Republic of the Philippines

Department of Education
Region IV-A CALABARZON
Division of Batangas
Calaca Academy, Inc.
Calaca, Batangas

LEARNING MODULE
Technical Writing (Elective 7)
Name:__________________________ Grade/Section:_____________
Teacher:________________________

Unit 1 Definition and Nature of

Module Technical Writing
1
Technical-writing introduce you to some of the most important aspects of writing in the
world of science, technology, and business²in 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. 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 writing²and 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, and²most of all²good for you and your career.

At the end if this module you are expected to answer the question:

 How the technical writing will help you as a means of written communication?
 What will be the effect of technical writing in your everyday living?
2 WEEKs

MODULE 1: DEFINITION AND NATURE OF TECHNICAL WRITING

 Identify the definition and nature of technical writing

 Describe the uses, purposes, scope and functions of technical writing

Technical writing is a type of writing where the author is writing about a particular subject that
requires direction, instruction, or explanation. This style of writing has a very different purpose
and different characteristics than other writing styles such as creative writing, academic writing
or business writing.

The Nature of Technical Writing

Technical Writing is straightforward, easy to understand explanation and or instructions dealing
with particular subject. It is an efficient clearway of explaining something and how it works.

Technical writing is a type of writing where the author is writing about a particular subject that
requires direction, instruction, or explanation. This style of writing has a very different purpose
and different characteristics than other writing styles such as creative writing, academic writing
or business writing.

While your writing reflects your ideas, your best ideas will only be heard if you communicate
them effectively to your audience.

Uses for Technical Writing

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.

The subject of technical writing can either be:

1) Tangible - Something that can be seen or touched, such as a computer or software

program, or information on how to assemble a piece of furniture.
2) Abstract - Something that involved a series of steps that aren't related to a tangible object.

Some examples of technical writing include:

 Instruction manuals
 Policy manuals
 Process manuals
 User manuals
 Reports of analysis
 Instructions for assembling a product
 A summarization of a long report that highlights and shortens the most important
elements

Technical Writing is compiling information effectively with reference to a context for a specific
user. A Technical Writer prepares clear, concise written documentation which explain technical
communication (technical information) of a product or software to a target user. A good
 Technical Writer should have strong communication skills (both verbal and written), can
effectively gather information, and develop content with the user in mind.

The bulk of Technical Writer’s career involves work in the Information Technology industry.
Technical Writers are asked to create user guides, tutorials for software applications, online help
documents.

In the manufacturing industry, many Technical Writers create documents for

setting up, operating, and troubleshooting consumer products, mostly electronic devices. An
overview of the product is given and a Technical Writer compiles information and creates
documents for the consumers which are clear and concise. These documents also contain
illustrations to clarify the written content.

Scope of Technical Writing

 Technical Writers are also employed as:

 Medical Writers: They work with doctors and scientists and create documents that clarify
research results and medical procedures. The need is ever increasing due to the constant
developments in the medical and scientific world.
 Health Writers: They create articles and develop articles on the health and fitness trends
for consumers. They are mostly employed in large organizations.
 Policy Writers:  They create and document company policies. Although not many create
and document policies, there are a few who do it. Mostly Policy Writers are involved in
translating policies and procedures in a way best understood by the company employees.
 Thus, Technical Writing has a varied scope in different business environments across
globe, which in turn is creating a need of employing Technical Writers, worldwide.

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 particularlydescription of a mechanism, description of
process, clarification, cause and effect, comparison and contrast, analogy
andinterpretation.Technical writing highly utilizes technical vocabulary. It utilizes tables, graphs
and figures to clarify and support textualdiscussion. It uses the conventional report forms.

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 toknow.

2 . To analyze events and their implications

  It will explain how certain systems failed. This system may include education,
socioeconomic, political and the neededchange.

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
conveyinformation accurately and concisely and by the absence of any attempt to arouse
emotions.

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

Activity 1

A Technical writers

For your activity you have to identify the definition/meaning and the scope of a technical writer.

