TECHNICAL WRITING

What is technical writing?

Technical writing is communication in any field whose primary aim is to convey a particular piece of
information for a particular purpose to a particular reader or group of readers.

THE NATURE OF TECHNICAL WRITING

Technical writing may be defined and described in the following manner (Mills & Walter, 1981)

1. Technical writing is exposition about scientific subjects and about various technical subjects
associated with the sciences.
2. Technical writing is characterized by certain formal elements such as its scientific and technical
vocabulary, its use of graphic aids and use of conventional report forms.
3. Technical writing is ideally characterized by the maintenance of an attitude of impartiality and
objectivity, by extreme care to convey information accurately and concisely, and by the absence
of any attempt to arouse emotion.
4. Technical writing is in which there is a relatively high concentration of certain complex and
important writing techniques – in particular, definition, Description of mechanism, description
of process, classification and interpretation.

PURPOSES OF TECHNICAL WRITING

1. It gives information in decision making and task accomplishments.

2. It analyzes events and their implications, the failure of systems (educational, socioeconomic,
political, etc.)
3. It persuades and influences decision makings.

CHARACTERISTICS OF TECHNICAL WRITING

1. Technical writing information flow easily and clearly.

2. Technical writing emphasizes objective reporting with no room for different interpretations
(proper words, specific and concrete), sentence structure and paragraph organization,
declarative sentence with third-person pronouns.
3. Technical writing emphasizes factual data, statistics and ,measurable elements (use graphic
organizers).

BASIC PRINCIPLES OF GOOD TECHNICAL WRITING

1. Writers should always have in mind a specific reader, real or imaginary, when writing their
report and always assume that they are intelligent.
2. They should decide on their exact purpose in writing.
3. They should use simple, concrete and familiar language.
4. They should check/ review their writing from time to time.
5. They should make the paper as neat and attractive as possible.
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PROPERTIES OF TECHNICAL WRITING

1. Accuracy – the use of precise words, coherent sentences, well-developed paragraphs and a
balance report.
2. Brevity – means a concise, straight-to-the-point type of writing.
3. Coherence – refers to the logical agreement of sentences, paragraphs and groups of paragraphs.
4. Confidence – is being an authority on the subject of your report.
5. Dignity – refers to terms used in technical writing conveying formality.
6. Emphasis – is technical writing means being discriminating.
7. Grammatical correctness – is critical, not only in technical writing, but also in other writing
activities.
8. Honesty – is acknowledging the use of the work of other people because you know that it is
their intellectual property.
9. Illustrations – include figures, graphs, charts, diagrams and photographs.
10. Judgment – made by writer either makes or breaks his career.
11. Knowledge – involves the interpretation of data.
12. Logic – is the systematic way of organizing the different parts of the report.
13. Mechanical neatness – in a report means that proper margins are observed with each word
neatly encoded.
14. Normal procedure – refers to consistency in the style or format used.
15. Objectivity – involves the detached approach of a writer to his subject.
16. Qualification – is determining the validity of your report given a specific time frame and the
surrounding circumstances.
17. Straight sentences – refer to the smooth flow of sentences contained in a technical write-up.
18. Thoroughness – in one’s report leaves little room for error because every step executed has
already been planned, analyzed and reviewed.
19. Unity – in writing is like the clothes one wears – they should look pulled together to avoid being
an eyesore.
20. Veracity - refers to written works or information that can be verified because they are factual.
There is no room for ambiguity or false information.
21. Viewpoint - is the perspective from which something is written.
22. You-point - involves writing for a target audience.
23. Zest – technical writer should approach his or her work with solid enthusiasm.
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BASIC TECHNIQUES OF TECHNICAL WRITING

FIVE WRITING TECHNIQUES

A. DEFINITION
There is a need to define technical terms in reports which the readers are not familiar with.

1. Informal definition/ extended definition

- Consists of one or more synonymous expression substituted for the unfamiliar term
used.

Methods:
 Exemplification
 Cause and effect
 Word origin
 Analogy, contrast or comparison

2. Formal definition
- Type of definition which is literal or direct.
Three parts: term + class (genus) + difference (differentia)

B. CLASSIFICATION
Is a systematic process of dividing materials into kinds or classes.

C. PARTITION
The analysis that divides a singular item into aspects, parts or steps.

D. DESCRIPTION OF MECHANISM
Is an assembly of movable parts having one part fixed with respect to a frame of reference and
designed to produce n effect.

