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How To Write Technical Writing - Your Step-By-Step Guide To Technical Writing Secrets

How To Write Technical Writing - Your Step-By-Step Guide To Technical Writing Secrets

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“How To Write Technical Writing” HowExpert Press

“How To Write Technical Writing”
Your Step-By-Step Guide To Technical Writing

HowExpert Press
Copyright 2011 www.HowExpert.com
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“How To Write Technical Writing” HowExpert Press
COPYRIGHT, LEGAL NOTICE AND DISCLAIMER:
COPYRIGHT © 2011 BY HOWEXPERT.COM ALL RIGHTS RESERVED WORLDWIDE. NO PART OF THIS PUBLICATION MAY BE REPRODUCED IN ANY FORM OR BY ANY MEANS, INCLUDING SCANNING, PHOTOCOPYING, OR OTHERWISE WITHOUT PRIOR WRITTEN PERMISSION OF THE COPYRIGHT HOLDER. DISCLAIMER AND TERMS OF USE: PLEASE NOTE THAT MUCH OF THIS PUBLICATION IS BASED ON PERSONAL EXPERIENCE AND ANECDOTAL EVIDENCE. ALTHOUGH THE AUTHOR AND PUBLISHER HAVE MADE EVERY REASONABLE ATTEMPT TO ACHIEVE COMPLETE ACCURACY OF THE CONTENT IN THIS GUIDE, THEY ASSUME NO RESPONSIBILITY FOR ERRORS OR OMISSIONS. ALSO, YOU SHOULD USE THIS INFORMATION AS YOU SEE FIT, AND AT YOUR OWN RISK. YOUR PARTICULAR SITUATION MAY NOT BE EXACTLY SUITED TO THE EXAMPLES ILLUSTRATED HERE; IN FACT, IT'S LIKELY THAT THEY WON'T BE THE SAME, AND YOU SHOULD ADJUST YOUR USE OF THE INFORMATION AND RECOMMENDATIONS ACCORDINGLY. THE AUTHOR AND PUBLISHER DO NOT WARRANT THE PERFORMANCE, EFFECTIVENESS OR APPLICABILITY OF ANY SITES LISTED OR LINKED TO IN THIS GUIDE. ALL LINKS ARE FOR INFORMATION PURPOSES ONLY AND ARE NOT WARRANTED FOR CONTENT, ACCURACY OR ANY OTHER IMPLIED OR EXPLICIT PURPOSE. ANY TRADEMARKS, SERVICE MARKS, PRODUCT NAMES OR NAMED FEATURES ARE ASSUMED TO BE THE PROPERTY OF THEIR RESPECTIVE OWNERS, AND ARE USED ONLY FOR REFERENCE. THERE IS NO IMPLIED ENDORSEMENT IF WE USE ONE OF THESE TERMS. NO PART OF THIS BOOK MAY BE REPRODUCED, STORED IN A RETRIEVAL SYSTEM, OR TRANSMITTED BY ANY OTHER MEANS: ELECTRONIC, MECHANICAL, PHOTOCOPYING, RECORDING, OR OTHERWISE, WITHOUT THE PRIOR WRITTEN PERMISSION OF THE AUTHOR. ANY VIOLATION BY STEALING THIS BOOK OR DOWNLOADING OR SHARING IT ILLEGALLY WILL BE PROSECUTED BY LAWYERS TO THE FULLEST EXTENT. THIS PUBLICATION IS PROTECTED UNDER THE US COPYRIGHT ACT OF 1976 AND ALL OTHER APPLICABLE INTERNATIONAL, FEDERAL, STATE AND LOCAL LAWS AND ALL RIGHTS ARE RESERVED, INCLUDING RESALE RIGHTS: YOU ARE NOT ALLOWED TO GIVE OR SELL THIS GUIDE TO ANYONE ELSE. THIS PUBLICATION IS DESIGNED TO PROVIDE ACCURATE AND AUTHORITATIVE INFORMATION WITH REGARD TO THE SUBJECT MATTER COVERED. IT IS SOLD WITH THE UNDERSTANDING THAT THE AUTHORS AND PUBLISHERS ARE NOT ENGAGED IN RENDERING LEGAL, FINANCIAL, OR OTHER PROFESSIONAL ADVICE. LAWS AND PRACTICES OFTEN VARY FROM STATE TO STATE AND IF LEGAL OR OTHER EXPERT ASSISTANCE IS REQUIRED, THE SERVICES OF A PROFESSIONAL SHOULD BE SOUGHT. THE AUTHORS AND PUBLISHER SPECIFICALLY DISCLAIM ANY LIABILITY THAT IS INCURRED FROM THE USE OR APPLICATION OF THE CONTENTS OF THIS BOOK. ALL NAMES, IMAGES, AND TRADEMARKS ARE USED FOR ILLUSTRATIVE PURPOSES AND GIVES CREDIT TO THE EXACT SOURCE AS NEEDED. FINALLY, USE YOUR HEAD. NOTHING IN THIS GUIDE IS INTENDED TO REPLACE COMMON SENSE OR MEDICAL ADVICE. THEREFORE, IF YOU WISH TO APPLY IDEAS CONTAINED IN THIS GUIDE, YOU ARE TAKING FULL RESPONSIBILITY FOR YOUR ACTIONS. YOU SHOULD ALWAYS CONSULT YOUR OWN PHYSICIAN OR HEALTH CARE PROVIDER CONCERNING ANY HEALTH OR PSYCHOLOGICAL PROBLEM OR DISORDER, SINCE ONLY YOUR PHYSICIAN WILL KNOW ABOUT YOUR OWN AND YOUR BABY’S PERSONAL MEDICAL SITUATION AND BE ABLE TO GIVE MEDICAL ADVICE ACCORDINGLY.

