P. 1
Technical Writing

Technical Writing

|Views: 61|Likes:
Published by Hema Nair

More info:

Published by: Hema Nair on May 02, 2011
Copyright:Attribution Non-commercial


Read on Scribd mobile: iPhone, iPad and Android.
download as PPT, PDF, TXT or read online from Scribd
See more
See less






³Writing comes more easily if you have something to say.´ - Sholem Asch

Technical Writing is the practical writing that most managers do as part of their job. 


PURPOSES: To inform To instruct and To persuade

Is framed in simple objective language with terminology that the audience understands. Good technical writing is well structured. Unnecessary elaboration of feelings or emotional interpretation of the subject is avoided. 2.Characteristics     1. Is aimed at a specific audience. Technical writers generate documents keeping the audience characteristics and requirements in mind. tables and drawings. Technical Writing is generally is aided with the use of visuals like graphs. These enhance the effectiveness of the written document. 4. thus enabling the reader to easily assimilate the information. . 3.

Audience. 3. 3. 2.Goal.Style.Constraints.Process      Pre Writing : Planning 1. 2.  Post Writing : Finishing .Accuracy. 4.   Writing : Drafting and Revising 1.Content.Gist of the document.

.Technical Proposals  A written document to persuade the reader for a suggested plan of action.

. as these try to convince the reader of the suitability of a particular course of action. They may be solicited or unsolicited. Proposals may be made by individuals or organizations to individuals or organizations.Characteristics      Proposals are persuasive documents. Generally written for an external audience. They vary from a couple of pages to several pages in length.

Types of Proposals  Solicited Unsolicited  .

Format   Form of a letter : Within the organizations Form proposal : Fixed format by different organizations based upon the purpose. .

Contents        Objective statement Background Need Procedure/Discussion of the plan Qualifications Request for Approval Appendix .

appropriate Qualifications . and it has features necessary for success. The proposed project addresses a problem. A successful solution can be achieved if it has these features. a workable schedule. Yes. because I have a good plan of action (method). and other resources. or goal that is important to you. the necessary facilities. equipment. and a sound management plan. . I propose to do the following. Here¶s what plan to produce.SUPER STRUCTURE FOR PROPOSALS Topic *Introduction *Problem Readers¶ Question What is the communication about? Why the proposed project is needed? Your persuasive point Briefly. need. Objective What features will a solution to the problem need in order to be successful? What will your proposed solution looks like? Are you going to be able to deliver what you describe here? *Solution Method Resources Schedule Qualifications Management *Costs What will it cost? The cost is reasonable.


It is a basic tool on which decisions can be used.Brown .´ ---.A. It is a logical and coherent structuring of information. ³ a communication from someone who has some information to some one who needs that information. ideas and concepts.C.What is a Report?   Is a logical presentation of facts and information.

Characteristics       Generally submitted to a higher authority Communicate upwards in an organization Logically organized Objective in tone For a limited audience Both short and long .

creditors and general public with useful information Based on detailed investigations. . reports give recommendations that can be used in future.Purposes     Reports give factual information to the management Reports record facts and results of investigations or surveys for future reference Reports are useful tools for providing shareholders. customers.

Conveyor of information 2.Review and evaluate operations Decision making Better coordination Tools for measuring performance Help in making desirable changes .Importance       1.

Fact-finding. On the basis of formality ± Formal and Informal 2.On the basis of the nature of the subjectProblem-determining.Informative and Interpretative 4. Performance report and Technical report . On the basis of frequency or issuePeriod/Routine and Special Reports 3.On the basis of function.Types of Reports        Oral reports / Written reports Informational Analytical 1.

Analytical Report       Comprises stages in which there is a proper identification of the problem. analysis and subsequent interpretation. Problem identification 2. Analysis 3. Recommendations . Interpretation 4. depending upon what is required by the report writer. Recommendations or suggestions are then incorporated in the report. Four Stage Process : 1.

Writing a report      Things to remember: Purpose of the report Time within which it is to be submitted Level of authority for which it is intended Procedure .

Procedure        Determination of the purpose of the report Identify the audience Collection of the data Identification and classification of data Outline the report Prepare the final report Present the report .

d) Conclusion and e) Recommendations 6.Bibliography .Structure        1. Body of the report : a) Introduction. Title page 2. b) Procedures/methods. Table of Contents 3. Executive Summary ( Abstract or Synopsis) 5. Appendices 7. Acknowledgements 4. c) Analysis & Findings.

Findings. Title Page 2. Table of Contents 4. Recommendations/Suggestions .Structure:  Preliminary Section: 1. Statement of the Problem. Unfamiliar Terms. List of illustrations 5. Letter or Memo of Transmittal 3. Conclusion 8. Literature. Scope. Analysis 7. Purpose of the study. Main Body : Introduction. Executive Summary 6.

    Supplementary Section 9.Glossory 10.Bibliography/Webliography-References . Appendix 11.

as decisions might be taken based on just the executive summary .Executive summary           Very important part of a report Extends from a paragraph to two pages in length Should include a bit of all components of the report No particular part of the report should dominate Written after the entire report is complete Gives a gist/summary of what is there in the report Is an independent document and may be circulated to people who do not have the time to read the entire report Should not be a cut and paste activity from the main report It should be written afresh It should also be very accurate.

. Analysis & Findings: The major findings after the analysis of data is presented in an organized. observations etc..Body of the report     Consists of the following Introduction: Gives brief background Procedures/Methods: Outlines how the data was collected. logical and objective form.

objectively. It is different from an executive summary and should not be confused with it. . Recommendations: * Should logically flow from the conclusion * Generally expressed in future tense * Outlines direct possible course of action * No explanation of action is required in recommendations.  Conclusion: States what the findings have shown.

like charts. data and graphs etc. Consistency should be maintained while citing references Listed alphabetically by author¶s last name Various formats are available for bibliographies .      Appendices: It includes information that doesn¶t fit into the text but essential. books and articles. Bibliography: List of references used in the preparation of the report including citations of all web sites.

Mechanics of Report      Cover Margins Spacing Heading Numbering .

Brevity. Objectivity. Simplicity.Essentials  Accuracy. Clarity. Consistency. Appearance. Reliability and Timeliness . Completeness.

Distinction between Reports and Proposals Reports A report is nearly always solicited. It is an official means of giving information. . Proposals A proposal can be either solicited or unsolicited. It is a request for action. It concerns the future. It is just a statement. It is a sales device/or a tool for suggestion. Its success lies in a favorable decision. It concerns the past. It does not await a decision. It need not be convincing.

You're Reading a Free Preview

/*********** DO NOT ALTER ANYTHING BELOW THIS LINE ! ************/ var s_code=s.t();if(s_code)document.write(s_code)//-->