MODULE I

INTRODUCTION TO TECHNICAL
WRITING IN THE PROFESSIONS

Lesson 1 Qualities of Effective Writing

Lesson 2 Communication Models

Lesson 3 Purposes for Writing

Lesson 4 ABC’s of Writing

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MODULE I

INTRODUCTION TO TECHNNICAL
WRITING IN THE PROFESSION

INTRODUCTION

This module presents the principles of writing such as the qualities of

writing, communication models, purposes for writing and ABC’s of writing.
This module contains helpful and useful discussions about the art and craft
of technical writing and about the principles that underlie good writing.

OBJECTIVES

After studying the module, you should be able to:

1. discuss the importance of technical writing in the professions.

2. explain the qualities of effective writing and communication
models.
3. give and explain the ABC’s of writing.

DIRECTIONS/ MODULE ORGANIZER

There are four lessons in the module. Study the lessons presented. At
the end of every lesson, application exercises are provided .The exercises
will make you analyze, criticize, synthesize, apply and create something.

In case you encounter difficulty, discuss this with your tutor during
the face-to-face meeting. If not contact your tutor at the CAS, DMMMSU -
MLUC office.

Good bless and happy reading!

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Lesson 1

Qualities of Effective
Writing

Technical communication- or technical writing, as the course is often

called- is not writing about a specific technical topic such as computers, but
about any technical topic. The term “technical” refers to knowledge that is
not wide spread, that is more the territory of experts and specialists.
Whatever your major is, you are developing an expertise- you are becoming
a specialist in a particular technical area. And whenever you try to write or
say anything about your field, you are engaged in technical communication.

Many different ingredients go into good writing, from smooth

sentences to correct capitalization. But no writer can keep every single
ingredient in mind all at once. Instead, it’s easier to consider three key
qualities: structure, ideas, and correctness. All writing- from paragraphs to
essays to reports, stories, and so on- should exhibit these qualities.

Structure. Good writing has a clearly developed beginning, middle,

and ending. Each main point and supporting details is arranged in an order
that is easy to follow.

Ideas. Effective writing presents interesting information about a

specific topic. The ideas are thoroughly developed through supporting
details. And these details are presented using strong sentences and specific
words.

Correctness. Good writing follows the basic standards of

punctuation, capitalization, spelling, and grammar. It is edited with care to
ensure that the work is correct and easy to follow.

You may have noticed that the qualities are simplified version of the
traits of effective writing- ideas, organization, voice, word choice, sentence
fluency, and conventions. While the traits have provided the foundation for
state writing standards for more than 50 years, the Common Core focuses on
just three of the traits (ideas, structure, conventions). We call this reduced
list of traits the “qualities” of effective writing.

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THINK!

Activity 1. Why is technical writing sometimes defined as simplifying the

complex?

Technical writing is sometimes defined as simplifying the complex

because it involves the presentation and communication of a more complex
or technical information into concise, useful, relevant and accurate
information to those who need it to accomplish a goal. Technical writing
does not only involves communication of technological information but also
objective, scientific, procedural and legal information. And as such, in order
to convey information in an effective and efficient way to the readers,
technical writing requires simplicity, clarity, and persuasiveness. These
characteristics enable simplifying the complex.

Activity 2. Rewrite the following sentences using language that is correct.

2.1 Reply to your favor of the 3rd beg to advise order will be shipped on.

2.2 Thanking you in advance for this order, we remain.

Thank you for your order, we remain.

2.3 Wish to advise the prices quoted you on our books are correct.

We want to inform you that the prices quoted on your books are
correct.

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Lesson 2

 Communication
Models

Communication models are systematic representations of the process

which helps in understanding how communication works can be done.
Models show the process metaphorically and in symbols. They form general
perspectives on communication by breaking communication from complex to
simple and keep the components in order.

The basic flow of communication can be seen in the diagram below.

