LINCOLN UNIVERSITY COLLEGE

BACHELOR OF TESL
ADVANCED ENGLISH COURSE

LESSON 9: ENGLISH FOR TECHNICAL USE

LECTURER: DR URANUS

1. Introduction to Technical English

 Importance of Technical Communication
 Audience Analysis
2. Writing Style in Technical English
 Clarity and Conciseness
 Use of Active Voice
 Avoiding Jargon and Slang
3. Structuring Technical Documents
 Overview of Document Structure
 Introduction
 Body
 Conclusion
 Appendices
4. Technical Vocabulary and Terminology
 Building a Technical Vocabulary
 Use of Standard Terminology
 Clarifying Technical Terms
5. Visual Aids and Graphics
 Incorporating Diagrams and Charts
 Proper Labeling and Referencing
 Guidelines for Using Visual Aids Effectively
6. Communication Etiquette in Technical Environments
 Email Etiquette
 Collaborative Writing Practices
 Professionalism in Technical Communication
1. Introduction to Technical English

1. Importance of Technical Communication: Technical communication is the process of

conveying complex information in a clear and understandable manner to a specific audience.
In technical fields such as engineering, medicine, computer science, and others, effective
communication is crucial for conveying ideas, instructions, and data accurately. Here's why
it's important:
 Clarity and Precision: Technical documents must be clear and precise to avoid
ambiguity. Whether it's a user manual for a product or a scientific research paper,
clarity ensures that the intended message is understood correctly.
 Safety and Compliance: In industries like manufacturing, construction, and
healthcare, technical communication plays a vital role in ensuring safety protocols
are understood and followed. Compliance with regulations and standards often
relies on clear communication.
 Problem Solving: Technical communication helps in solving problems by providing
clear instructions, troubleshooting guides, and technical documentation. Engineers,
technicians, and other professionals rely on accurate information to address issues
effectively.
 Innovation and Collaboration: Clear technical communication fosters innovation by
enabling collaboration among experts from different disciplines. When everyone
understands the requirements and goals, teams can work together more efficiently
to develop new solutions and technologies.

Example: Imagine a software development team working on a new application. Without effective
technical communication, team members might misunderstand project requirements, leading to
delays, errors, and a subpar product. Clear documentation, concise emails, and precise discussions
ensure that everyone is on the same page and can contribute effectively to the project.

2. Audience Analysis: Audience analysis is the process of identifying and understanding the
characteristics, needs, and expectations of the intended audience for a technical document
or communication. It's essential for tailoring the message to the audience's knowledge level,
background, and preferences.
 Knowledge Level: Assessing the audience's level of expertise in the subject matter
helps determine how much technical detail to include. For example, technical
documentation for beginners might need more explanations and definitions
compared to documents intended for experts.
 Background and Experience: Understanding the audience's background, such as
their education, profession, and experience, helps in framing the content
appropriately. A technical report for engineers may use specialized terminology and
assume a certain level of familiarity with the subject.
 Information Needs: Analyzing the audience's information needs and goals helps in
prioritizing content and highlighting key points. For instance, a user manual for a
consumer product should focus on practical instructions for using the product
effectively.
 Communication Preferences: Considering the audience's preferred communication
style, format, and medium ensures that the message resonates with them. Some
audiences may prefer visual aids, while others may prefer detailed written
explanations.

Example: If you're writing a technical manual for a new piece of laboratory equipment, your
audience analysis might reveal that the users are experienced researchers with a background in
chemistry but limited knowledge of the specific equipment. Tailoring the manual to their expertise
level and focusing on practical instructions for operating the equipment would meet their needs
effectively.

