Nature of Technical Writing

Introduction
Technical-writing introduce you to some of the most important aspects of writing in the world of science, technology, and
business—in other words, the kind of writing that scientists, nurses, doctors, computer specialists, government officials,
engineers, and other such people do as a part of their regular work.
To learn how to write effectively for the world of work, you'll study common types of reports, special format items such as
lists and headings, simple techniques for putting graphics into reports, and some techniques for producing professional-
looking final copy.
Technical writing encompasses all documentation of complex technical processes. It includes reports, executive summary
statements, briefs.
Technical writing is straightforward, easy to understand explanations and/or instructions dealing with a particular subject.
It is an efficient and clear way of explaining something and how it works.
However, the focus for technical-writing is not necessarily career as a technical writer but an introduction to the kinds of
writing skills you need in practically any technically oriented professional job. No matter what sort of professional work you
do, you're likely to do lots of writing—and much of it technical in nature. The more you know about some basic technical-
writing skills, which are covered in this guide and in technical-writing courses, the better job of writing you're likely to do.
And that will be good for the projects you work on, for the organizations you work in, and—most of all—good for you and
your career.
Purpose of Technical Writing
The following are the primary purposes of technical writing.
1. To inform
It is written to make another person understand or to do something. It is designed to fulfill a need to tell and a need to
know.
2. To analyze events and their implications
It will explain how certain systems failed. This system may include education, socioeconomic, political and the needed
change.
3. To persuade and influence decisions
It will show how a business or an industry succeeds.

Technical writing is ideally characterized by the maintenance of impartiality and objectivity, by extreme care to convey
information accurately and concisely and by the absence of any attempt to arouse emotions.

Characteristics of Technical Writing

Technical writing presents and explains a subject matter in a clear, objective, accurate, concise, and unemotional manner.
Technical writing uses a relatively high concentration of certain complex and important writing techniques particularly
description of a mechanism, description of process, clarification, cause and effect, comparison and contrast, analogy and
interpretation.
Technical writing highly utilizes technical vocabulary. It utilizes tables, graphs and figures to clarify and support textual
discussion. It uses the conventional report forms.

Functions of Technical Writing

1. To serve as a basis for management decision
2. To furnish needed information.
3. To give instructions
4. To explain techniques
5. To report achievements
6. To analyze problem areas
7. To determine design and system requirements
8. To serve as a basis for public relation
9. To provide report to stockholders of companies
10. To develop a product
11. To provide service
12. To record business through proposals
13. To procure business through proposals
Basic Principles of Good Technical Writing
1. Understanding the reader
2. Knowing the purpose of each article or report
3. Knowing the subject matter
4. Writing objectively
5. Using correct format
6. Adopting ethical standards
Understanding the Reader
A basic consideration in technical writing is to know the target audience. The technical writer should know how to adapt
his writings and terminologies of the type of the intended audience or readers. Difficult technical terms used must be
carefully defined so that the reader will easily understand the information being presented. If the reader fails to understand
what he reads, the writer fails in his mission. The technical writers should know how important his readers are. The target
readers help the writer to know what to write about and how to write it.
Knowing the Purpose of Each Technical Report
The technical paper must be organized around a central theme. The reader should understand the main purpose after
reading the paper. The purpose maybe is to describe a thing, to report on a specific problem or project, or to analyze and
solve a problem.
Knowing the Subject Matter
A technical writer must have a thorough knowledge of the subject he is to write about. If the report is on the result of a
technical experiment, the writer who writes the report should explain what the problem is all about, what causes the
problem and how the problem is solved.
 Writing Objectively
A good technical writer must emphasize the facts and the data. The impersonal style is basic to an effective technical
writer. He represents facts, figures and statistics skillfully woven around the subject matter or central theme and written in
an impersonal manner.
Using Correct Format
The format and style of a report attract the attention of the readers first. Companies require neatly-typed communications,
reports and project proposals and feasibility studies. The current trends require that such communication be computerized
or typed.
Adopting Ethical Standards
A technical writer should undertake comprehensive research work; accumulate the required data through interviews,
surveys, referrals and related publications. He must have to present facts and figures as gathered and required, using
only those that are pertinent to the report. A good technical writer also acknowledges the help he receives from others and
cities sources of reference materials.

There are six basic properties of Technical writing

Clarity

Accuracy

Comprehensiveness

Accessibility

Conciseness

Correctness

1. Clarity

Technical document must convey a single meaning that the reader can understand. Unclear Technical writing is
expensive. They vital communication link among the various employees is usually the report, if this link is weak, the entire
project may be jeopardized. Unclear technical writing can be dangerous e.g. unclear instruction on how to operate
machinery.