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“How To Write Technical Writing” HowExpert Press

Table of Contents
Introduction................................................................................................................ 6 Chapter 1: How You Get Started.................................................................................9

Find Your Happy Place.....................................9 How To Identify Your Topic.............................13 How To Identify Your Specific Niche Topic Or Subject........................................................16
Chapter 2: How To Generalized Topic Research.......................................................19

General Topic Research Sources.....................20 How To Conduct Niche Research.....................22
Wikipedia.org ....................................................................................................23 Journals.............................................................................................................. 23

Research References.....................................25
Chapter 3: Writing Preparation.................................................................................28

How To Outline.............................................28 How To Meet Format Requirements.................31
Different Formats In Common Use:....................................................................33

How To Write A Draft.....................................34
Things To Consider In Writing Draft....................................................................36

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“How To Write Technical Writing” HowExpert Press Additional Intensive Research.........................41
Chapter 4: Post Writing Procedures..........................................................................43

Citing Resources And References....................43 How To Proofread Your Work..........................44
Spelling Errors....................................................................................................45 Grammatical Errors............................................................................................46 Punctuation........................................................................................................47 Commas.............................................................................................................47 Hyphenation.......................................................................................................48 Colon.................................................................................................................. 49 Semi-colon.........................................................................................................49

Editing.........................................................49
Flow And Readability..........................................................................................50 Word Usage........................................................................................................51 Polishing............................................................................................................. 52 Finalize Your Writing...........................................................................................53 Conclusion................................................................................................................ 54 At the end of just about every technical writing piece you will need to wrap things up and draw a conclusion or give food for thought, otherwise known as a considerations section..............................................................................................54 Recommended Resources........................................................................................56 Become a successful author as the world’s foremost writing guru teaches you. ........................................................................................................................... 56

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“How To Write Technical Writing” HowExpert Press
This is a unique and popular writer’s resource and it is the trusted writing resources from 2002..........................................................................................56

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____________________________________ Get More “How To” Guides at: www.HowExpert. Technical writing encompasses a plethora of topics and is not just used for scientific purposes. Perhaps you have been on the internet and you were reading about a particular diet or the performance and features of the latest flat-panel television to hit the market.“How To Write Technical Writing” HowExpert Press INTRODUCTION In this e-book we will discuss how to write technical articles as well as other forms of content for the Internet.com . All of these are examples of technical writing in one format or another. What we aren’t talking about is how to write scientific papers such as case studies and reports published in medical or scientific journals.

“How To Write Technical Writing” HowExpert Press Technical writing. but the fact remains. is not intended to entertain the reader but instead convey information in as economical way possible. Opinions do vary on this particular part of the technical writing equation. but the reality is that you can still inject your personality into the writing if ____________________________________ Get More “How To” Guides at: www. While there are variations in technical writing where it may have some entertainment value due to the authors approach to the subject at hand. by nature.com . technical. Your main objective is to express your message in the fewest number of words possible and only communicate the facts in an objective manner. well.HowExpert. technical writing is used to pass on the facts and the facts only. Some may think that this sounds very mundane in principle. technical writing in itself is.