2. Writing Style in Technical English

Clarity and Conciseness:

 Clarity: In technical writing, clarity is paramount. Clear communication ensures that
the reader understands the message without ambiguity. Here are some strategies
for achieving clarity:
 Use simple and straightforward language: Avoid unnecessary complexity or
convoluted sentences. Aim for clarity by expressing ideas in a direct manner.
 Define technical terms: Define specialized terms or acronyms to ensure that
readers understand their meaning.
 Organize information logically: Present information in a logical sequence,
using headings, subheadings, and bullet points to aid comprehension.
 Conciseness: Technical documents should convey information efficiently without
unnecessary wordiness. Conciseness helps readers grasp the content quickly and
saves time. Some tips for achieving conciseness include:
 Eliminate redundant words or phrases: Remove words that do not add
meaning or clarification to the sentence.
 Use active voice: Choose active voice over passive voice to make sentences
more concise and direct.
 Avoid verbosity: Be concise in your explanations, focusing on the essential
information without unnecessary elaboration.
Example:
 Unclear: "The procedure for configuring the software application involves a series of
intricate steps which must be carefully followed by the user in order to ensure proper
functionality."

Use of Active Voice:

 Active voice emphasizes the action performed by the subject, making sentences
more direct and engaging. In technical writing, active voice is preferred for its clarity
and straightforwardness. Here's why active voice is beneficial:
 Clearer attribution of responsibility: Active voice clearly identifies who is
performing the action, which can be important in technical instructions or
procedures.
 More concise and direct: Active voice tends to be more concise than passive
voice, as it eliminates unnecessary words and clarifies the sentence
structure.
 Greater reader engagement: Active voice makes sentences more dynamic
and engaging, holding the reader's attention more effectively.
Example:
 Passive Voice: "The experiment was conducted by the research team."
 Active Voice: "The research team conducted the experiment."

Avoiding Jargon and Slang:

 Jargon refers to specialized terminology used within a particular field or profession.
While jargon can be useful for communicating efficiently among experts, it can
hinder comprehension for non-experts. Similarly, slang may be inappropriate in
 formal technical communication. Here's why it's important to avoid jargon and
slang:
 Clarity and accessibility: Using plain language instead of jargon ensures that
the content is accessible to a wider audience, including those who may not
be familiar with technical terminology.
 Professionalism: Avoiding slang and inappropriate language maintains a
professional tone in technical communication, which is essential for
credibility and authority.
 Precision: Using precise and accurate language conveys information more
effectively, reducing the risk of misunderstanding or misinterpretation.
Example:
 Jargon: "The algorithm utilizes a heuristic approach to optimize resource allocation."
 Plain Language: "The algorithm uses a problem-solving method to make resource allocation
more efficient."

3. Structuring Technical Documents

.
1. Overview of Document Structure:
 Technical documents typically follow a structured format to organize information
effectively and facilitate comprehension. While specific document structures may
vary depending on the type of document and its purpose, they often include the
following components:
 Title Page: Provides essential information such as the document title,
author(s), date, and possibly organization or department.
 Table of Contents: Lists the sections and subsections of the document along
with their page numbers, enabling readers to navigate the content easily.
 List of Figures and Tables: Enumerates any visual aids included in the
document, along with their corresponding page numbers.
 Body: Contains the main content of the document, organized into sections
and subsections as needed.
 Conclusion: Summarizes key findings, insights, or recommendations derived
from the content presented in the body.
 Appendices: Includes supplementary material such as detailed data,
technical specifications, or additional resources referenced in the main text.
 References or Bibliography: Lists sources cited in the document, providing
readers with references for further exploration or verification.
2. Introduction:
 The introduction sets the stage for the document by providing context, outlining the
purpose and scope, and previewing the main points covered. Key elements of an
effective introduction include:
 Background Information: Provides necessary background or context to help
readers understand the subject matter and its significance.
 Objectives or Goals: States the purpose or objectives of the document,
specifying what the reader can expect to learn or achieve.
 Scope: Defines the boundaries or limitations of the document, clarifying
what will be included and excluded from the discussion.
  Preview of Content: Gives a brief overview of the main sections or topics
covered in the document, providing a roadmap for the reader.
3. Body:
 The body of the document contains the substantive content, organized into logically
structured sections and subsections. Each section should focus on a specific topic or
aspect related to the document's subject matter. Key considerations for structuring
the body include:
 Logical Organization: Arrange content in a logical sequence that facilitates
understanding and progression of ideas.
 Subheadings: Use descriptive subheadings to divide the body into coherent
sections, making it easier for readers to navigate and locate information.
 Cohesive Flow: Ensure smooth transitions between sections and paragraphs,
maintaining coherence and clarity throughout the document.
 Use of Visual Aids: Incorporate visual aids such as diagrams, charts, or tables
to illustrate complex concepts or data effectively.
4. Conclusion:
 The conclusion summarizes the main points discussed in the document and draws
conclusions or implications based on the findings presented in the body. Key
elements of a conclusion include:
 Summary of Key Points: Recapitulates the main findings, insights, or
recommendations presented in the body of the document.
 Implications or Recommendations: Discusses the significance of the findings
and their implications for practice, research, or future developments.
 Closing Remarks: Provides a final thought or reflection on the subject
matter, reinforcing the document's purpose and significance.
5. Appendices:
 Appendices contain supplementary material that supports or enhances the main
content of the document but is not essential for understanding it. Appendices may
include:
 Raw Data: Detailed data sets, survey results, or experimental findings
referenced in the main text.
 Technical Specifications: Detailed technical specifications, schematics, or
diagrams that provide additional information or clarification.
 Supplementary Documentation: Additional resources, references, or
documentation referenced in the main text but not included in the body.
__________________________________________________________________________________