2. Accuracy

Unclear writing can cause many problems and even inaccuracy in the report. If you mean to write 40,000 don’t
write 400,000. Slightest error can confuse or even annoy the reader of the report. If the reader suspects that you are
slanting information, they have the right to doubt the entire document.

3. Comprehensiveness:

When writing technically, all the information should be provided, its background must be described and clear
description of any process, or method of carrying out a specific work, should also be given. It also includes results,
conclusions and recommendations.

4. Accessibility:

It means the ease with which the readers can locate the information they seek.

To increase Accessibility, include headings and lists in the report. A table of contents, list of illustrations glossary and
index are preferred.

5. Conciseness:

Technical writing is meant to be useful. The longer a document is, the more difficult it gets to use it. Even it takes
more of the user's time.

Conciseness works against clarity and comprehensiveness. Solution to this conflict is to create a balance between the
requirements of clarity, conciseness and comprehensiveness. In short, in T.W every aspect of the subject is discussed in
optimized detail. Document must be long enough to be clear. It must give the audience purpose and object but no extra
details. Technical writing can be shortened 10-20% by eliminating unnecessary phrases and choosing short words and
sentences.

6. Correctness

Qualities of technical report writing also include correctness. Good technical report must also be correct. It.
Must be free from grammatical errors, punctuation mistakes, and should have appropriate format standard. If a report
contains grammatical errors, the reader will doubt the accuracy of the information in the report. Technical writing is meant
to convey information and to persuade the audience. To accomplish these goals it must be clear accurate, easy to access
and must be economical and correct.

BASIC TECHNIQUES OF TECHNICAL WRITING

2.1 Definition
 Successful writers employ a variety of techniques in their writing. However, the kind of writing dictates the
techniques to be employed by the writer. For instance, if one does a brochure, he use description more than any other
technique; if he writes a fire incident report, he uses narration more than any other. In technical writing, the techniques
basically employed are definition, definition, description, classification, partitioning or analysis, causation (causal analysis),
comparison, contrast, and interpretation.

2.2 Formal Definition

It focuses special attention on a term. If the writer finds the formal sentence definition, more effective than the
informal definition, the technique of formal definition must be employed.
Formal Sentences Definition. It has three parts: term, genus, and differentia

a. Term – the concept defined

b. Genus – the family to which the term belong

c. Differentia – the specific characteristics of the species which sets it apart from all others of its class

Extended Formal Definition

A one-sentence definition sometimes is not in defining a complex or highly specialized term. A reader might be
dissatisfied with this explanation, especially if it occurred in a report particularly concerned with the subject . He might very
well ask what the term is not, where it is located, what its function is, what its effects are.

There are different ways by which we can expand a formal definition. Some of these ways are as follows:

1. giving the uses or the functions of a term

2. giving the origin of the term

3. giving its causes and or effects, advantages or disadvantages

4. illustrating or describing its appearance

5. explaining what is not

6. analyzing its parts

7. classifying it

8. stating where it is from

9. giving its collocations

10. giving examples

2.3 Classification

Classification is the orderly, systematic arrangement of related things in accordance with a governing principle or basis.
The classifier notes the structural and functional relationships among things that constitute a class. In recording this
relationships, the classifier employs certain conventional terms. Acquaintance with these convenient terms will make the
rest easy to follow.

This term has a loose popular meaning and a more precise technical one. Popularly, classification is almost any act of
noting relationships. Technically, classification is the act of locating a specimen of all the different kinds of objects that
posses a given characteristic or characteristics. Initially, classification must begin with the recognition that different things
posses similar characteristics.

2.4 Partition

Partitioning is the act of dividing a unit into its components. The parts do not have necessarily had anything in common
beyond the fact that they belong to the same unit. A hammer may be partitioned into head and handle. Hammers may be
logically divided according to physical characteristics of their heads as claw, ball peen, and so forth. Classification, or
logical division, always deals with several (at least two) units. Partition deals with the parts of only one unit. A hammer is a
single unit. A hammer head without a handle is not a hammer. The head and the handle are parts of a single unit. You
have probably become familiar with a variety of partitioning in a chemistry course when you determine the components of
a chemical compound.

