Lesson 5:

Different
Types & Tools
of Technical
Writing
 TODAY'S AGENDA
Introduction

Types of Technical
Documents

Email
Topics:
Interoffice Memo

Business Letters

Tools of Technical Writing

the generic term for
documentation with
regard to a product.
People mainly
associate the term
with the documents
and information that
are passed on the
public by the Technical
manufacturer. Documents
Examples:
User instructions

Operating instructions

Servicing instructions

Installation manuals

Software manuals

Online help
The term ― technical documents
refers to different documents
with product-related data and
information that are used and
stored for ― different purposes.
DIFFERENT PURPOSES
MEANS:

Product definition and specifications design

Manufacturing

Quality assurance

Product liability
Product presentation

Description of features, functions, and interfaces

Intended, safe, and correct use

Service and repair of technical product, as well

as its safe disposal
 Types of Technical Documents

EMAILS
is often considered an informal, conversational type of communication.

When using the email in the workplace, every email should be treated as a
formal piece of written communication that represents the company.

With the ability to forward emails to anyone, the sender should never
assume any privacy or exclusive audience.
TERMINOLOGIES TO CONSIDER:

a. To line - reserved for the primary audience of the

email; those who are directly affected or need the
information contained in the message

b. Carbon copy (CC) line – Reserved for secretary

audiences; those who are not directly addressed or
affected but who will still have some stake in knowing
the information contained in the email.

c. Blind Carbon Copy (BCC) line –when sender wishes

to conceal the other recipients of the message or to
discretely let somebody else in on a conversation.


d. Subject line – often the most overlooked and dismissed part of an

email; establishes priority in an inbox and helps determine what will be
read now versus later, or maybe never at all.
e. Body – American audiences have certai n
expectations for body materi al in most
correspondence, including email.

The first they like to know is the bottom l i ne up

front.

Secondly, they expect pertinent detai l s to f ol l ow,

explaining the initi al bottom-line statement.

State what is expected as a result

of the email.

Example: ―In preparation f or CEO

Edward Manuel‘ s visit tomorrow,
the following action items must
be completed by the close of the
business today.
Tell what information the email contains
and how it should be used.
Example: ―The following new hiring
process is to be implemented for all new
hires beginning today, July 29, 2020.

Ask for specific information.

Example: ―Please send me the software
development progress report for the
dates May 23, 2020 to May 31, 2020.
f. Attachments – should be referred to
the introduction.

Generally, the attachment is the

document that is to be sued, the email
body should be brief and relied on only
as introduction to the attachment.

Example: Attached is the new hiring

process document, which contains new
hiring form and directions for using this
form. This process is to be implemented
for all new hires beginning today, July
29, 2020. Please print or save this
document for future use and reference.
g. Replying – when replying only to
sender of an email, restrict information
in the "Reply To" only that which pertains
to the subject of the email. Do not bring
up a whole new subject just because the
person is someone who might know the
information.
 Types of Technical Documents
INTER-OFFICE MEMO
this refers to those memos that are distributed solely within a company and not
outside customers, clients, or partners. The memo form of communication most
often used to relay company-related information.

Example: ―Subject: Parking permits required as of August 25, 2020.

―Parking permits are required for all EMAMedia Services employees beginning
August 25, 2020. Permits can be picked up at the reception desk in the human
resources (HR) office, room 214. If you require special parking considerations,
please call the receptionist, Ms. Myla Magsino before going to HR and she will fill
out the appropriate paper work, and call you when your special permit has been
approved and received.
 a. Date line – in hard copy, the date of
the memo is actually distributed; in
email, the electronic system will
automatically stamp the date and
time the email was sent, so this is
generally part of the actual email
memo.

b. To line – in hand copy, this line can

be general such as "All Floor
Managers" or "All Full Time Faculty" in
email, this is still important to
determine the primary audience for
the memo.

Parts of an c. From line – can give a person‘ s

name, title, and department or
Interoffice division; if a department is being used,

Memo
a clear delineation of the manager in
that section should be included such
as "From: Human Resources, Grace
Sanchez, Manger."
D. Subject Line

determines priority even in hard copy; descriptive

but brief explanation of what the memo
addresses is the best way to determine the
wording of a subject line.

The more descriptive the subject line, the more

likely the memo will read and acted upon.