Refer to the worksheet #1 and write your answer on Activity 1 A technical Writers

Activity 2

Functions of technical writing

In this activity you have to complete the chart by writing the functions of technical writing and
give some explanations about it.

Refer to the worksheet #2 and write your answer on Activity 2 Functions of technical writing.
.
 Republic of the Philippines
Department of Education
Region IV-A CALABARZON
Division of Batangas
Calaca Academy, Inc.
Calaca, Batangas

Worksheet in Technical Writing 7

Definition and Nature of Technical Writing

Name:__________________________ Date:_____________
Grade/Section:_______________ Worksheet Number 1
Directions: Identify the definition/meaning and the scope of a technical writer

Technical writer

THE DEFINITION/ MEANING THE SCOPE

_______________________ _______________________

Student’s Signature Parent’s Signature

 Republic of the Philippines
Department of Education
Region IV-A CALABARZON
Division of Batangas
Calaca Academy, Inc.
Calaca, Batangas

Worksheet in Technical Writing 7

Definition and Nature of Technical Writing

Name:__________________________ Date:_____________
Grade/Section:_______________ Worksheet Number 2
Directions: Complete the chart by writing the functions of technical writing and give some
explanations about it. Write your answer in the box provided.

FUNCTIONS OF TECHNICAL WRITING

_______________________ _______________________
Student’s Signature Parent’s Signature
 Republic of the Philippines
Department of Education
Region IV-A CALABARZON
Division of Batangas
Calaca Academy, Inc.

LEARNING MODULE
Technical Writing (Elective 7)
Name:__________________________ Grade/Section:_____________
Teacher:________________________

Unit II
Distinction between Technical and
Module Literary Writing
1

Technical writing is writing or drafting technical communication used in technical and

occupational fields, such as computer hardware and software, engineering, chemistry,
aeronautics, robotics, finance, medical, consumer electronics, biotechnology, and forestry.
Technical writing encompasses the largest sub-field in technical communication. Technical
writing is a type of writing where the author is writing about a particular subject that requires
direction, instruction, or explanation.

The term 'literary writing' calls to mind works by writers such as Shakespeare, Milton, or
Wordsworth; definitive examples of all that the term implies. We instinctively associate the term
with characteristics such as artistic merit, creative genius, and the expression of mankind's
noblest qualities. In this essay I will explore some of the characteristics of this kind of writing.
Literary works are primarily distinguishable from other pieces of writing by their creative, or
artistic intent.

A piece of literature differs from a specialised treatises on astronomy, political economy,

philosophy, or even history, in part because it appeals, not to a particular class of readers only,
but to men and women; and in part because, while the object of the treatise is simply to impart
knowledge, one ideal end of the piece of literature, whether it also imparts knowledge or not, is
to yield aesthetic satisfaction by the manner of which it handles its theme. [1]
The writer of this passage emphasises the distinction between writing of didactic purpose and
literary writing which has that other, aesthetic, dimension. In fundamental terms literature is 'an
expression of life through the medium of language' [2], but language used more profoundly than
when used simply to convey information.

At the end of this module, you are expected to answer the questions:
 What is the difference of Technical Writing and literary writing? How do they differ
to each other?

2 WEEKS (October 26- November 06, 2020)

MODULE 1: DISTINCTION BETWEEN TECHNICAL AND LITERARY WRITING

 Differentiate the Technical and Literary Writing

 Identify the difference of Technical and Literary Writing

DISCUSSION 1.1

Technical and literary writing are two of the prominent writing styles used by authors
depending upon the subject matter, the audience, and the purpose of writing. Writing is a form of
communication but often a piece is written to appeal to just a category of readers rather than to
the entire cross section of readers. If a piece of text is about something scientific in nature and
requires use of technical specifications and other technical jargon, it is obvious that it will have a
content and style far different from that used by a story teller. This is what the difference
between technical writing and literary writing basically is. Let us take a closer look.