HowExpert.“How To Write Technical Writing” HowExpert Press you do it correctly. This is accomplished by using a conversational tone and speaking in the 2nd person for the most part.com . ____________________________________ Get More “How To” Guides at: www. We will cover all of the facets of technical writing in the pages to follow.

stretch and stare at the TV from time to time. If you’re not comfortable when writing. Comfort is rule #1 when sitting down to complete a long and technical piece of written art. your writing may not necessarily suffer but you will end up taking a lot longer to get it down on paper.com . Find comfort in: ____________________________________ Get More “How To” Guides at: www. If you aren’t comfortable then chances are that you will be inclined to get up.“How To Write Technical Writing” HowExpert Press CHAPTER 1: HOW YOU GET STARTED FIND YOUR HAPPY PLACE Finding your happy place means setting up your work space in a way that allows you to be able to write efficiently and cohesively. yawn.HowExpert.

but give it a try. • Room with a view? Get More “How To” Guides at: www. you’ll be surprised what different keyboard levels do for your fatigue factor.• “How To Write Technical Writing” HowExpert Press The chair you use. you need to be comfortable sitting down.HowExpert. o It doesn’t matter if it’s at the kitchen table or in your Lazy Boy. This may sound like a bunch of bull. Keeping your keyboard higher than your elbows a bit helps you by allowing you to rest your palms on the bottom of the keyboard. • An ergonomical surface for your keyboard.com ____________________________________ . o What this means is the level of your keyboard should not induce fatigue. you will be there a while.

it can actually help you by providing a rhythm to work with. A view really isn’t going to help you find inspiration. Play around a bit with different music types to see if any of them ____________________________________ Get More “How To” Guides at: www.HowExpert. Chances are that you are writing something technical and had to research it in the first place.“How To Write Technical Writing” HowExpert Press o This isn’t necessarily the case when you are technical writing. you are writing non-fiction. Remember. the only time you will be using your imagination is when you are deciding which word to use to get your point across more efficiently. • Music o Some people prefer to have their favorite kind of music playing while writing. While it may be distracting at higher volumes.com .

• Take breaks anytime you feel like you need one. ____________________________________ Get More “How To” Guides at: www. you don’t really need to write like there is no tomorrow. Take a short break.“How To Write Technical Writing” HowExpert Press help you.com . especially when you are writing about the different kinds of bacteria found in the average kitchen.HowExpert. go for a walk or occupy you mind some other way. Taking a break is especially helpful if you find yourself having problems describing something effectively. By the way – listening to classical music probably won’t help you much. Chances are that while you allowed your mind the chance to relax a bit. o You aren’t in college anymore and unless you are up against a deadline.

However.“How To Write Technical Writing” HowExpert Press the words you are looking for find their way onto the paper.HowExpert. mainly because your employer or client has asked to write about something specific. that doesn’t mean the employ gave you all the information you needed to be specific about your ____________________________________ Get More “How To” Guides at: www.com . but it promotes cohesive and effective writing. Having an area free of distraction will only serve to accelerate your writing. You writing or working area is your turf and you should treat it as such. HOW TO IDENTIFY YOUR TOPIC Identifying your topic is usually an easy task. Not only does your happy space promote writing.

You will need to break the topic down in smaller sub-topics. For now. Let’s say your client requested you write about acne treatment for teens.” Therein lays the first problem you are like to face when planning your technical masterpiece. Sit back for a second and think about all the other topics that can be associated to teen acne. Some sub-topics could be: • Acne and Depression • What is Acne? ____________________________________ Get More “How To” Guides at: www. I can do that.com . The topic covers so many different aspects that there is no way any singular publication can possibly cover every angle. we will use the “Teen Acne” as the basis for this tutorial. “no problem.“How To Write Technical Writing” HowExpert Press writing.HowExpert. You are probably saying.

• “How To Write Technical Writing” HowExpert Press Why Do Teens Get Acne? • Topical Acne Treatments • Laser Acne Treatment • Surgical Acne Treatment • Food and Acne • Acne and Hygiene The list literally goes on and on. If you find yourself thinking “I’ll just write about teen acne in general” just remember that it has probably been done before. ____________________________________ Get More “How To” Guides at: www. You need to introduce new and unique information in order for your writing to be of any value.com .HowExpert. You will need to identify what aspect of teen acne you wish to write about.

perhaps you decided to narrow it down into “Acne and Teen Depression.“How To Write Technical Writing” HowExpert Press HOW TO IDENTIFY YOUR SPECIFIC NICHE TOPIC OR SUBJECT As we discussed earlier about finding what specific niche you plan on writing about. you will need to take that idea one step further and identify your specific topic or area of expertise. You need to be thinking about all the variations of depression there are as well as remedies for them. you will need to break this concept even further.com .HowExpert. In the case of writing about teen acne. Decide how to break down Acne and Teen Depression: • Isolating from friends ____________________________________ Get More “How To” Guides at: www.” Now that you have your basis for the technical article.