2.5 Description of Mechanism

A mechanism is generally defined as any object or system that has a working part or parts. Most often the term suggests
tools, instruments, and machines. But other examples of mechanisms could be the human body and systems like the
universe or a city, which is composed of parts that work together like parts of a machine. A technical man constantly
works with mechanisms and always needs to understand them; what they do, what they look like, what parts they have,
and how these parts work together.
There are three fundamental divisions of the description and these are the introduction, the part-by-part description, and
the conclusion.
Because the description of a mechanism seldom constitutes an article or report by itself, the introduction required is
usually rather simple

2.6 Description of a Process

Process description is a part of the technical writing genre, during which the author writes about a subject that requires
instruction or explanation. According to WritingforCollege.org, the process description does not offer instruction itself, but
rather outlines how something works. Therefore, writers do not include commands or writing in the second person.
Instead, they write in the present tense with a general subject.

Process descriptions get used in proposals, planning documents, progress reports, promotional literature and technical
support documents. Such descriptions may also be about natural events, such as how lightning is produced. The process
description should include an introduction that gives a broad overview of the topic, including any necessary definitions.
The main text should also include enough detail to make the process clear to a non-expert in that field. Process
descriptions typically include a summary of the process.

Styles in Technical Writing

Style is the writer’s way of writing, a manner in which he expresses his thoughts and feelings in a language. Below are
guidelines for clear technical writing.
1. Be selective, focus on the essential information and the significant details.
2. Develop a clean, direct style; avoid inflated language and scrambling sentences.
3. Use examples and comparisons to clarify descriptions and explanations.
4. Repeat words and phrases for clarify or emphasis or to ease transitions, but avoid needless repetitions.
5. Delete unnecessary words and phrases, but avoid short cuts that sacrifice meaning.
Sentence Structure and Length
Technical writing should use the natural word order, simple sentence structure and good short sentences. Since technical
subject matter requires the use of complex, technical vocabulary and the expression of complex ideas, the use of shorter
words and sentences, simple in structures, will help a lot in the readability of difficulty material.
Paragraph Structure and Length
In technical writing, the topic sentence should come first in the paragraph or at the very latest part after whatever
transitional sentences appear. Sometimes the writer does the opposite by giving the details at the beginning and then
concludes by stating the main idea. The use of one or more very short paragraphs achieves an especially forceful effect.
Scientific Attitude
Judicious weighing of evidence is very important in a technical report. The best evidence is one which is the most ample,
the most pertinent and the simplest in explaining the facts with the least additional evidence and most in harmony with the
rest of the available evidence. The conclusion or recommendation should include all evidences in which the judgement is
made.
The technical writer must know when he would say enough, and not overwrite. As a writer of his materials, he should
know what to present, what to amplify, what to rewrite and what to emphasize.
Generalization
When the technical writer makes generalizations, he is giving probable conclusions derived from the observation of
factors. Since the report is based on generalizations, it is necessary to describe the circumstances surrounding the report.
Provide enough evidence, data and samples to enable the reader to evaluate the generalizations for himself.
To be certain that you have followed ground rules and not “Jumping to conclusions”, test the validity of your data and
samples. Here is the suggested checklist (Nem Singh and Calixihan 1994)
1. Can I prove its accuracy?
2. Can I show the direct bond between the facts and generalizations?
3. Is it fact and not opinion?
4. Do I have all the facts?
5. Are they up to date?
6. Is the generalization verifiable? Would I get the same result it I do it again?
7. Is it significant?
The principles to be observed in organizing the material as cited by Alvarez (1980) are as follows:
1. To organize the material of a subject, first break it down into the component aspects.
2. To organize a report or paper, choose a suitable approach and make an outline that implements it.
3. The basic unit of organization is the paragraph.
4. Use these paragraphs to present related data, graphs to show trends and visual to clarify description.
5. Plan a report or paper thoroughly before starting to write it.
6. Gather the necessary data through basic library research and primary services.
7. Write a first draft.
8. Revise and rewrite as often as necessary
9. Write a final draft
10. Place footnotes to acknowledge references and include a bibliography at the end of a report or paper.