TECHNICAL WRITING

Technical writing is a style of writing that is chosen by scientists and experts in technical
subjects to describe a subject matter that contains technical words. As such, this style of writing
is intended to be read by only those who have a specific interest in technical subjects. However,
technical writing is not confined to technical or science subjects alone as a writer can choose to
write anything in a technical manner. The basic aim of such writing is to inform as much as
possible, and the writing is persuasive in nature as if pleading the reader to take some action.
If the writer has written on global warming as an expert presenting all scientific facts and
figures, it is his intention to make the reader think about the grave situation of climate change
and global warming. This essay will be full of scientific details, and the tone of writing is formal.
The text is factual, and the writer tries to be as straight forward as possible with the length of the
text being only as much as required. Technical writing is bound by standard formats, and the
writer has very little freedom of expression.

LITERARY WRITING

There are certain texts that are not necessary to read, but we read them as they entertain
us or educate us in a writing style that is flowing and full of figure of speeches. Of course,
literary writing also intends to educate, but the writers feel at a liberty to arouse the emotions of
the readers.
Literary writing can be at times personal and very informal. The text is often lyrical or
prosaic with a lot of flexibility at the disposal of the writer. Literary writing has an aesthetic
appeal, and the writer takes care to make it enjoyable for the readers. There is no limitation of
words in the case of literary writing, and this style of writing is very old.

What is the difference between Technical Writing and Literary Writing?

• The content and style of writing of technical writing is different from literary writing as the
subjects chosen are vastly different
• The intended audiences of technical writing are academicians and experts whereas literary
writing is for general readers
• The main purpose of technical writing is to inform and to implore action on the part of the
readers whereas the main purpose of literary writing is to entertain and to arouse emotions
• Technical writing makes use of figures of speeches whereas technical writing is to the point
and straight forward
• Technical writing is non-fiction whereas literary writing is mostly fiction
• Logic and reasoning dominate technical writing while humanism is the main characteristic of
literary writing
Activity 1 Venn diagram
In this activity you have to compare the similarities and the difference between the
technical writing and literary writing.

Refer to the worksheet #1 for your answer on Activity 1 Venn Diagram

DISCUSSION 1.2

Technical writing and Literary writing are two important writing styles used by writers
depending on the subject matter, purpose and intended audience. The main difference between
technical writing and literary writing is that, literary language is the writing style used in
literary work while technical writing is a style used in writing for a particular field. Let us
first briefly analyze theses two styles separately before discussing the difference between
technical writing and literary writing.

What is Literary Writing

Literary writing is a style of writing that is used in creative and literary work; this is the
style of writing that is used in fiction. Examples for literary writing include poems, novels, short
stories, dramas etc. The most significant difference between literary writing and other styles of
writing is that the language used in literary writing uses many literary figures. Observe the
below-given stanza to observe this feature.12

“I wandered lonely as a cloud

That floats on high o’er vales and hills,
When all at once I saw a crowd,
A host, of golden daffodils;
Beside the lake, beneath the trees,
                                                    Fluttering and dancing in the breeze.”                                                    
(First stanza from William Wordsworth’s “I wandered Lonely As a Cloud”)

A Novel, an example for literary writing

What is Technical Writing

Technical writing is a style of writing used in delivering technical information regarding

a particular subject. Here, the intended audience should have a certain knowledge about the
subject in order to understand the technical jargon and the meaning of the text. Technical writing
is the style of writing that is mostly observed in Non-fiction. Examples for technical writing
include essays, manuals, reports etc. This style of writing is direct and simple. If we were to
express the idea conveyed in the above poem in technical writing, we’d simply say. “The
narrator was walking alone, when he saw a patch of daffodils near the lake.”

A Manual, an example for Technical Writing

Difference Between Technical Writing and Literary Writing

Definition:
Technical writing: Technical writing is a process of managing technical information in a way
that allow people to take actions.
Literary writing: Literary writing is a creating innovative, creative work, such as poems or
novels, and compilations or volumes of creative work.

Purpose:
Technical Writing: Written to inform, instruct readers about a certain thing.
Literary Writing: Written to entertain, amuse readers.

