Technical Writing

ENGL 3125
 Chapter 1:
Fundamentals of
Effective Writing
What is Technical Writing?
o Technical writing is direct, informative, clear,
and concise language written specifically for
an identified audience.
o It communicates specific and factual
information to a defined audience for a
defined purpose.
What is Technical Writing?
o Readers may need your information to
perform a task, answer a question, solve a
problem, or make a decision.
o The information is technical in nature, and this
is what makes technical writing different from
other types of writing (Shelton, 1994).
What is Technical Writing?
o Hence, by technical it means anything having
to do with the specialized areas of science and
technology, as well as systems of
development.
 Technical Writing Vs. Nontechnical
Writing
o Ordinary composition is more than just content. It
differs in purpose, as well.
o The primary goal of any technical communication is to
transmit technical information accurately.
o differs from fiction which is meant to entertain, or from
advertising, which is intended to sell
 Technical Writing Vs. Nontechnical
Writing
o Technical writers are connected with
communication. If they have to they will sacrifice
style, grace, and technique for clarity, precision,
and organization.
Comparison of Technical,
Business, and Professional
Writing
 Technical Writing
o The purpose of technical writing is to
inform.
o It is designed to fulfill a need to tell and a
need to know.
 Technical Writing
o Along with scientific and technical vocabulary, it
also makes use of graphic aids, conventional
report forms, and important writing techniques
like definition, description of mechanism,
process description, and classification.
 Business Writing
o It deals with the type of writing and style of documents
used by corporations, small business, and organizations.
o It is designed primarily with the goal of persuasion in
mind.
 Business Writing
o Example: Business proposal
o It follows a very specific format and is designed to
persuade the audience (usually another business or
organization) to accept the bid to complete a work project.
o Business involves relationships: representative to
client, supervisor to employee, employee to
employee, or department to department. Technical
writing is more universal.
Professional Writing
o It refers to written communication commonly
utilized in the workplace, which includes
documents such as resumes, cover letters,
personal statements, e-mails and memos.
o Professional writing is designed to be
persuasive. For example, resume and cover
letters.
Technical Writing Business Writing Professional Writing
• Specialized writing
Comparison
• Persuasive in nature. • Focus on action; first-
which involves • Used by hand knowledge of
technical, scientific, corporations, small the topic.
and engineering- business, and • Written
based topics. organizations. It communication
• Writing is meant for involves business commonly utilized in
a specific audience relationships. the workplace.
and is action- • Sample document • Sample document
oriented. types: reports, e- types: resume, cover
• Informative writing. mails, letters and letters, personal
Focuses on the presentation statements, and
technical nature of materials. memos.
topic.
Characteristics of Technical Writing
1. Technically accurate 1. Consistent
2. Useful 2. Correct in Spelling,
3. Concise Punctuation, and
Grammar
4. Complete
3. Targeted
5. Clear
4. Well-organized
5. Interesting
Characteristics of Technical Writing
1. Technically accurate
The content must be true and as technically accurate
as possible.

Your readers make business decisions, operate

equipment, or draw scientific conclusions based on the
information you present. So, accuracy is important.
Characteristics of Technical Writing
2. Useful
People read a technical report, data sheet, manual, or
proposal because they intend to use the information
in some way-either to make a purchase decision,
further their own research, or operate a piece of
equipment.
Hence, make sure every sentence contains useful
information.
Characteristics of Technical Writing
3. Concise
Concised technical writing is easier and less time-
consuming.
By avoiding repetition, wordy phrases, rambling
explanations, pompous language, and jargon, you can
produce brief, readable prose without sacrificing
technical content.
Characteristics of Technical Writing
4. Complete
Make sure the specification is complete and that no
key data are omitted. Ask technical experts whether
there is another graph or drawing needed so your
technically sophisticated readers will find everything
they need.
 Characteristics of Technical Writing
5. Clear
Technical writers succeed when their work is readily understood
by the intended audience.
Here are few suggestions for making your writing clear:
Keep the writing short and simple.
Avoid jargon.
Present your story in a logical and orderly fashioned way (one step at a
time)
Use visuals.
 Characteristics of Technical Writing
Visual What it shows
Photograph or drawing What something looks like
Map Where it is located
Diagram How it is put together
Flow chat How it works
Graph How one variable changes in relation to another
Pie chart Proportions and percentages
Bar chart Comparisons among quantities
Table A body of data
Structured diagram The components of a system and how they
interrelate
Characteristics of Technical Writing
6. Consistent
These mist eliminators are available in diameters as
large as 7 to eight feet in diameter, but are usually
limits to 36-48” diameter in sugar refinery
applications. The mesh pads are usually 12 to sixteen
cm thick. In most sugar refinery installations, they will
eliminate B.O.D. and cut production loss up to ninety-
six percent. As you know BOD is caused by
decomposing organic matter in wastewater streams.
Characteristics of Technical Writing
6. Consistent
These mist eliminators are available in diameters as
large as 7 to eight feet in diameter, but are usually
limits to 36-48” diameter in sugar refinery
applications. The mesh pads are usually 12 to sixteen
cm thick. In most sugar refinery installations, they will
eliminate B.O.D. and cut production loss up to ninety-
six percent. As you know BOD is caused by
decomposing organic matter in wastewater streams.
Characteristics of Technical Writing
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, lettering, and grammar for lists and
bullet points
◦ terminology
◦ spelling style (e.g., US versus UK)
Characteristics of Technical Writing
7. Correct in Spelling, Punctuation, and Grammar
All writing must follow the rules of spelling,
punctuation, and grammar laid down in the US
Government Printing Office Style Manual, New York
Times Manual of Style and Usage and other standard
references on the English language.
Such errors indicate that authors are lazy or uncaring
about their work (e.g. spelling problems).
Characteristics of Technical Writing
8. Targeted
One of the most difficult challenges technical writers face is
writing to the level of technical proficiency and understanding
of the intended audience.
Guidelines:
Define your audience
Picture your audience
Write for the majority while accommodating significant
minorities.
 Characteristics of Technical Writing
8. Targeted
Guidelines:
Use the “gist” test.
When the primary audience is nontechnical, flesh out
explanations.
When the primary audience is technical, make explanations
parenthetical.
Characteristics of Technical Writing
9. Well-organized
Before you write, plan. Create a rough outline that
spells out the contents and organization of your
report or paper.
Simple list, doodles, or rough notes will do-use
whatever form suits you.
Characteristics of Technical Writing
10. Interesting
“It is a sin to bore your fellow creatures,” claims David
Ogilvy and Mather, one of the world’s largest
advertising agencies.
Be lively and lucid, not dull and boring in writing.
People in technical fields are human too.
The writer must consider the appropriate vocabulary,
length, illustrations, case studies, binding, paper,
spine and legal disclaimer. The needs of one beginner
working under a dimly lit, leaky sink with minimal
tools are different from the needs of a classroom full
of professional plumbers led by an expert.