The Technical Writer

The Role of the Technical Writer
A good technical writer possesses insights, perceptiveness, quick to determine probabilities and the ability to adapt to
requirements. He can identify developments that may affect his project.
The technical writer must understand the nature of his work. He should be able to help his principals attain the target
objectives. He must not only possess the technical writing ability and technical expertise, he must also have the capability
to grasp, analyze and interpret unexpected events and situations that occurred during the writing of the technical report.
The technical writer should have the ability to state facts clearly and accurately to organize a variety of elements into a
unified structure, and to describe logical generalizations.
Hallmarks of an Effective Technical Writer
The hallmarks of an effective technical writer is represented by this acronym REPORTER (Mosura and Tenorio, 1999)
R - Resourceful
E - Energetic
P - Patient
O - Observant
R - Responsible
T - Trustworthy
E - Evaluative
R - Responsive

Other attributes of good technical report writing are:

1. appropriateness
2. functional
3. informative
4. factual
5. efficient
6. correct
Guide To Effective Technical Writing
Guide to Effective Technical Writing
For effective technical writing, the ABC’s of report writing given by (Zall 1980) can be considered in-depth.
Accuracy
A report writer must be tactful in the recording of data, statement or calculating mathematical figures. He must check
every statement in its final form. An error committed and an illogical statement written can create confusion as well as
doubts over the whole text. A writer should always aim to be understood.
Brevity
Being brief is a courtesy to the reader. The reader should find it easy to group the main idea of the report. In the same
manner, accuracy of the statements can easily be maintained. The reader can get the essence of your thinking in a
compressed form.
Confidence
A good report writer must have the quality of self-confidence. He cannot only communicate but he has to be also decisive
or sure of what he is writing about. After finishing the last page of his report, he is an authority.
Dignity
Dignity is courtesy to your readers as professionals. This is an ethical standard. The writer must be certain that all
grammatical constructions are correct. In report writing, you need to be formal with words and how these words are used.
You should be sure that the ideas or information are well organized, simplified, summarized and expressed in
straightforward manner.
Facility
This refers to the devices used by the writer, to make his report easy to read and understand. In most cases, report writing
depends more on pacing, sequence, arrangement and continuity of ideas as well as information. A grammatical correction
is important. He should make his writing straightforward, logical and clear. The thought from one part to another should be
clearly established, illustrated or stated.
Emphasis
The writer has to feel what is important to the reader and should never expect how the reader finds it out for himself. He
has to lead him from point to point, clearly marking every step, directs the reader to the right way and gives him the
reason for stopping at a particular portion.
Honesty
Honesty is expected in a report. When a writer has borrowed some statements, ideas or quotations, he has to
acknowledge them either in footnotes, endnotes or cite the source or author of the borrowed ideas or statements within
the running text.
Illustration
Illustration materials such as charts, graphs, diagram and photos are always helpful. The writer should use them to clarify
and support the text. They can be used to show situations or trend or movement.
Judgment
The writer should qualify the date and information gathered by judicious weighing. This can be done by the following these
criteria:
1. Most ample
2. Most pertinent or relevant
3. The simplest in explaining the facts with the least additional evidence
4. Most harmonious with the rest of the data and information.
In every case, the evidence used as a basis of judgement (as in conclusions and recommendations) should be included in
the report.
Knowledge
The communication of knowledge is the primary objective of the report, but knowledge is not only a collection of data or
information. It involves interpretation and information of conclusions. With out sound interpretation, the data will become
useless.
Logic
Logic is chiefly a process or classification. It is putting things in their proper places. It shows the relations among groups of
things and classes of groups. By thinking logically, one can avoid the following trouble areas:
1. Statements must not contradict each other.
2. Words must be used in consistent sense
3. Statements must move in one direction whether space, time or relation.
4. Statements must make sense.
5. Judgments must not be based on few data.
6. Cause and effect should be clearly distinguished from simple sequence.
7. Conclusions should not be inferred if they have no connections with the data.
8. An authority should not be accepted if he is biased or he is not an expert in the particular field.
Mechanical Neatness
This is the general appearance of the report. It must be neatly encoded or typed, properly margined, free from
typographical errors, erasures crossing-outs and smudges.
Headings and subheadings and indentions are mechanical devices, which help make the organization of the content
clear.
Normal Procedure
The report is easier to understand if it conforms to the standards practices. The writer must follow the acceptable
arrangement of the different parts of a report. If the writer deviates from the normal procedure, he should inform his
readers by explaining his reasons for doing it.
Objectivity
In technical writing, the writer should consider himself as another person, uninterested observer or an innocent bystander.
In this instance, the third person point of view is preferred. The writer should treat his subject matter the way he sees or
observes it. Technical reports avoid the use of the first person (I, me, my).
Planning
This is primary in all activities. This gives the purpose and directions to what the technical writer has to write. This involves
thinking ahead of what one has to do, when to do it and who is to do it. This will be reflected in a well-organized report.
Qualification
The technical writer should select only those statements that have direct relationship with the topic being discussed. The
writer should evaluate the ideas or statements he will include in the writing of the report.
Revision
This consists of more than merely correcting the spelling, punctuations, spacing and margin errors. The writer must also
check every statement for sense and relevance and be sure that he has said all that must be said. An effective report is all
that is require to perfection. The secret of good writing is rewriting.
Straight Sentences
Sentences carry the full weight of the meaning in a report. The sentence to be employed must be limited to only one idea
or to closely related ideas. To avoid monotony, vary your sentence structure and employ appropriate transitional devices.
By employing such devices, there will be a smooth transition from sentence to sentence. They will show the readers the
writer’s thoughts leading him to what the writer wants to communicate.
Thoroughness
The writer should treat well his subject matter. The writer should check the thoroughness of his report from initial thinking
to final submission. The writer is obliged to go over the subject, analyze and investigate it, organize and interpret the
results and draw conclusions whether it is positive or negative.
Unity
A report is unified when everything is clearly relevant to the main point under discussion. Nothing should be left hanging.
No question should be left unanswered. After all, the main objective of a unified report is to let the readers feel that they
have read everything essential to the subject undertaken.
Viewpoint
A report is written from a certain viewpoint: that of a reporter, proponent, researcher or an author. The viewpoint is
established in the first sentence and should be maintained consistently throughout the report. Voice unity should also be
observed.
Word Choice
The writer should choose the words that are fit to the reader’s understanding. Avoid words which are difficult to
understand.
Zest
Write only about things that are worth writing and which are invigorating. Write as though you were performing a service
that only you can perform.
Writing should not be regarded as something difficult but something that is enjoyable and pleasurable.
The Important “End” Products of Technical Writing