Language
Technical Writing:  The language used in technical writing is direct, factual, and
straightforward.
Literary Writing: The language used in literary writing is creative,
imaginative and uses literary techniques like hyperbole, personification, similes, metaphors,
etc.

Appeal
Technical Writing: Technical Writing appeals to the mind.
Literary Writing: Literary Writing appeals to emotions.

Structure
Technical Writing: Technical writing has technical vocabulary, simple sentences,
impersonal, objective tone.
Literary Writing: Literary writing might have complex sentence structure and linguistic
aspects like dialects, ambiguity, etc.

Audience
Technical Writing: Technical writing is written for those who are knowledgeable about that
particular subject area.
Literary Writing: Literary writing is written for general readers.

Activity 2 Complete Me!

In this activity you have to complete the chart by writing the needed information of the
difference between Technical Writing and Literary Writing
 Republic of the Philippines
Department of Education
Region IV-A CALABARZON
Division of Batangas
Calaca Academy, Inc.
Calaca, Batangas

Worksheet in Elective 7
Distinction between Technical and Literary Writing

Name:__________________________ Date:_____________
Grade/Section:_______________ Worksheet Number 1
Directions: Compare the similarities and the difference between the technical writing and
literary writing.
 TECHNICAL LITERARY
WRITING WRITING

Republic of the Philippines

Department of Education
Region IV-A CALABARZON
Division of Batangas
Calaca Academy, Inc.
Calaca, Batangas

Worksheet in Elective 7
Distinction between Technical and Literary Writing

Name:__________________________ Date:_____________
Grade/Section:_______________ Worksheet Number 2
Directions: Complete the chart by writing the statement or information about the
difference between the technical writing and literary writing.
 TECHNICAL WRITING LITERARY WRITING

DEFINITION

PURPOSE

LANGUAGE

APPEAL

STRUCTURE

AUDIENCE

Republic of the Philippines

Department of Education
Region IV-A CALABARZON
Division of Batangas
Calaca Academy, Inc.
Calaca, Batangas

LEARNING MODULE
Technical Writing (Elective 7)
Name:__________________________ Grade/Section:_____________
Teacher:________________________
 Unit III

Module Report Layout

1
Are you wondering how to write a report? Unlike an essay, which sets out to defend a
writer's view about a topic and does not have to feature headings, a report discusses a topic in a
structured, easy-to-follow format. Reports are divided into sections with headings and
subheadings.

 Report writing  may involve academic, technical, business or feature

recommendations for particular actions. It typically presents facts about a given situation,
process or project that are thoroughly defined and analysed by the author. But writing a
report is a bit more complicated than essay writing , as every aspect of the report plays a
significant role in the delivery of a certain message. Apart from using the right choice of
words, following a report writing format is critical in obtaining clear communication.

At the end of this module, you are expected to answer the questions:

 What are the effectiveness of knowing and understanding the report layout?

3 WEEKS (January 4 - 15, 2021)

MODULE 1: REPORT LAYOUT

 Describe the main elements of the standard writing format.

 Identify the different guidelines in writing the report.

DISCUSSION 1.1
Main Elements of the Standard Report Writing Format
An organized report is essential in any given field — be it business or education.
In order to create a report that is easy to understand, the document must be
structured properly. Though a report writing format may differ depending on the
purpose or the policy given by an entity, there are a few components of an
average report format that you can follow.

1. Title Section
The format of the title section of your report would depend on the length of the
said document. Short reports may include just the author, date prepared, and other
information deemed necessary. Long reports, on the other hand, may require
designated pages for its table of contents and definition of terms as well.

2. Summary
A summary is an essential part of any lengthy document. It should provide an
overview of the report’s content for readers to refer to. Since some people choose
to skim through the summary rather than read the whole report, this section
must consist of the key points, conclusion, and recommendations. Relevant
information must be presented accordingly for the audience to comprehend. It
would be best to write this portion by the very end of the writing process to
ensure that every major detail is included in the report.

3. Introduction
The introduction of your report should explain the problem at hand along with the
purpose of preparing the report. You may also insert the definition of terms in
this part if you have failed to include it in the title section. An explanation
about how the details of the report are arranged must also be presented to provide
a general overview for readers.