“How To Write Technical Writing” HowExpert Press • Problems with the boyfriend/girlfriend • Eating disorders • Changes in hygiene rituals • Social problems • Obsession with appearance Remedies available: • Topical acne medicine • Laser • Surgery • Depression medication • Therapy • Support groups • Peer support ____________________________________ Get More “How To” Guides at: www.HowExpert.com .

com .“How To Write Technical Writing” HowExpert Press The items listed above are just an example of the different ways you could approach the topic of teen depression. What it really comes down to is how specific you want to be in not only your technical writing. Each item itself could be further broken down as well. ____________________________________ Get More “How To” Guides at: www.HowExpert. but how intensively you want to research your topic.

Research is the difference between writing and technical writing. Generalized topical research means to get a feeling for what information is already out there in regard to what you plan on writing. Research can and does make or break you as a technical writer.HowExpert.“How To Write Technical Writing” HowExpert Press CHAPTER 2: HOW TO GENERALIZED TOPIC RESEARCH Research is the key to writing technical papers.com . It can’t be emphasized enough how important research is to your writing. ____________________________________ Get More “How To” Guides at: www.

com or NewYorkTimes.com or Ask.com. AssociatedContent.com ____________________________________ Get More “How To” Guides at: www.com .HowExpert.com • Magazine articles • Forums • Blogs • Article submission sites such EzineArticles.com or WkiHow.“How To Write Technical Writing” HowExpert Press GENERAL TOPIC RESEARCH SOURCES This information can come in many different formats including: • Newspaper or news website articles such as CNN.com • Wikipedia • Online dictionaries • Online encyclopedias • Informational websites such as About.

you need to be aware that sometimes the informational quality found on these sites is not always accurate or up-to-date.“How To Write Technical Writing” HowExpert Press • Instructional sites such How-To.HowExpert.com The aforementioned resources are great places for you to gather some generalized information regarding the subject or topic you wish to write about.com or eHow. You should take the information found on these sites with a grain of salt and simply use them as a source of information rather than use them as reference material. just be aware that not all the information you find is necessarily correct.com . However. You will have to be a little more diligent in your research in order to find the nuggets of ____________________________________ Get More “How To” Guides at: www. The Internet is the foundation of the “Information Super Highway”.

not to mention time consuming. HOW TO CONDUCT NICHE RESEARCH Now that you done some generalized research into the topic you wish to write about. Technical research can be very tedious at times.HowExpert. chances are that you may not know which of the approximately ____________________________________ Get More “How To” Guides at: www. If you are new to the technical research arena.com .“How To Write Technical Writing” HowExpert Press information that will take your technical writing from the realm of the ordinary to the realm of the extraordinary. Now you will have to find information that is more technical in nature in order for you to be able to provide accurate information to the readers of your technical piece. you may have settled on one specific aspect of that issue.

Not a problem. Take for example where you might look for information regarding acne and acne ____________________________________ Get More “How To” Guides at: www. Journals Journals are another great place to find rock solid information. you can do the same thing on other informational sites such as About.com . you can scroll down to the references section of a Wikipedia article and find out where the author got their information.com.org One of the best places to start your research from the bottom up is Wikipedia. While you should probably refrain from citing Wikipedia as your source of information. Just as you can look at the Wikipedia page’s reference section.org. Wikipedia.HowExpert.“How To Write Technical Writing” HowExpert Press 1 billion websites on the Internet hold the information you seek.com and WikiHow.

You can easily ____________________________________ Get More “How To” Guides at: www. even if the only thing you can view for free is the publications abstract.com .“How To Write Technical Writing” HowExpert Press treatment. A few medical journals or organizations to look for: • American Medical Association • American Academy of Dermatologists • American Dermatological Society • American Association of Dieticians • PubMed. medical journals are a great resource. but you get the general idea.HowExpert.gov • National Institute of Health • World Health Organization These are just a few and there will of course be more.