E. DESCRIPTION OF PROCESS
Consists of series of steps to be followed in getting something done.
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TECHNICAL REPORTS

FEATURES OF TECHNICAL REPORTS

A. FUNCTIONAL
Technical reports provide useful information either for permanent record, later reference or for
immediate use.
B. INFORMATIVE
Technical reports limit interpretation to one literal, accurate meaning.
C. FACTUAL
The technical writer may summarize, simplify but must avoid distorting information.
D. EFFICIENT
Technical reports must have a balance between brevity and thoroughness.

QUALITIES OF TECHNICAL WRITER

1. Technical writing demands a great deal from writers.

2. They must see to it that their findings are accurate.
3. They must be open-minded and objective when doing research.
4. They must be resourceful and systematic in note-taking, and must also be analytical.
5. Each statement of their results must have a tone of certainty and not be shaded by their
opinions.
6. Technical writers should be conscious of the length of their sentences.
7. Technical writers must use both masculine and feminine pronouns.

STEPS IN TECHNICAL REPORT

A. PLANNING
- Writers determine the scope of their work, their purpose and target audience.
a. Identify the real subject
b. Pinpoint your purpose
c. Aim at an audience
 Lay people
 Executives four types of readers
 Experts
 Technicians
d. Prepare a target statement
e. Plan a program
B. COLLECTING INFORMATION
- Information collected by the writer provides the meat of the report.
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C. DESIGNING
- The overall arrangements or organization of all the elements of report writing.

D. ROUGH DRAFTING
- Provides the writer with an overview of his work.

E. REVISING
- Allows the writer to review what is written in the rough draft.

STANDARD ABBREVIATIONS WHEN MAKING CORRECTIONS ON DRAFTS

1. Insert 17. Use brackets here

2. Delete 18. Use hyphen
3. Delete word 19. Start new paragraph
4. Delete and close space 20. Take out paragraph change
5. Insert space 21. Keep original
6. Transpose 22. Move right
7. Close-up space 23. Move left
8. Use capital 24. Lower
9. Use small caps 25. Raise
10. Use lower case 26. Align
11. Add apostrophe / quotation marks 27. Spell out
12. Use comma 28. Remove underline
13. Use period 29. Add conventional dash
14. Use semicolon 30. Add small dash
15. Use colon 31. Run together
16. Use parenthesis
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BUSINESS LETTERS
The language of the business letter is highly specialized. Business letters are terms specifically
designed to cater to a definite reader because communication is important. Well-written, it can
be an instrument that “can iron out business deals or negotiations at once”.

PURPOSES OF BUSINESS LETTERS

1. To convey a message
2. To give essential information
3. To elicit a response
4. To give an impression of the organization’s goal, name and reputation.

CHARACTERISTICS OF A BUSINESS LETTER

A business letter must be well-planned, attractive, impressive, neat and direct to the point.

1. The business letter must elicit response from readers.

2. It must give the impression of goodwill.
3. It must exude courtesy and sincerity.
4. It must reflect careful organization and attention to every detail.

What exactly is a good business letter?

Following are the basic elements:

1. CLARITY
The business letter must be clear, straightforward or direct to the point.
2. CONCISENESS
Ideas must be completely expressed by using the least number of words.
3. CONSIDERATION
Use the “you” point of view.
4. COURTESY
Always use polite expression to show respect.
5. CONCRETENESS
Choose words that give vivid, specific descriptions that they may appeal to the senses.
6. CHEERFULNESS
Positive expressions always signal lively disposition in life.
7. CONCRETENESS
Facts must be accurate, figures, spelling, grammar, format, etc.
8. CHARACTER
It must show the writer’s own style of uniqueness in writing as reflected in his/her
(overall style, choices of words, format)
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TECHNIQUES IN BUSINESS LETTER

1. Jot down ideas or phrases you want to include in your business letter.
2. Write a formal outline before drafting your business letter.
3. Brainstorm
4. Avoid using slang language or sounding too casual in a business letter.
5. Avoid language that is overly stiff and formal.
6. Avoid clichés.
7. Organize your letter in a clear, logical manner.
8. Be courteous.