In this flow, the sender sends a message to the receiver and then they share
the feedback on the communication process.

Sender Message Transmission Recipient Receiver

(Ideas) (Encodes) (Signals) (Decodes) (Meaning)

The methods of communication too, need to be carefully considered

before you decide on which method to uses for your purposes. Not all
communication methods work for all transactions.
Feedback
Once the methods of communication have
been understood, the next step would be to consider
various communication models. Due to the importance of communication,
different types of models have been introduced by experts over the years.

The models help the business organizations and other institutions to

understand how communication works, how messages are transmitted, how
it is received by the other party, and how the message is eventually
interpreted and understandable.

Different Communication Models

Let’s have a look at some famous and frequently used communication

models used nowadays.

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Shannon’s Model. One of the earliest models of communication that

introduced was Claude Shannon’s model. This was introduced in 1948. This
laid the foundation for the different communication models that we have
today, and has greatly helped and enhanced the communication process in
various fields. This model can be considered as the granddaddy of many
later
Source Encode Decode Receiver

communication models.

Following is a simple illustration of this model.

Noise

The diagram above clearly illustrates how communication takes

place, and also helps one to determine what could go wrong. In Shannon’s
model, the information source typically refers to a person, who then sends a
message with the use of transmitter. This transmitter could be any
instrument today, from phones to computers and other devices. The signals
that are sent and received can be vary depending on the method of
communication. The box at the bottom called NOISE refers to any signals
that may interfere with the message being carried. This again would depend
on the method of communication.The receiver is the instrument or the
person on the other side that receives the message. This model is the
simplest models to understand the workings of the communication process.

Berlo’s Model. Another famous communication model is Berlo’s

model. In this model, he stresses on the relationship between the person
sending the message and the receiver. According to this model, for the
message to be properly encoded and decoded, the communication skills of
both the source and the receiver should be at best. The communication will
be at its best only if the two points are skilled. Berlo’s model has four main
components and each component has its own sub components describing the
assisting factors of each. Following is the illustration of this model.

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Schramm’s Model. Schramm on the other hand, emphasized in 1954

that both the sender and the receiver take turns playing the role of the
encoder and the decoder when it comes to communication. The following
diagram illustrates the model proposed by Schramm.

These models have been followed by various other models such as the
Helical model, Aristotle’s models and several other models. You should
always keep in mind that each of these models has both their advantages
and disadvantages. While some communication models try to break down
the whole process in order to make it easier to understand, they are not
always as simple as they seem. There are several complexities involved in

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communication models. This is one thing that needs to be carefully

understood in the process of understanding how these models work. It is
best that both parties, the source (sender) and the receiver, are clear about
what they would like to discuss. This is also known as the context of the
message. This would make it much easier to decode what the other party is
saying without too much trouble. The process of communication, if kept
simple and to the point, should not usually have too many issues, and the
message will be easily understood by both parties.

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THINK!

Activity 1. Describe the basic flow of communication and identify the

elements present.

The elements present are the sender, message, transmission, and the
receiver and feedback.

Activity 2. Create your own model of communication inspired by your own

field of communication. Afterwards, explain it.

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Lesson 3

 Purposes for Writing

Purpose is the reason why we write, and we write for many different
purposes. There are many ways to achieve your writing purpose: choose a
form, choose the correct language, choose the style, organization, and kinds
of evidence.

Here are some questions students should consider when deciding on

writing purpose:

*Are you trying to sound more personal or authoritative?

*Are you wanting to entertain or inform?
*Are you relating to your audience or keeping the audience distant?
*Do you want to sound formal or informal?

Focusing on writing purpose will give students a rhetorical sense to

their writing. This will also help students be aware of the audience for
which they are writing .

There are many purposes to writing. The most popular are to inform,
to entertain, to explain, or to persuade. However, there are many more
including to express feelings, explore an idea, evaluate, mediate, problem
solve, or argue for or against an idea.