Examples:
"New expense report procedure to be
implemented by April 21, 2020."

"Mandatory training courses to be completed by

June 30, 2020."

"End-of-the-semester checklist and sign sheet."

e. Body
the body of a memo has an expected format and structure; introduction, body, and
conclusion.

Examples:
"The following end-of-the semester checklist must be completed and signed by all
instructors before checking out for summer break on May 20, 2020."

"The following list of courses is mandatory for all employees and must be completed
by June 20, 2020."
 Types of Technical Documents
BUSINESS LETTER
business letters focus on relationships. They are formal correspondence that
facilitates communication within a company or between a company and outside
customers, partners, potential clients, or other stakeholders.

Types of Business Letter

a. Cover letter – some types of cover letters include those sent with a resume,
letters that introduce longer documents (such as proposals or marketing plan),
or letters that accompany a product or service. Cover letters are generally short
and introductory in nature because they are often paired with another document
or product.
Business
Letter
Sample
b. Complaint Letter
- generated by anyone who is dissatisfied with a particular business
arrangement which can include individuals or companies. Complaint
letters may be about to a customer or about a product that was
damaged when received by a consumer.

c. Adjustment letter

– this is a reply to a complaint letter and can go one of two ways;

the letter either gives the customer what the customer asked for or
does not.
NOTE:
All correspondence that comes from a company should appear on a
company‘s printed stationery or letterhead. Letterhead should include
the company‘s name, logo (if applicable, address, phone, web site
and email address). Although, technical documents will vary
depending on audience and purpose, the general structure of
technical documents are as the same.
Parts of a Business Letter
a. Introduction – the introductory paragraph tells the reader right away what the letter is
about, what is wanted, or what is needed.

b. Body paragraphs – typically, there are only one or two body paragraphs that provide
eaders with background information or details pertaining to the order of business in the
letter; they are generally short and concise, providing only necessary information and no
extraneous details.

c. Closing paragraph – every technical document should conclude with a closing

paragraph that restates the purposes of the letter and provides the sender‘s contact
details.

d. Complimentary close – the letter should end with a complimentary close, such as
"Sincerely,""Best Regards," or "Respectfully Yours,‖ followed by a comma."

e. Signature block – after the complimentary close, space down four lines and then type
the name of the sender. The four-space block above the name is for signature.
 Tools of Technical
Writing
Professionals need the tools of technical
writing to produce better solutions. This is
usually achieved through collaboration within
or in between teams.

Teams function best they first build the

interpersonal environment necessary for their
creative problem-solving consider possible
approaches toward collaborating, and decide
on the ways they might handle conflict.
 ASPECTS IN
TECHNICAL WRITING
a. Collaborative writing – defined according on how people work together on a
project. At its heart is the fact that one produces something with the direct or
indirect help of others.

What one produces takes on a few form based on this input and interaction. One‘s
identity as an individual writer is likely to take second billing to the needs of the
team.

b. Relationship level – the most fundamental requirement is for the group

members to make contact with each other and to become acquainted, and
identify their common interests and the mutual benefits that might come from
working together.

 ASPECTS IN
TECHNICAL WRITING
c. Personal competencies – include the qualities, skills, and abilities necessary for
one‘s team to function and write together. Part of creating a successful team is
deciding what type of personal qualities and interpersonal skills one wants to have.

d. Technical knowledge – enables a team to solve a problem, create something or

execute a specific task.

e. Task level – where the goal of the team is established; it is determining exactly
what is that the team wants to accomplish. Successful teams shave a clear
understanding of their goal.

 ASPECTS IN
TECHNICAL WRITING
f. Research – method of gathering information or retrieving data; different ways to conduct
research:

f.1 Secondary research – using published research and scholarship to gather information.

f.2 Online research – conducted by using computer or electronic means, such as computer
network and databases.

g. Usability study – an investigation of how well a product meets its user‘s needs.
Conducted on-site or in the laboratory. Reference librarians are trained to help researchers
find needed information accurately and efficiently.

h. Periodical search – offers a wide variety of information in several publications such as

research journals or newspaper articles depending on the subject being researched.
Learning
Activity Sheet
Read the following proposal and answer the
questions after it.

Thank
I

You....
Ms. Dang Gannaban