PARTS OF A BUSINESS LETTER

HEADING

INSIDE ADDRESS

SALUTATION
BODY

COMPLIMENTARY
CLOSE

SIGNATURE

ENCLOSURE
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 HEADING
The heading consists of your address (includes city and zip code) and the date. It is arranged in
block form (each aligning with one above) and place at the upper right hand corner of the letter.
The date is placed two to three spaces below. Abbreviations are not used in the heading.
 INSIDE ADDRESS
1. The inside address includes the recipient’s name and title, the name of the office or
department, if any, the name of the company or the institution, and the street address and
the zip code.
2. Use block form (each aligning with the one above) for the inside address.
3. The inside address should be set flushed with the left-hand margin, four lines below the
heading.
4. Always include the proper title before a recipient’s name, such as Mr. and Ms. If you use a
title after a person’s name, such as M.D. or Ph. D., Do not use title before the name.
5. Use a separate line if the job title is too long.
 THE SALUTATION
Serves as the greeting of the letter
1. Place the salutation two lines below the inside address.
2. End the salutation with a colon.
3. Address the recipient with his/her appropriate title and his/her last name.
4. If you are writing to a specific person/s in a company, you may use one of the folloeing
greetings as a salutation.
Examples: Dear Sir or Madam
 BODY
Is the meat of the letter. It contains message.
1. Write the body two lines below the salutation.
2. When using the block style, do not indent paragraphs but always keep two spaces between
paragraphs.
 THE COMPLIMENTARY CLOSE
1. The following complimentary closes are appropriate for business letters: Sincerely yours,
respectfully yours, yours truly, cordially yours, very truly yours.
2. Place the complimentary close two lines below the body of the letter.
3. Align the complimentary close with the heading or with the left hand margin.
4. Type your name four lines below the complimentary close.
5. Include your organizational title or professional rank on the line after your typed name.
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 SIGNATURE
This is placed four lines below the complimentary close.

FORMATS OF BUSINESS LETTER

1. Full block form – this style is efficient for the writer is not bothered to indent. All lines are
flushed to the left-hand margin.
2. Semi block form – this type is different from the block form only on one aspect – the indention
of the paragraphs opening. Lines which begin new paragraphs should be uniformly intended
either for five or ten spaces.
3. Block form – all lines of the heading and the inside address are blocked. All paragraphs begin
flushed to the left margin of the page. The complimentary close usually aligns with the date
lines. The signature is blocked with the complimentary close.
4. Hanging style – the heading, the insides address and the signature conform to the block style.
Paragraph beginnings align with the left-hand margin of the page.
- All the rest of the lines are indented five spaces from the left hand margin.

TYPES OF BUSINESS LETTER

1. Formal invitation and replies

 Reply letter
- Acceptance letter
- Rejection letter
2. Letter seeking information/ assistance
3. Letters giving information
 Letter granting favor
 Letter refusing a request
 Letter of inquiry
4. Reply letter on inquiry or instruction letter
5. Letters of application
6. Sales letter
7. Order letters

PREPARING THE RESUME

Resume is a brief summary of your work experiences and achievements, educational

background and personal qualifications.

HOW TO PREPARE A RESUME?

1. Keep your resume as short as possible

2. Include a heading on the second page giving your name and the page number if you use
two pages.
3. Type your resume perfectly.
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CONTENTS OF A RESUME

1. Include the following information: your name, address and telephone number; the
position or type of position in which you are interested; your work experiences; and
your educational background.
2. Information such as fluency in foreign languages and outside activities can be included,
depending on the applicability to the position you are applying for.
3. Do not date your resume, but be sure your work experiences and educational data are
up-to-date and your address and telephone number are current.
4. There is no need to give your age and civil status. You do not have to state whether or
not you have children.
5. Some employees consider references important.
6. Do not include salary requirements and other benefits in your resume.

THE HEADING

1. The heading includes your full name, your address, your city, zip code and both your
work and telephone number with an area code.
2. Position the heading at the top of the first page, either centered or the left-hand
margin.

THE OBJECTIVE

1. After the heading, list your objective or type of position you are seeking.
2. Objective can be specific or general depending on your experiences or training record.

EXPERIENCES

1. A summary of your work experiences should be included.

2. List your most recent job first.
3. Include the dates of employment, the names and addresses of your employers, your job
titles and job description. If you are currently employed, use PRESENT for the end date
of your first entry.
4. State the major responsibilities and accomplishments of your present/previous position.
5. Full sentences are not necessary. Cut the subject of the sentence and begin with the
verb.

EDUCATIONAL ATTAINMENT

A brief summary of your education may follow the section headed experience if you are
currently employed. If you have just graduated and have no work experience, the education
section may follow your objective.

1. Use the section heading EDUCATION.

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2. List in reverse chronological order the schools you have attended. List first the school
you attended most recently.
3. Include the name of the school and the year you attended. State the year you
graduated, the degree you received and your major and minor fields.
4. List any additional courses and training programs you may have completed that are
relevant to the job you are seeking.

Prepared by:

Michael C. Concepcion
Instructor

Reference citation: Portilio Reynaldo R., Ma. Consuelo s. Quindara, et.al,

RESEARCH AND TECHNICAL WRITING, Trinitas Publishing Inc., 2003 Bulacan
Pfeiffer William S., TECHNICAL WRITING, Prentice hall Inc., 1994,
eaglewood cliffs, New Jersey.