If you enter generalized terms. you need to find quality research material to make your technical piece stand up to stringent scrutiny.HowExpert. Apply your technical writing skills and use targeted keywords in your search. Niche research may seem daunting and tedious at first. Pay special attention to what keywords to use.“How To Write Technical Writing” HowExpert Press do a Google search to find more organizations that specialize in dermatology or acne specifically. you will get generalized search results. you are human ____________________________________ Get More “How To” Guides at: www. That’s not to say that you can’t make a mistake.com . Nothing will destroy your reputation as a technical writer faster than having accuracy issues in your work. RESEARCH REFERENCES As discussed earlier. but once you learn where to look the research gets easier.

“How To Write Technical Writing” HowExpert Press after all. You need to build up your sense of skepticism when you are research things. Simply because you read a statement somewhere on a reputable source doesn’t necessarily mean it’s worth anything. and to be honest you should have. You need to double check the information and make sure it comes from a viable source. but you must also verify that information. especially when doing research online. but you need to minimize any inaccuracies in your finished pieces. “What does all of that mean and how do I do that?” You might have just asked that question. Not only will you have to find the information you seek in order to write. Do yourself a favor and at least find out ____________________________________ Get More “How To” Guides at: www.HowExpert.com . Say you find something you really want to use your writing.

your reputation is at stake too. It really depends on how much time you wish to devote to the research. do they have any reputation issues themselves? One of the biggest things to look for when validating your research is find more than one source. Of course. Do you stick with what you have or should you dig deeper. you can always choose to abandon that particular line of inquiry and move on to something more solid. If you can find a resource that is backed by other resources.“How To Write Technical Writing” HowExpert Press who the author the information is. However. if find information that can’t be backed by anyone else or you find contradictory information. Just remember.HowExpert. What is their education level. you will have to make a decision.com . ____________________________________ Get More “How To” Guides at: www. chances are you can use it in your own work.

“How To Write Technical Writing” HowExpert Press CHAPTER 3: WRITING PREPARATION HOW TO OUTLINE Now that you have the hard part of your work out of the way – research – you can focus on how you want to present all the information you have gathered. You may have noticed a theme during your research regarding how the information was presented.com . ____________________________________ Get More “How To” Guides at: www. You can’t simply start throwing words and sentences together and expect your readership to know what you are talking about. Logical order.HowExpert. Much like a novel that has character development. your technical writing needs to flow in some kind of logical order.

Most likely. Remember.“How To Write Technical Writing” HowExpert Press • Logical order varies depending who is writing and who is reading the technical piece. you need to find an order of some sort that allows the reader to follow you along as you explain the topic. Maybe putting a paragraph together isn’t a hassle either. forming a sentence isn’t much of problem for you.HowExpert. you are trying to explain something to someone who may have no prior knowledge of the subject at hand. ____________________________________ Get More “How To” Guides at: www. Establishing and explaining one idea that leads into the next isn’t as easy as it sounds when technical writing is involved. However. • The main point is that the sentences must flow from one to the next.com .

In order for you to do that. However. Perfect! ____________________________________ Get More “How To” Guides at: www.com . Basically. The next paragraph will answer that question for them. you will have to hold their hand as you write.“How To Write Technical Writing” HowExpert Press • Each paragraph must lead into the next.HowExpert. you might find yourself writing down the next section which will in turn spring to mind another question that is logically asked of that one statement made in the outline. As you draft your outline. but answer them in the next sequence of writing. you will have to do this every time you are about to wrap up a particular paragraph. you will have to make the reader want to ask a question. • Nothing will establish this methodology in you writing better that cognitively setting up your outline in a manner that will not only raise questions. the catch is.

com . HOW TO MEET FORMAT REQUIREMENTS • Depending on your education and the writing requirements established by your employer or clients. you need to be cognitive of the format requirements of your technical writing masterpiece. • While the standard format of introduction.HowExpert. That will be the basis for the next section you jot down and so on until of course you are ready to come to a conclusion. you may ____________________________________ Get More “How To” Guides at: www. Each new section you jot down will create another question to be answered. body and conclusion still applies. the final answer.“How To Write Technical Writing” HowExpert Press • The key to the outline is to produce an ‘ask and answer’ format in the outline itself.

com .“How To Write Technical Writing” HowExpert Press have other more subtle format issues that you need to address. • Is there a particular style you need to follow and what voice and person do I need to use in the piece? • Establish your format early on rather than have to make changes during an extensive editing procedure. ____________________________________ Get More “How To” Guides at: www.HowExpert.