To understand deeper, go over the information given below:

PURPOSE OF WRITING

1. Writing to Inform

Definition: Communicate ideas and information to others

Examples: Journalistic writings, laboratory reports, research,
economic reports, business reports

2. Writing to Entertain

Definition: Use language in a humorous way and is usually combined

with explaining, informing, or arguing
Examples: Brief joke, newspaper column, television or podcast
script, internet homepage tidbit

3. Writing to Explain

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Definition: Gather facts and combine with experience to clarify who

or what something is, how it happened, or why something happened.
Also called “expository writing.”
Examples: Definition essay, process piece, cause-effect explanations

4. Writing to Persuade

Definition: Use appeals of logic, emotion, and character to prove a

point.
Examples: Advertisement, debate

5. Write to Argue

Definition: Special kind of persuasion that fairly and accurately

appeals to logic, emotion, and character to prove a point of view.
Examples: Problem-solution, research

6. Write to Evaluate

Definition: Specific kind of argument that argues for the merits of a

subject and presents evidence to support
Examples: Book, movie, restaurant or music review

7. Write to Express

Definition: Thoughts and feelings of author on a specific topic

Examples: Journal or diary entry, letter, poetry, personal narrative.

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THINK!

Activity 1. Choose two topics from those listed below. Write an information
making use of one of the purposes of writing.

1. Bullying in the school

2. Discrimination against LGBTQ group
3. Curfew for Minors
4. Community Quarantine due to Pandemic

Topic 1: BULLYING IN THE SCHOOL

Bullying has been considered a social issue in the Philippines because

in one way or another it has affected everybody. Rule II, Section 3 of
Republic Act No. 10627, otherwise known as the Anti-Bullying Act of 2013
defined bullying as “xxx any severe, or repeated use by one or more
students of a written, verbal or electronic expression, or a physical act or
gesture, or any combination thereof, directed at another student that has
the effect of actually causing or placing the latter in reasonable fear of
physical or emotional harm or damage to his property… xxx.” Bullying in
school as defined by the law includes not only physical bullying but also
covers cyber, social and gender-based bullying. According to studies here
and abroad, majority of bullying happens on the school where parental
guidance and supervision is at its minimum. And bullying in this instance is
much worse, vicious and continuous.
RA No. 10627 requires all public and private kindergarten, elementary
and secondary schools shall adopt policies to address the existence of
bullying in their respective institutions. It shall include provisions on
prohibited acts, prevention and intervention programs, mechanisms and
procedures. The Philippines through the said law needs the cooperation of
the teachers, other school personnel, students and parents for the
attainment of its purpose.

Topic 2: COMMUNITY QUARANTINE DUE TO PANDEMIC

Since the year 2019, Coronavirus disease (COVID-19) has been
declared a pandemic which has affected the lives of the whole world. The
Philippines as part of its measures to initially contain the transmission of
this virus has applied community quarantine since first quarter of 2020. And
up until now where infections has already breached the 2 million mark,
community quarantines are still in place. The Inter-Agency Task Force or
IATF has been organized by the executive of the government of the
Philippines to respond to affairs concerning emerging infectious diseases in
the country. They developed a National Action Plan (NAP) to slow down the
spread of COVID-19. And as such an Omnibus Guidelines on the
implementation of community quarantine in the Philippines was issued. It

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defined community quarantine as the restriction of movement within, into,

or out of the area of quarantine of individuals, large groups of people, or
communities, designed to reduce the likelihood of transmission of COVID-19
among persons in and to persons outside the affected areas.

The various community quarantine classification includes:

a. Enhanced Community Quarantine (ECQ)
b. Modified Enhanced Community Quarantine (MECQ)
c. General Community Quarantine (GCQ)
d. Modified General Community Quarantine (MGCQ)

Community quarantine is an effective way to protect the public.

