B. Tech. / PGDME Com.

English IMU MP

FEATURES OF TECHNICAL WRITING

Technical writing (TW) is a form of communication that professionals use to convey information about specialized
topics. A technical writer might create content to provide instructions or explain technical concepts in their fields.
TW has a few distinguishing features:

1. Accuracy

Which of the following is quite accurate? The cost of the trip was:

More than what was expected / About 2 lakhs / Rs. 1,97,345 /-

Back in 1973, the total cost of the Apollo program reported to Congress was $2540000000. ___________

Your Note: Accuracy depends on the ________. Don’t t________ the receiver. Present numbers in easily
understandable manner.

2. Brevity

a. Don’t use redundant (extra) words. Cancel the unwanted words.

i. Now at this time iv. In the year 2018

ii. Completely eliminate v. Introduced a new
iii. Mix together vi. Basic fundamentals

b. Don’t give commonplace details. Edit the following to remove the obvious.

If we look at the basic structure of the common bi-cycle in the last 50 years, nothing much has
changed. All the functional fittings like the handlebar, seat, wheel and the pedals are attached to a
triangular frame in much the same way.

c. Use simple expressions. Suggest one-word substitutes:

a Made arrangements for
b Made the decision
c Resulted in the development of
3. Clarity

a. Don’t leave anything to receiver’s guess. Make everything specific. Underline the problem word or
rewrite the following.

● Keep the heater near the window.

● Air pollution affects the Taj Mahal significantly. It needs immediate attention.
• The new team members have difficulties in understanding the charts prepared by the earlier
team. I think some of them require training in technical communication.

b. Expand confusing abbreviations as necessary.

Identify the person who has made the following statement. (Mechanical Engineer, TTE, Teacher)

“The RAC system is causing a lot of headache to me.”

4. Accessibility and Arrangement of Points
Pay attention to Heading, Sub-heading, Numbering system, Font size, Type, colour, White space etc.

Improper coordination and subordination Logical coordination and subordination

1. Computers: Beginning of a New Era 1. Computers: Beginning of a New Era
2. Applications 2. _____________________
3. Education 2.1 ______________
4. Industries 2.2 __________________
5. Advantages 3. _____________________
6. Disadvantages
 Expand KISS K_________ I_______ S _________ and S______________

What is ABC of communication? A____________ B_______________ C_____________

5. Effective Language Usage.

a. Select your preferred sentence for effectiveness.

● We are in requirement of a new printer urgently.

● We require a new printer urgently.

● The new system resulted in the elimination of visual checking.

● The new system eliminated the visual checking.
Your note: __________________________________________________________________________

b. Use more familiar words. Substitute the highlighted words with familiar words.

As we noted in the preceding section, if you purchased additional printing options, such as a

second printer tray, it is a requirement that you verify its correct installation.

c. Choose active voice. Write the following in active voice and see which one is preferable.

The system was cleaned with a strong antivirus software and then it was restarted so that all
malwares could be removed.

d. Use short, compact sentences. Write the following in about 10 words.

The QMS Magicolor 2 Printer is equipped with two interfaces, one is known as the parallel interface, the
other is known as the Ethernet interface. (24 words)

e. What is your understanding of the following with reference to technical writing?

a. Jargon:

b. Clichés:

f. Avoid overlapping sentences. Rewrite the following in a better way.

Production in HE declined in November. This decline was because there were 3 holidays in
November on account of Diwali. Additionally, two days were declared as holidays due to local strike.

6. Use ______________. Is there a better way to communicate the following?

A typical manufacturing industry has four major divisions. The Production Unit, headed by
the Production Manager, is responsible for ensuring the product output. In order to supply
them with raw materials and other required items, there will be a Purchase Manager and a
team. All produced items will be sold by the sales personnel headed by the Sales Manager.
The industry’s workforce will be recruited and managed by the Personnel Manager. It will be
the responsibility of the General Manager to coordinate all these activities. The GM will take
orders and guidance from the Top management.
 What are the advantages of using non-verbal devices / graphics? Write an example.
a. A lot of information can be conveyed in a limited space.
b. We can get the required information at a glance.
c. Complicated processes can be explained in a simple and systematic way.
d. We can make it more attractive by using colour, animation etc.
e. Language barrier can be avoided while communication with different peoples.
7. Technical writing must follow appropriate thought flow strategy. Match the following.
(Chronological, Compare and Contrast, Cause and Effect, More Important to Less Important,
Spatial)

a. The Evolution of Locomotives (Train Engines)

b. Major Campuses of IMU in India
c. Utility Cars vs. Sports Cars
d. Invention of Electricity is Responsible for all Technological Development
e. Fields Which Require Development for a Country to Become a Super Power.
I. Infrastructure
II. Education
III. Food Production
IV. Science and Technology
V. Basic Health

8. Use appropriate visual aid for the given situation. Match the following.
(Photo, Drawing, Flowchart, Map, Tree diagram, Table, Semi-log graph, Diagram, Line graph, Pie chart)

No Situation Appropriate Visual Aid

a Comparison of different models of laser printers with ref to weight,
size, price etc.
b Spatial relationship between two places on a plane surface
c Give realistic physical view of objects, places, buildings etc.
d Show the internal parts of a machine and their assembly
e Show how the wiring has been done in an electronic device
f Sequence of events from start to finish
g Depict a trend which a variable is taking over a period of time
h Show the expenditure of each department with ref to the total
budget
i To show the relationship and hierarchy in an organization
j Represent such data in which the range of one variable as
compared to the other is enormous

9. There is no place for grammar and spelling errors in technical writing. Check the errors.
In technical writing every word, sentence and paragarph must be scrutinized thoroughly to make
the document completely error free. Some of the Popular methods used are:

a. Reading the document allowed to someone else.

b. Reading the text syllable bye syllable
c. Revesre reading
d. Looking at all all punctuation marks critically

10. ______________________________________________________________________________________
___________________________________________________________________________________ .
****