4. Body
The body of your report typically consists of the most number of pages. It may
also be broken down into subparts with subtitles that support and expound the
major points stated in the report. These subparts may vary depending on the type
of report you are creating as well. Information is typically arranged according to
its level of importance, with the most significant data coming first.

5. Conclusion
This part connects everything together. Similar to the summary, most people read
this section to study the data and results gathered in the report. For this reason
alone, crafting a conclusion that is free of jargon is important. Instead of
repeating everything you have mentioned in your report, you must present your
final thoughts or statement on the subject at hand.

6. Recommendations
Any suggestions or additional actions that need to be taken are discussed in this
part of the report. Any limitations or concerns that you have failed to tackle in
your report must be stated for future reference as well. In most cases,
recommendations are presented in order of priority.

7. Appendices
Technical details of your report are usually found in this section. Experts in the
given field usually consider this section critical for further studies. This may
either be in a statistical, explanatory or bibliographical nature.

Activity 1 Flower Map

Identify and write the main elements of the standard report writing format in the flower
map.

Refer to the worksheet #1 for your answer on Activity 1 Flower Map

DISCUSSION 1.2
Guidelines for Writing a Report
Besides following the right format, you must focus your attention towards the
content of your report as well. So here are some pointers in report writing to help
you get started:
 Make it clear and specific. There are some words that can sound a bit too
vague, opening doors to other ideas that aren’t relevant to your report. This is
why it’s always important to strive for clarity in communication. You can do this
by limiting yourself to one idea per sentence in order to carry out a specific
message to readers.

 Use simple language. Instead of trying to impress your readers with a

series of complex terminologies and what not, it would be better to focus on
communicating properly with your audience. Avoid technical words that are
difficult to understand by the majority, unless completely necessary. If so, you
must explain these terms in a well-detailed manner. Expound ideas that need to be
understood, and make sure all the words written in your report have a significant
purpose.

 Stick to facts. Guesses and hunches have no place in a report. Refrain from

using statements that are drawn from mere assumptions. It’s important to stick to
facts to avoid conflicting thoughts or possible misinterpretations.

 Write in paragraphs. There’s a good reason why paragraphs play a vital

role in communication. For starters, it allows us to organize ideas accordingly for
better delivery. This will help make your report appear more logical for an
audience to read and comprehend. The proper use of transitional phrases and
sentences  is also essential in report writing.

 Use a bullet style for lists. Sometimes, writing in paragraphs can be

challenging, especially when dealing with similar or conflicting points that need
to be enumerated one by one. For cases like this, using a bullet style to create a
list is highly recommended. Not only can it keep things organized, but it can also
highlight thoughts that need to be emphasized in the report.   

 Observe proper grammar and punctuation. Even professional writers can

commit errors with their narratives. Knowing this, it’s important to proofread
your report for any spelling or grammar mistakes. You may even try reading the
report aloud to see if the flow of words and sentence construction make sense.
The correct use of punctuation marks must also be observed.

Presentation and Style

Presenting a report in a simple and concise manner should be of top priority when
it comes to report writing. Take note that proper formatting also involves the
subsections, font style and size, and the manner in which data is presented. Listed
below are common formatting styles that may be used in your report to make it
look organized and presentable for readers:

 Font – The standard font style for any formal report  is Arial or Times New
Roman, due to its easy-to-read nature, but your font choice may also depend on
the instructions given. Make sure to use only a single font style throughout the
document for consistency and formality.
 Lists – If the circumstance calls for it, use a list to break down information
into several points that may easily be understood. While you may have the option
to use a numbered list style, a bulleted list style would be more appropriate.

 Headings and subheadings – Headings and subheadings are a principal part

of a formal document. Similar to a thesis proposal , a report must be sectioned into
manageable chunks of information. This will help both the author and the reader
identify definite topics discussed in the paper. Each section should then be listed
in the table of contents to serve as a guide for readers.