Governments use quarantines to stop the spread of contagious diseases.
Quarantines are for people or groups who don’t have symptoms but were
exposed to the sickness. A quarantine keeps them away from others so they
don’t unknowingly infect anyone. 

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Lesson 4

 ABC’s of Technical Writing

The ABC’S offered a good device for people to remember all the
essential skills of writing.

Accuracy. A technical paper should be free from errors. A misplaced

element or misstated fact could make months, even years of labor
worthless. Accuracy of statement depends not only on individual words but
on the way sentences are put together, the way the paragraphs are
developed, and the way the report as a whole is balance. In conclusion,
technical writer should guard himself against being misunderstood.

Brevity. A technical writer should be short or brief and makes use

concise expressions. A technical writer should begin with his main point and
then show why it is sound. Emphasize the highlights of your work, cut out
irrelevant comments, immaterial excursions and meaningless statements.

Confidence. A report writer should develop on his paper the sense of

reliability and trust. He should be sure enough to know more about the
subject than anyone else at that time. If he convinced that he is saying is
right, he should say it. If not, he should go back to see where the problem
lies and how he can correct it.

Dignity. Dignity refers to the quality or state of being worthy,

honored, or esteemed. Grammatical constructions in a technical paper
should be complete. This can also be achieved with straightforward
expression and with summarized, simplified and well organized information.

Emphasis. A report writer should know how to stress major points. As

a matter of course, the writer must indicate the most important ones and
never expect the reader to find it out for himself. He should tell the reader
what is important and lead him from point to point by using straightforward
style plenty of guideposts and transitional aids.

Facility. Facility is making the report easy to read and understand.

For facility, report writing should observe pacing, sequence, arrangement,
and continuity.
 Pacing - is presenting technical and unfamiliar information in
small segments, explained, defined or illustrated before more
of such information is presented.
 Sequence - is leading the reader from familiar to unfamiliar,
from the simple to complex, from the whole to the parts.
 Arrangement - is emphasizing and balancing important parts to
show their proper relationship and importance.

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 Continuity - is showing that the thought of one part to another

should be clearly established, illustrated or stated.

Grammatical Correctness. It is the rule of the thumb that whatever

kind of writing a person does, the application of grammatical rule is a must.

Honesty. Honesty in writing is chiefly acknowledging the use of other

people’s information or work either on footnotes or in text. This can also be
shown by telling the readers, and one’s successes and failures.

Illustration. Illustration material referred to as graphics or visuals

which includes charts, diagrams, tables, photos and other which is used to
elucidate, clarify and support the writer’s views, precept, idea, or the text
given.

Judgment. This can also be referred to as qualifying or weighing the

materials that he had gathered. These can be done by considering these
criteria: (1) most ample; (2) most relevant or pertinent; (3) most simple in
explaining the facts with least additional evidence; (4) most harmonious
with the rest of the data and information.

Knowledge. Knowledge which is more than a collection of data,

involves interpretation and the formulation of conclusions.

Logic. Logic is thinking straight. It is the process of showing the

relations among groups of things and classes of groups. Fundamentally, it is
the way of doing classification- putting things in their proper slots. By
thinking logically, one can avoid the following trouble spots:

 Statements must not contradict each other.

 Words must be used in a consistent sense.
 Statements must move in one direction, whether space, time,
or relation.
 Statements must make sense.
 Judgments must not be based on too few data.
 Cause and effect should be clearly distinguished from simple
sequence.
 An authority should not be accepted if he is biased or he is not
an expert in that particular field.

Mechanical Neatness. Mechanical neatness connotes the general

appearance of the report. It involves putting the report in perfect shape-
neatly typed and well margined. A presentable and neat report reflects that
the writer gave enough time and effort to give the very best.

Normal Procedure. Normal procedure is following or conformity to

the acceptable arrangement of the different parts of a report. Report
readers are used into finding information presented in standard fashion. Is
someone departs from this, readers tend to be confused.