“How To Write Technical Writing” HowExpert Press Different Formats In Common Use: • AP – Associated Press style is commonly used by English speaking newspapers and magazines around the world. • APA – American Psychological Association style is most commonly used to cite sources within the social sciences.HowExpert. • MLA – Modern Language Association style is most commonly used to write papers and cite sources within the liberal arts and humanities. ____________________________________ Get More “How To” Guides at: www. AP format is also the preferred format for text by Google.com . • Chicago – Commonly called the ‘editors bible’. Chicago format is used for manuscript preparation and publication editing.

____________________________________ Get More “How To” Guides at: www. Although not as stringent as other formats. Something Google and other search engines really like and look for. punctuation or grammar. to get the bulk of your writing done. The term ‘draft is used and it is used with one specific purpose.“How To Write Technical Writing” HowExpert Press Primarily though for technical pieces meant for publication on the Internet. now you can start drafting your technical piece. When you are drafting you shouldn’t concern yourself with things like proper spelling.com . HOW TO WRITE A DRAFT Now that you have decided which format to follow. quickly. it does allow for a more conversational tone. you will be using AP style the most.HowExpert.

Like the sketch artist. you are not worried about the little things like where a comma should go or is that precisely ____________________________________ Get More “How To” Guides at: www. The sketch artist isn’t worried about all the different shades he should be using nor is he worried about the lines from the pencil being exactly where they should be. you are simply putting your ideas onto paper. you simply expand upon the ideas in your outline. • Drafting works on the same principle. it does give a general idea of what is going on. • Think of drafting your writing the same way someone would take an approach to sketching.HowExpert. The idea is to get your point across with your draft. he is just providing a rough draft.“How To Write Technical Writing” HowExpert Press When you are drafting. giving them more clarity.com . While the result of a sketch (draft) isn’t perfect or precise. so to speak. a sketch.

all of that being said. Passive Voice One of the main exceptions to the drafting rule is to be mindful of your tone and voice. When writing technical articles and papers.“How To Write Technical Writing” HowExpert Press the word you want to use. Things To Consider In Writing Draft Active vs. You are trying to convey ____________________________________ Get More “How To” Guides at: www. • However. you need to maintain an active voice.com . you will spend way too much time editing. You are building the foundation for the rest of the article. If you get lazy on these two aspects during the draft. you still need to be mindful of sentence structure and the structure of the article as a whole.HowExpert. Sentences should still flow – even if they aren’t grammatically correct – and paragraphs should flow into one another.

Active – The lawyer filled out the form and submitted it to the court.com .“How To Write Technical Writing” HowExpert Press information and the only way to do that with authority is use an active voice in your writing. ____________________________________ Get More “How To” Guides at: www.HowExpert. • Passive – The lawyer will have to fill out the form and submit it to the court. Passive voice is seldom used in any professional form of writing and should only be used if you are purposely trying to “dumb down” your writing for younger audiences. Active – John will get gas at the gas station. Examples of active versus passive voice in writing: • Passive – John will have to go to the gas station in order to get gas.

Never use more words than you absolutely need to for getting your point across. ____________________________________ Get More “How To” Guides at: www. but you run the risk of making the article more boring than it actually has to be.HowExpert. Active – The document is not legal without Doris’ signature. employer or customer. Active voice speaks with authority and leaves very little room for misinterpretation. You may choose to use 3rd person if so desire.“How To Write Technical Writing” HowExpert Press • Passive – Doris needs to sign the document in order to make it legal. Person For most technical papers. 1st person is rarest of them all when speaking of technical writing. you should be using the 2nd person tense unless otherwise directed by the client.com .

you will be using words such as: They Their Individual Who Persons Whom ____________________________________ Get More “How To” Guides at: www. you will be using words such as: I Me My Mine We Us Our Ours If you are writing in 2nd person.com .HowExpert. you will be using words such as: You Your Yours We If you are writing in 3rd person.“How To Write Technical Writing” HowExpert Press If you are writing in 1st person.

You may choose to be somewhat clinical in your approach to writing and find that using 3rd person suits you better.HowExpert. Just remember that if you are writing for the Internet that you are indeed writing to real people. ____________________________________ Get More “How To” Guides at: www. Just imagine that you are addressing a large audience.“How To Write Technical Writing” HowExpert Press You will most likely find it more natural to write in the 1st person. This is fine in most cases and you will see it used a lot when you are reading through medical and scientific papers. but once you get the hang of it.com . because that is exactly what you will be doing when your paper is posted to the internet. writing in the 2nd person becomes natural.

phrase or sentence and continue on with the draft if at all possible. this is normal and in fact a good sign that you are getting it right. You are writing along at a good clip and realize that you just wrote something that will most likely cause a person to raise a question. you should make a notation in-text to remind you answer the question during your editing process.com . instead of ‘stopping the presses’ and going back to the books to find answers to that particular question.HowExpert. At this point. Make a [bracket] around the word. You don’t want to be jumping in and out of the drafting process if ____________________________________ Get More “How To” Guides at: www.“How To Write Technical Writing” HowExpert Press ADDITIONAL INTENSIVE RESEARCH As you are writing your draft you will probably come across a very common problem associated with technical writing. Don’t worry.