1.) Technical Report

This provides useful information about a complete program of work, for reference and permanent record.

2.) Contract

This is a formal agreement between two or more persons; organization or parties to do something on mutually agreed
terms.

3.) Feasibility Report

This represents facts and information intended to make the reader realize that the proposed project or plan is financially,
economically, and technically, significant as well as beneficial.

4.) Business Letter

This is written communication or message used to transact business which cannot be conveniently conducted orally.

5.) Brochure

This is pamphlet or printed information material given to a customer in order to convince or persuade him to take action on
the company’s services, ideas or products offered.

6.) Abstract

This is a summarized form of resume of a long piece of writing.

7.) Instructional Manual

This contains directions for work procedure or policies, or for the use of technical equipment or appliances. Instruction
relies on clear, specific, complete directions presented in sequential order. Directions of complicated step-by-step
procedures should be accompanied by graphic illustration.

8.) Proposal

This contains suggestions for actions, usually involving change or performance. It may be solve a problem, suggest a new
project site, revise a policy or initiate a researcher report project or terminate a project.

9.) Progress Report

This contains an account of what has been accomplished on a project over a specific period of time and what may be
expected in the next period.

10.) Policy

A plan of action adopted or preserved by an individual, government, party business and industry or it may be a document
containing a contract of insurance.

11.) Articles for a Technical Journal

A technical paper which will be published in a journal. It contains an abstract , an introduction, discussion and
summarizing, concluding sentence or paragraph.

12.) Monograph

This is a thorough textbook treatment which requires full illustration and documentation.

13.) Memorandum

This is an important form of written communication circulated within the company and its branches which is used to
disseminate a message or information.

14.) Graphic Aids

This refers to all pictures , graphs, diagrams and other materials used in illustrating important details in a report.

15.) Specification

This contains detailed information about performance courses, materials for construction, theory of operations, sample
calculations, table and operating data and information.

16.) Printed Action Memo

This prepared form requires only a check mark in an appropriate square to indicate its message.

17.) Survey Report

This is a thorough study of any subject. Some subjects of surveys are potential markets fro products, labor policies,
market punctuation, public opinions and community resources. Examples are poll surveys on the study of a possible site
for a new plant.

18. Trip Report

An account of a business or professional trip. It records specific and significant places, events, conversations and people
met. It attempts to answer where, when , what ,why and how also. It may have recommendation section.

19.) Laboratory Report

A record of procedures and results of laboratory test. It describes the scope of a project, the equipment utilized, the
procedures used, the results of test and the conclusion and recommendation.

20.) Technical Paper

A research paper written for a professional journal or magazine. Technical papers usually describe a theory or new
development. They assemble technical reports in the most respects. The main difference lies on the fact that the audience
for a technical paper is wider and more diverse.