (repetitions) and contractions
• Cross-out redundant statements
• Cut-out flowery statements (avoid unnecessary adjectives)
BREVITY
 Activity: Practicing Brevity!
The hotel is famous. It is one of the most well-
known hotels in the country. The latest
international dancing competition was held at the
hotel. The hotel spent a lot of money to advertise
the event. Because the hotel wanted to gain
international reputation. But not many people
attended the event.
 Activity: Brevity considered
The latest international dancing competition was
held at the hotel, which is one of the most well-
known hotels in this region. The hotel spent a lot
of money on advertising the event it wanted to
enhance international reputation; however, it
failed to attract many people.
Sample 1: Use keywords
#1. My account balance got deducted because of activation of Hello
Tunes. I did not request for its activation.

Instead: Unauthorized activation of Hello Tunes causes balance

deduction in my account.
Sample 2: Stating important information first

#2: We need a bigger space because our business is expanding.

Instead: Our business is expanding, so, we need a bigger space.

Sample 3: Do not be eager to please

#3. With due regards, we would like to state that the warranty period
of your printer has expired.

Instead: The warranty period of your printer has expired.

Sample 4: Cross-out redundancies
• Meet me at 3:00 pm in the afternoon.
• Attached, herewith are the pertinent documents you
required.
• Like, for example…
• The machines are connected together via LAN.
Sample 5: Cut-out lengthy phrases
Preferred Words Not Preferred
Begin Initiate
Pay Compensation
Question Interrogate
Find out Ascertain
Before Prior to
About With reference to
Consider Give consideration to
Now/Currently At this point in time
Because In view of the fact that
Despite In spite of
Operates Is in operation
Sample 5: Cut-out lengthy phrases
Wordy Text Concise Alternative
A considerable number of Many
A considerable amount of Much
A decreased number of Less
A lot of Many
A majority of Most
Are of the same opinion Agree
As consequence of, based on, Because
or because of the fact that
Sample 5: Cut-out lengthy phrases
Wordy Text Concise Alternative
As well as And
As a matter of fact In fact
At a later date Later
At the present time Now
Cognizant of Aware of
Despite the fact that although
During the time that, during the While, during
course of
Following After
 Sample 5: Cut-out lengthy phrases
Wordy Text Concise Alternative
Employed the use of Employed
In accordance with According to
In close proximity to Near
In the event of If
It is often the case that Apparently
In the not-too-distant future Soon
Transpire Happen
With regards to Regarding
Commonly Misused Words
• Accept and Except
• Affect and Effect
• Among and Between
• Amount of… and Number of…
• As per (as it is) – instead write “per your request/as you
requested
• Latin words (alumni, data, media)
• E.G. (exempli gratia) / ET.AL. (et alii) / i.e (id est)
• Due to, Because, Since
• Its and It’s
 Commonly Misused Words
1. John refused to (accept/except) his certificate because his name was
misspelled.
2. John loves to eat vegetables (accept/except) bitter gourd.
3. The temperature of the room (affects/effects) the quality of the ice
cream.
4. The high quality presentations had a positive (affect/effect) on the
student’s confidence.
5. The cost was split (among/between) the two of them.
6. We could not measure the (amount of/number of)

heat coming out from the oven.