One of the end goals in report writing is to make the right impression. But to do
this, you must first follow a structured format to keep your thoughts on track. Not
only will this help create a natural flow of ideas for readers to grasp, but this will
also contribute to the credibility and reliability of the writer as well as the
information contained in the report. Once you have a well-crafted report that
follows a proper report writing format in place, you’re sure to leave a lasting
impression with your targeted audience.

Activity 2 My Guidelines!

Write your own guidelines for writing a report.

Refer to the worksheet #2 for your answer on Activity 2 My Guidelines

Republic of the Philippines

Department of Education
Region IV-A CALABARZON
Division of Batangas
Calaca Academy, Inc.
Calaca, Batangas

Worksheet in Elective 7
Report Layout

Name:__________________________ Date:_____________
Grade/Section:_______________ Worksheet Number 1
Directions: Identify and write the main elements of the standard report writing format in
the flower map.

Republic of the Philippines

Department of Education
Region IV-A CALABARZON
Division of Batangas
Calaca Academy, Inc.
Calaca, Batangas

Worksheet in Elective 7
Report Layout

Name:__________________________ Date:_____________
Grade/Section:_______________ Worksheet Number 2
Directions: :Write your own guidelines for writing a report.

Republic of the Philippines

Department of Education
Region IV-A CALABARZON
Division of Batangas
Calaca Academy, Inc.
 LEARNING MODULE
Technical Writing (Elective 7)
Name:__________________________ Grade/Section:_____________
Teacher:________________________

Unit IV
Definition and Purpose of Business
Module
1
Writing
2 WEEKS

MODULE 1: Definition and Purpose of Business Writing

 Define and understand the purpose of Business Writing

 Describe the definition of business Writing

A letter is price of conversation by post. It is the most important means of written

communication. Every organization has to maintain contacts with its customers, suppliers,
Government Department and so on. The organization has also to exchange information with
various parties. Placing orders, soliciting enquires, executing orders etc. require communication.
For such type of communication the media used by the organization is a letter. This letter is
known as business letter.

In the words of H. A. Murphy and others, “The medium used most often for written
messages to persons outside your organization is the business letter.”

W. J. Weston said, “Business letter is the process of accomplishing business transaction in

written form.”

Business writing is such an interesting application of writing. It’s very pragmatic.

Improving your business writing can propel both careers and businesses. It’s the channel that
transmits nearly all business work and insight and interaction.
It flows up, down, laterally, internally, and externally to customers. It’s the foundation of
business.

The Functions or Purposes of a Business Letter

Business people have to communicate with the suppliers, debtors, creditors, customers and with
other concerned parties to exchange information. Business letters are basically used to
communicate with the above parties.

According to Ricks and Gow, “The primary purposes of business letters are to inform, instruct,
request, inquire, remit, order, advice, correct and to question.”
Purpose of Business Letter

1. Convey Information: The basic purpose of any business letter is to convey information

regarding business activities. Information can be transmitted through business letter to
customers, suppliers, debtors, government authorities, financial institutions, bank and insurance
companies and to any other parties related with the business.

2. Conclude Transaction: This is one of the specific purposes of business letter. To conclude in

completed transactions business letters are frequently used.

3. Creation of Demand: Business letters especially circular letters used to create demand for
new products. Circular letters can communicate many people in the same time.

4. Creation of Goodwill: In this electronic era messages can be sent within few seconds through
electronic media but a well decorated business letter has its own importance in creation positive
image of the company.

5. Expansion of Business: Through goodwill messages and through circular letters existing

market can be expanded.

6. Establishment of Relationship: Another important purpose of business letter is, it helps to

establish mutual relationship with the customers, suppliers and with the other interested parties.

7. Evidence: Business letters are also used to maintain documentary evidence. Letters can be
preserved for future reference.

8. To Inquire: A business concern not only sends messages but also receive information from
the outside. To run the business any firm need different types of information from outside.
Through business letters firms can inquire regarding necessary matters.

9. Placing Order: It is a very common purpose for using business letter. Both trading and
manufacturing concerns need to place orders for finished goods or raw-materials to run the
business.