“How To Write Technical Writing” HowExpert Press you can help it.com . and keep on writing.HowExpert. ____________________________________ Get More “How To” Guides at: www. Simply make a note.

you should already be aware of which writing style you are doing. MLA and Chicago all have different yet similar ways of doing it.HowExpert. The recommendation is that you already have most of your referencing done while you were in the process of research. APA. While there are different styles in which you can cite.com . Just make sure you follow current guidelines on how to reference items in your bibliography or footnotes.“How To Write Technical Writing” HowExpert Press CHAPTER 4: POST WRITING PROCEDURES CITING RESOURCES AND REFERENCES Some of your work may require you to cite your resources. You can easily ____________________________________ Get More “How To” Guides at: www. so just be ready for that part. AP.

You ARE looking for obvious errors. HOW TO PROOFREAD YOUR WORK Proofreading your own work can sometimes be an exercise in futility. you should at least go through the article word for word and check your spelling. errors that can really look bad for you and ruin your reputation as a technical writer.com . At this point you are – or should be – just scanning the text.“How To Write Technical Writing” HowExpert Press find out how to cite resources by entering one of the format types into the Google search bar. ____________________________________ Get More “How To” Guides at: www. Don’t worry about word choice or the overall flow of things yet. That being said. grammar and punctuation. you are scanning with an eagle eye.HowExpert. So while you may be just scanning.

Their. Effect But. Bear o o o o o o ____________________________________ Get More “How To” Guides at: www. However. Hear Affect. They’re Here. Hare Bare.com . Spell check won’t always catch a homonym in the text.“How To Write Technical Writing” HowExpert Press SPELLING ERRORS Chances are that you are writing your technical paper using some kind of word processing software on your computer. Butt Do. Commonly misspelled or misused words: o There. Due Hair. that doesn’t mean that the software will pick up on all the spelling errors in the text.HowExpert.

Defer Dire.com . so don’t beat yourself up if you have a couple in your text. Dear o o o o o • GRAMMATICAL ERRORS Grammatical errors are common. Dessert Dinner. the most common new mistake is to sacrifice clarity when a grammar obstacle simply does want to go away and that little green squiggly line won’t go away. Dyer Deer.o “How To Write Technical Writing” HowExpert Press Desert. Always Differ. Diner All ways.HowExpert. that being said. However. The most common mistake is that you might end up making the sentence passive ____________________________________ Get More “How To” Guides at: www.

com . Just remember to follow the rules and include the subject.“How To Write Technical Writing” HowExpert Press instead of keeping it active. an exclamation point and a question mark so there is no need to go into that. Punctuation errors generally occur when you are using commas. COMMAS There are differing schools of thought on comma usage. object and verb in the sentence and you will be fine. If you are in doubt about which one to use. simply read it out-loud. your experience with talking will most likely explain everything for you.HowExpert. colons and semicolons and possibly hyphenation. Some say to use a comma any time you are in doubt about whether or not to ____________________________________ Get More “How To” Guides at: www. PUNCTUATION Certainly you know when to use a period.

Fall back on your oral skills and if you would place a little delay in your speech pattern in order to help clarify a point. it has been said to use them as sparingly as possible. Just don’t overdo it.HowExpert.com . you will have to use your own discretion on comma usage. On the other side of the debate. You need to be careful about how much you use these as using too may will scar your text and make it a bit unsightly. ____________________________________ Get More “How To” Guides at: www. HYPHENATION Hyphens can be very useful tools used in place of parenthesis to clarify a point.“How To Write Technical Writing” HowExpert Press use one. Associated Press – AP – format prefers the use of hyphens and dashes over the use of parenthesis. Once again. then go ahead and use a comma.