Commonly Misused Words
7. Cruz (e.g./ et.al) were responsible for the entertainment.
8. The ball was hidden (among/between) the leaves.
9. He missed his class (since/because) he overslept.
10. The tuition did not increase this semester, but (its, it’s) going to next
year.
11. The cat licks (its, it’s) fur off.
12. The first task is the assignment of an address to each (data/datum).
13.The soldiers discovered a large (number/amount) of weapons hidden
under the floor of an unused building.
14.The raft carried the family (farther/further) north that they had
planned.
 Commonly Misused Words
15.The team ran over 100 miles, which was (farther/further) than
anticipated.
16.The students are (farther/further) along in their research and
experimental design than expected.
17. The heat required was (fewer/less) than we expected.
18.The oil spill in the Gulf of Mexico has (affected/effected) the economy
and the environment in negative ways.
19. (Assure/Ensure) your son that his piano playing sounds wonderful.
20. A great (amount/number) of students volunteer each year for the
environmental projects.
 CLARITY
• Use specific and concrete words.
• Use appropriate verbs ( active voice for conciseness)
• Avoid clichés and trite expressions which are so familiar
- Last but not the least…
- At this point in time…
- First and foremost…
- In this day and age…
• No scope for confusion ( the reader clearly understands
the message)
 CLARITY
In order to achieve clarity, one thing you should bear in mind is organization of ideas which
depends on your purpose of writing.
A. Logical organization - Logical division of ideas simply means that ideas are grouped
together, and each group is discussed accordingly. They may be introduced in order of
importance, or in some other order that makes sense to the reader.
The logical organization of a report of a scientific experiment would be to explain the purpose
of the experiment, to describe the experiment, and to end by presenting the conclusions
reached. This is the triangle method where the writer starts with the supporting details and
ends with the conclusion or the topic sentence.
The inverted triangle begins with a brief summary , findings or conclusions followed by the
supporting details.
To be given primary attention in technical writing are vocabulary, sentence length and structure
and organization. Use of unfamiliar words should be avoided, if not, the should be defined.
 CLARITY
In order to achieve clarity, one thing you should bear in mind is organization of ideas which
depends on your purpose of writing.
B. Chronological order – ideas are arranged chronologically or as how they occur or happen.
Usually this is used in giving instructions or directions or events.
Example:
1. Remove the worn-out gasket and replace it with the new one.
2. Repairing a leak is easy.
3. Using the wrench, loosen and remove the faucet’s cap.
4. With the screw driver, loosen the screw that fastens the gasket to the water control
mechanism.
5. Turn the faucet on and then off. If the leak is gone, your job is done.
6. Turn off the valve that controls the flow of water. It may be found near the water meter.
7. Put back the cap and tighten it with the wrench.
8. You must have a pipe wrench, a screw driver and a new rubber gasket.
9. Turn on the valve to let the water flow into the faucet again.
 CLARITY
C. Space order – this arrangement draws the reader’s attention to the objects or people in
terms of their proximity to one another. This may be done in different ways, left to right, top
too bottom, east to west, outer to inner, near to far.
Example:
1. Just behind, perched over the headboard, is an electric wall fan with pink blades.
2. It is topped with a thick, soft foam mattress an draped with pink embroidered cover.
3. Next to the table is a cart on which sets a color television set.
4. Neatly piled on the right side of the table are Aileen’s books and notebooks.
5. Oh, there’s a small radio with a CD player behind the sliding glass case and it’s playing a
song by Sinatra.
6. To the right side of the bed, is the girl’s study table with a chair in front of it.
7. Upon entering Aileen’s room, the first thing that greets the eyes is the narra bed.
8. A matching log pillow sits where the head should be/
9. On top of the table is the study lam[ with a bright blue shade.
UTILITY

• It should give an impact to the reader: “Why is this text important?;

Why am I reading this text?”

• This will result in faster actions and decisions;

• The subject and last line serves its purpose.
SIMPLICITY

• Use simple sentences.

• Avoid heavy vocabulary.
• Use sentences with 8 to 12 words. Avoid using compound-
complex sentences.
Five Basic Principles of Good Technical Writing
1. Always have in mind a specific reader and always assume that this reader
is intelligent, but uninformed.
2. Before you start to write always decide what the exact purpose of your
report is, and make sure that every paragraph, every sentence, every word
makes a clear contribution to that purpose and makes it at the right time.
3. Use language that is simple, concrete and familiar.
4. At the beginning and end of every section of your report check your writing
according to this principles. “ First, you tell your readers what you are
going to tell them, and then you tell them what you have told them. (
introduction and summary).
5. Make your report attractive to look at.
Technical Writing Ethics

❖ Language should clearly states who is responsible for what

❖ Correctly represents all data
❖ Avoid language that could possibly mislead readers.
❖ Treat the views of others fairly and professionally.
❖ Clearly cite all sources used to write the report.
❖ All recommendations and conclusions should be supported by facts. ˆ
❖ All judgments, recommendations, or comments should be within the
❖ scope of the organization’s policies. ˆ
❖ Acknowledge and receive permission to use copyrighted information.
Formal Technical Report Structure
The objective of a technical report is to clearly describe technical work,
why it was prepared, results obtained and consequences of those
results.
•The technical report serves as a means of communicating the work to
others and possibly providing valuable information about the work.
•A well‐written report is about organization. A technical report should be
divided into several sections in a logical sequence that makes it easy for
the reader to obtain an overview of the contents as well as find specific
information.
Universal Aspects of Reports
• Apply active voice by using the third person in most
instances.
• Avoid using personal pronouns.
• Use correct grammar, punctuation, and spelling.
•All diagrams must be neatly presented and should be
computer generated.
•Use a computer software package, such as Paint, Multisim
or AutoCAD, to draw diagrams.
Universal Aspects of Reports
• Leave at least a one‐inch margin on all sides of a full page
diagram and always number and title all figures.
• Any information that is directly quoted or copied from a
source must be cited using the proper notation [1, 2, 3], for
example.
Ethical Considerations in Technical Writing
1. Honesty
2. Legality
3. Confidentiality
4. Quality
5. Fairness
6. Professionalism
Common Mistakes in Technical Writing
Mistake 1: Writing before thinking
Mistake 2: Providing too much detail
Mistake 3: Being too vague
Mistake 4: Using the passive voice
Mistake 5: Confused sequencing
WRITING A BUSINESS
LETTER
TIPS FOR WRITING A BUSINESS LETTER
1. Use professional tone
2. Write clearly
3. Organize your information in a logical manner
4. Consider using color to emphasize certain words/
phrases
5. Understand your readers
6. Include a “call to action”
Technical Writing
Training
Full block style
Modified block style
Semi block -
Indented style
Last few words…
K – keep
I – it
S – short and
S – simple
Less talk, less mistakes.