10. Problem Solving: In the course of business, disputes and misunderstanding may arise.
Business letters play vital role in solving such misunderstandings.

Definition Of Business Writing

Business writing is a type of writing that seeks to elicit a business response. It's a purposeful
piece of writing that provides relevant information to help a reader know something or do
something. It must be substantive, clear, correct, and easy to scan.
Business Writing Should be Purposeful
There are two primary questions to ask every time we begin a business document (or email):
 Who is my reader? We have to understand our reader to match the information they need.
 What do I want my reader to know or do?
If we can't answer either of these questions, stop. There is no purpose to what you are about to
write, so it's not business writing.
If you are looking for more quick tips, you may enjoy our complete list of the best business
writing tips and tricks.

Substance Must be Both Accurate and Relevant

The most important element in business writing is the information it conveys.
If there are content gaps, incorrect information, irrelevant information or the same information is
repeated in different spins, the document will fail. Always. Even if the words and grammar are
beautiful and correct, the document will fail.

At its core, business writing is about information exchange, so this information is the essence of
business writing. The information must be complete, relevant to the reader, and accurate.

Be Clear
In business writing, "Write to Express, Not to Impress." 
The goal is to transmit information to a reader, so business writing requires clear language to
help a reader understand information easily. Writing clearly is one of the harder aspects of
business writing. One of my favorite quotes about writing is by Blaise Pascal: 
"I apologize for the length of this letter. I did not have time to make it shorter."

It's easy to write long, rambling sentence. Concise, clear writing requires skill. 
Concision can be challenging because it's a skill not emphasized in college. In academic writing,
assignments often require a certain length. We have to fill ten pages, and we're
instructed to develop our writing and expand the concept. We earn good grades partially through
the length and impressive language. Puffed up language is rewarded.

No one in business wants a longer document. In business writing, the required skills are the
ability to extract what is significant, synthesize, and write clearly.

Our schools and colleges are correct to teach and emphasize expository writing. No one can
become a good business writer without first being taught how to develop a thoughtful, well
organized essay. We can't extract or synthesize until we understand how to write cohesively and
develop a concept. Business writing sits on top of academic writing. 

I've taught both academic writing at a university and business writing to thousands of clients.
Good business writing is harder to write than good academic writing. 

Grammar and Sentence Structure Must be Correct

Good grammar shows both attention to detail and skill.
These traits are highly valued in business. A grammar error is unprofessional. Good grammar is
the convention language uses to help us communicate in a common language. It does matter. 
Business writing, like all language, evolves. Grammar and style evolve, also. Interestingly, all
but one style guide now state that emoticons, used judiciously, are acceptable in business
writing. All style guides now recommend one space after a period or other full stop in a sentence,
instead of two. These changing standards are why business writers need to continually hone
writing skills to stay current with conventions by reading articles about business writing or
taking a business writing course.
Easy to Scan
Business readers are busy and cannot read everything. To help with this information overload,
business documents must be easy to absorb. This means:
 No long paragraphs. 
 Use lots of white space
 Indent sub-information to indicate hierarchy
 Use numbered or bulleted lists

Headings above document sections are a natural antidote for information overload
Judicious use of bold or color can highlight key points
Format in business writing matters. These principles of business writing can be applied to
help improve your business writing skills.
The difference between business writing and other types of writing is similar to Mark
Twain's insight about word choice: “The difference between the right word and the almost right
word is the difference between the lightning and the lightning bug.”

Activity 1 Know It!

Identify and describe the Purpose of Business Letter using your own words. 2 points each

Refer to the worksheet #1 for your answer on Activity 1 Know It!

Republic of the Philippines

Department of Education
Region IV-A CALABARZON
Division of Batangas
 Calaca Academy, Inc.
Calaca, Batangas

Worksheet in Elective 7
Definition and Purpose of Business Writing

Name:__________________________ Date:_____________
Grade/Section:_______________ Worksheet Number 1
Identify and describe the Purpose of Business Letter using your own words. 2 points each