This is not correct.com . You have already seen them used before the bullet lists in this e-book. sometimes writers use them in the middle of a sentence in order to supply a list of items in the body of a paragraph.“How To Write Technical Writing” HowExpert Press COLON Colons are used to prevent run-on sentences or to suggest a continuation of a thought. don’t do it. the same way a new sentence would. EDITING Editing your work goes one step beyond the practice of proofreading for general errors. However. Editing is the stage of your work that allows you to refine ____________________________________ Get More “How To” Guides at: www.HowExpert. SEMI-COLON Semi-colons are used to prepare the reader for a list or an example.

com .HowExpert. As you edit your work. ____________________________________ Get More “How To” Guides at: www. Aside from the research and drafting of the technical paper. FLOW AND READABILITY Editing allows you to improve the flow and readability of your writing. You can try reading your paper aloud. During the drafting process you probably wrote down what came to mind at that moment. editing is THE most important phase of your writing.“How To Write Technical Writing” HowExpert Press and polish everything before you allow others to read it. You may cut & paste sentences and paragraphs now so it is easier to comprehend. chances are it needs to be adjusted. it is important to improve the flow. if it sounds clunky coming out of your mouth. making it easier for the reader to understand what is going on.

____________________________________ Get More “How To” Guides at: www. Use common sense when choosing your verbiage.com . Whenever you are in doubt. if it’s a commonly known word. you may want to go easy on the medical terminology or scientific lingo. lingo and jargon have no place in an article meant for the general public. However.“How To Write Technical Writing” HowExpert Press WORD USAGE Feel free to change around some words as you edit your work. You can go either way on word usage. dumb it down for younger audiences or increase the vocabulary if the paper is for an educated audience. go ahead and use it.HowExpert. unless you are writing a medical paper for doctors and scientists to read. always express things in laymen terms. Refrain from using slang unless it is important or appropriate for the readers to know it. For the most part.

as far as the writing and editing go. POLISHING After you believe that everything is done. Perhaps this is the time where you share the piece with a friend or a colleague that has enough experience to know what works and what doesn’t. This is where you can really polish up the language in your article to make it shine. famous author George Orwell wrote: “If it’s possible to cut a word out.” Enough said.“How To Write Technical Writing” HowExpert Press Why Use Two Words When You Can Use Just One In his essay “Politics and the English Language”.com .HowExpert. everyone will have a different view ____________________________________ Get More “How To” Guides at: www. check over your work at least one or two more times. always cut it out. Don’t worry about criticism at this point.

“How To Write Technical Writing” HowExpert Press about writing than you do. What you are asking them to do is make sure it makes sense and is easy to read. Make your own masterpieces and let others help guide you. ____________________________________ Get More “How To” Guides at: www. it’s a good thing.HowExpert. There is no such thing as a writer who knows everything there is to know about writing. FINALIZE YOUR WRITING Never pass up an opportunity to have others read your work and give you feedback. it is an art-form after all. When other people critique your work.com .

HowExpert. A conclusion is just what it sounds like. I really don’t know what to think.“How To Write Technical Writing” HowExpert Press CONCLUSION At the end of just about every technical writing piece you will need to wrap things up and draw a conclusion or give food for thought. Just try to keep it straightforward and not say something blatantly ignorant such as. This is the part of the text where you can finally add a little input of your own in the form of an educated guess or opinion. “after all is said and done. Throughout the entire technical piece you have been providing facts and information to the reader. now is your chance to tell what you think about the subject.com . otherwise known as a considerations section.” Statements like that will make all the preceding ____________________________________ Get More “How To” Guides at: www.

com . Encourage readers to do a little more research on their own and let them build their own opinions. You aren’t really drawing a conclusion because you’re not a doctor.“How To Write Technical Writing” HowExpert Press statement null and void. Maybe you don’t know what to think. hence you’re certainly not qualified to draw any conclusions. With all of this in mind.HowExpert. In this case you want to give the reader food for thought. certainly not the intent of a technical paper. Considerations are very useful when you are writing about something medical. I will let you draw your own conclusions and draft your own opinions in regard to your desire to be a technical writing. ____________________________________ Get More “How To” Guides at: www. this is the part where you add a ‘considerations’ section instead of a ‘conclusion’.

com .HowExpert. This is a unique and popular writer’s resource and it is the trusted writing resources from 2002. • The Easy Way To Write Become a successful author as the world’s foremost writing guru teaches you.HowExpert. ____________________________________ Get More “How To” Guides at: www. • How To Write A Romance Novel o o Learn some effective techniques in writing novels. Receive 75% commission with super high signup ratio due to low trial price Learn how to write romance novel easily and quickly. • Real Writing Jobs o o Get paid for writing articles and blog posts.com o Get more “How To” guides at our website.“How To Write Technical Writing” HowExpert Press RECOMMENDED RESOURCES • www.

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