4. Technical Vocabulary and Terminology

1. Building a Technical Vocabulary:

 Technical vocabulary consists of specialized terms and phrases relevant to a
particular field or discipline. Building a robust technical vocabulary is essential for
effective communication within that field. Here's how to develop a technical
vocabulary:
 Study Field-Specific Resources: Read textbooks, journals, manuals, and other
authoritative sources within your field to familiarize yourself with common
technical terms and concepts.
 Take Courses or Workshops: Enroll in courses or workshops that focus on
technical writing or terminology in your field of interest. These educational
opportunities can help you learn new vocabulary and reinforce your
understanding of technical concepts.
  Use Glossaries and Dictionaries: Consult glossaries, dictionaries, and
specialized terminology resources to look up unfamiliar terms and their
definitions. Many fields have dedicated dictionaries or glossaries that
compile commonly used technical terms.
 Practice and Review: Regularly practice using technical vocabulary in your
writing and communication. Reviewing and reinforcing your knowledge of
technical terms will help solidify your understanding and retention.

Example: In the field of computer science, building a technical vocabulary might involve learning
terms such as "algorithm," "data structure," "programming language," "object-oriented design," and
"debugging." Familiarizing yourself with these terms and understanding their meanings is essential
for effective communication with other professionals in the field.

2. Use of Standard Terminology:

 Consistency in terminology is critical for ensuring clarity and precision in technical
communication. Here's why using standard terminology is important:
 Avoids Confusion: Standardized terminology reduces the risk of
misunderstanding or misinterpretation among readers or users of technical
documents. When everyone uses the same terms consistently,
communication is more efficient and accurate.
 Enhances Credibility: Using standard terminology demonstrates
professionalism and expertise, enhancing the credibility of technical
documents and the individuals or organizations behind them.
 Facilitates Collaboration: Standardized terminology facilitates collaboration
and knowledge-sharing among professionals within the same field or
industry. It enables effective communication across teams, departments, or
organizations.

Example: In the medical field, standard terminology is crucial for accurate diagnosis and treatment.
For instance, using the standardized term "myocardial infarction" instead of various synonyms such
as "heart attack" or "coronary thrombosis" ensures clarity and consistency in medical reports,
research papers, and patient records.

3. Clarifying Technical Terms:

 In technical communication, it's essential to clarify technical terms to ensure that
readers understand their meaning accurately. Here are some strategies for clarifying
technical terms:
 Provide Definitions: Define technical terms explicitly, especially if they are
complex or unfamiliar to the intended audience. Define terms either within
the text or in a glossary for easy reference.
 Use Examples and Analogies: Illustrate the meaning of technical terms using
examples, analogies, or real-world scenarios. Relating technical concepts to
familiar situations helps readers grasp their significance more easily.
 Offer Contextual Explanations: Provide contextual explanations or
descriptions alongside technical terms to help readers understand their
relevance and application in specific contexts.
 Use Visual Aids: Supplement textual explanations with visual aids such as
diagrams, charts, or illustrations to visually represent technical concepts and
enhance understanding.
Example: When explaining the technical term "inertia" in physics, a textbook might define it as "the
tendency of an object to resist changes in its motion." The definition could be further clarified with
examples such as "a moving car continuing to move forward when the brakes are applied suddenly."
Visual aids such as diagrams showing forces acting on objects could also aid in clarifying the concept
of inertia.
__________________________________________________________________________________

5. The role of visual aids and graphics in technical writing

Incorporating Diagrams and Charts:

 Diagrams, charts, graphs, and other visual aids play a crucial role in enhancing
understanding and clarity in technical documents. Here's how to effectively
incorporate them:
 Choose Appropriate Visuals: Select visuals that best represent the data or
concepts you're trying to convey. Consider the complexity of the
information and the audience's familiarity with the subject matter.
 Create Clear and Concise Visuals: Ensure that diagrams and charts are clear,
concise, and easy to interpret. Use simple, uncluttered designs and labels to
avoid overwhelming the reader.
 Provide Context: Include captions, titles, and brief explanations to provide
context and help readers understand the significance of the visual aids.
 Integrate Visuals Seamlessly: Integrate visuals into the text at relevant
points to complement and reinforce the written content. Avoid placing
visuals too far from their corresponding explanations.
Example: In a technical manual for assembling furniture, including labeled diagrams showing the
assembly process step by step can greatly aid comprehension. Each diagram should be accompanied
by clear instructions detailing the actions to be taken at each stage.
2. Proper Labeling and Referencing:
 Proper labeling and referencing of visual aids are essential for clarity and ease of
navigation. Here's how to ensure accurate labeling and referencing:
 Label Elements Clearly: Label all components of diagrams, charts, and graphs
clearly and descriptively. Use legible fonts and appropriate font sizes to
ensure readability.
 Number Figures and Tables: Number figures and tables sequentially
throughout the document for easy reference. Include the figure or table
number along with a brief descriptive title or caption.
 Provide In-Text References: Refer to visual aids within the text using
appropriate references (e.g., "as shown in Figure 1" or "refer to Table 2 for
details"). Ensure that references are accurate and specific.
 Include a List of Figures and Tables: Create a separate list of figures and
tables with corresponding page numbers to facilitate navigation for readers.
Example: In a technical report on environmental data analysis, a table titled "Summary of Air Quality
Measurements" could be referenced in the text as follows: "The results are summarized in Table 1,
which shows the average concentrations of pollutants over the monitoring period."
3. Guidelines for Using Visual Aids Effectively:
 To ensure that visual aids enhance rather than detract from technical documents,
follow these guidelines:
 Maintain Consistency: Use consistent formatting, styles, and colors for visual
aids throughout the document to create a cohesive visual presentation.
  Avoid Visual Clutter: Keep visuals simple and uncluttered to prevent
overwhelming the reader. Focus on conveying the most essential
information clearly and succinctly.
 Consider Accessibility: Ensure that visual aids are accessible to all readers,
including those with visual impairments. Provide alternative text
descriptions for images and consider using tactile graphics where
appropriate.
 Test for Effectiveness: Before finalizing visual aids, test them with
representative users to ensure that they effectively communicate the
intended information and are easily understood.
Example: When creating a flowchart to illustrate a decision-making process, follow best practices
such as using consistent shapes for different types of elements (e.g., rectangles for actions,
diamonds for decisions) and aligning elements logically from left to right or top to bottom for
readability.

6. Communication Etiquette in Technical Environments

Email Etiquette:
 Email is a primary mode of communication in technical environments, and adhering
to proper email etiquette is essential for professionalism and effective
communication. Here are some key aspects of email etiquette:
 Clear and Concise Subject Lines: Use descriptive subject lines that clearly
summarize the content of the email and facilitate easy organization and
retrieval of messages.
 Professional Tone: Maintain a professional and respectful tone in all email
communications. Use formal language, proper grammar, and avoid slang or
overly casual expressions.
 Thoughtful Formatting: Use clear and organized formatting, including
paragraphs, bullet points, and numbered lists, to make emails easy to read
and understand.
 Be Mindful of Tone and Language: Avoid using all caps, excessive
exclamation marks, or confrontational language that may be misinterpreted.
Be diplomatic and courteous in your communication.
 Consider Privacy and Security: Exercise caution when discussing sensitive or
confidential information in emails. Use encryption or secure channels when
necessary to protect sensitive data.
 Prompt and Polite Responses: Respond to emails promptly, even if it's just
to acknowledge receipt or provide an estimated timeline for a detailed
response. Be courteous and respectful in all interactions.

Example: In a professional email to a colleague requesting assistance with a project, use a clear and
descriptive subject line like "Assistance Needed: Project XYZ Deadline Extension." Begin the email
with a polite greeting, provide context or background information concisely, clearly state the request
or question, and express appreciation for their assistance.

2. Collaborative Writing Practices:

 Collaboration is common in technical environments, where multiple team members
may contribute to the creation of technical documents, reports, or project plans.
Here are some best practices for collaborative writing:
  Establish Clear Roles and Responsibilities: Clarify roles and responsibilities
for each team member involved in the writing process, including tasks such
as research, drafting, editing, and reviewing.
 Use Version Control: Implement a version control system to track changes
and revisions, ensuring that everyone is working with the most current
version of the document.
 Communicate Effectively: Maintain open and clear communication channels
among team members, discussing goals, timelines, and expectations for the
project. Provide regular updates on progress and address any concerns or
issues promptly.
 Provide Constructive Feedback: Offer constructive feedback to team
members on their contributions, focusing on areas for improvement while
also acknowledging strengths. Be respectful and diplomatic in your
feedback.
 Collaborate Virtually: Use collaboration tools and platforms such as Google
Docs, Microsoft Teams, or project management software to facilitate virtual
collaboration and document sharing. These tools allow multiple users to edit
documents simultaneously and track changes in real-time.

Example: In a collaborative writing project to develop a technical manual, designate one team
member as the project lead responsible for coordinating the writing process, assigning tasks to team
members, and consolidating contributions. Use a shared document editing platform to facilitate real-
time collaboration and ensure that all team members have access to the latest version of the
manual.

3. Professionalism in Technical Communication:

 Professionalism is paramount in technical communication, as it enhances credibility,
fosters trust, and promotes effective collaboration. Here are some key principles of
professionalism in technical communication:
 Know Your Audience: Tailor your communication style and content to the
needs and expectations of your audience, whether it's technical experts,
stakeholders, or end-users.
 Be Clear and Concise: Communicate information clearly, concisely, and
accurately, using plain language whenever possible. Avoid unnecessary
jargon, acronyms, or technical terms that may confuse or alienate your
audience.
 Respect Intellectual Property: Give proper credit to sources, authors, or
collaborators and adhere to copyright and plagiarism guidelines when
referencing or citing external sources in your work.
 Be Responsive and Reliable: Respond promptly to inquiries, requests, or
feedback from colleagues, clients, or stakeholders. Meet deadlines and
commitments consistently to build trust and credibility.
 Seek Continuous Improvement: Stay updated on industry trends, best
practices, and emerging technologies relevant to your field. Continuously
improve your skills, knowledge, and expertise through training, education,
and professional development opportunities.

Example: In a professional presentation to a client, demonstrate professionalism by dressing

appropriately, speaking clearly and confidently, and addressing questions or concerns respectfully
and thoroughly. Provide accurate and relevant information tailored to the client's needs and
preferences, and follow up promptly with any additional information or support requested.