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Objectivity. Objectivity is the writer’s assuming a detached,

impartial point of view. He writes not to impress but to express his ideas,
beliefs or perceptions on the topic he is working out. He should treat his
subject matter the way he sees or observes it.

Planning. This gives purpose and direction to what he has to write. It

involves thinking ahead of what one has to do, when to do it, how to do it
and who is to do it.

Qualification. Qualification is explaining the circumstances

surrounding the work because they might have affected the results to be
reported. It also includes the evaluation of ideas, facts, or statements to be
included in the development of the report.

Revision. Revision is more than checking the spelling, punctuation

marks, spacing and margin. An effective report is one that is published and
refined to its perfection. The secret of good writing is rewriting. Use the
following questions to evaluate your drafts. You can use your responses to
revise your papers by reorganizing them to make your best points and stand
out, by adding needed information, by eliminating irrelevant information,
and by clarifying sections or sentences.

 Find your main point. What are you trying to say in the paper?
In other words, try to summarize your thesis, or main point,
and the evidence you are using to support that point.
 Identify your readers and your purpose. What are you trying
to do in the paper? In other words, are you trying to argue with
the reading, to analyze the reading, to evaluate the reading, to
apply the reading to another situation, or to accomplish
another goal?
 Evaluate your evidence. Does the body of your paper support
your thesis? Do you offer enough evidence to support your
claim? If you are using quotations from the text as evidence,
did you cite them properly?
 Save only the good pieces. Do all of the ideas relate back to
the thesis? Is there anything that doesn’t seem to fit? If so, you
either need to change your thesis to reflect the idea or cut the
idea.
 Tighten and clean up your language. Do all of the ideas in the
paper make sense? Are there unclear or confusing ideas or
sentences? Read your paper out loud and listen for awkward
pauses and unclear ideas. Cut out extra words, vagueness, and
misused words.

Straight Sentences. It is a good practice that the sentences to be

employed must be limited to only one idea or two closely related ideas.

Thoroughness. Thoroughness is treating the subject fully for the

report to have lasting value. He has to make sure that he has said enough to
satisfy the reader’s needs and achieve his objectives.

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Unity. Unity implies that all details and facts in the report are clearly
relevant to the main point under discussion. The main objective of a unified
report is to let the readers feel that they have read everything essential to
the subject undertaken.

Veracity. Veracity means truthfulness. Thus, a good technical paper

never misleads or misinterprets.

Word Choice. Word choice is the use of precise language that

communicates not just in a functional way, but in a way that moves and
enlightens the reader. In good descriptive writing, strong word choice paints
pictures in the reader’s mind.

You Point. You viewpoint means more than changing a personal

pronoun. Rather than self-centered, it requires that the message be
receiver-centered. It requires that “you” emphasize the receiver’s interests
and benefits rather than you own.

Zest. Zest in writing means enthusiasm and energy. Write only about
things that are worth writing and which are invigorating.

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THINK!

Activity 1. Is it possible to achieve all the ABC’s of writing when developing

something to read? Why? Why not?
Yes, especially in technical writing where there is a small room for
errors. The purpose of technical writing is to provide material that explains
a process or make a complex concept easier to understand for a particular
audience. In order to achieve all the ABC’s of writing, an ample amount of
time must be invested in making research for facts, formulating or drafting
the content of the work, and editing or proof-reading the work. A credible
writer is one who invests more time in perfecting his or her work. And by
perfecting I mean achieving all the ABC’s of writing.

Activity 2. Write an informative paragraph regarding the issue on “New

Normal.” Consider the lessons learned in this module while developing your
paragraph.
COVID-19 has brought a big shift in the lifestyle of our society. Pre-
pandemic, tourism has been a flourishing industry in our country and other
countries around the world. Due to the hype brought about by social media
such as Instagram and Facebook, posting to impress has become a norm to
many. Who would have thought that the pandemic would limit our
opportunities to travel around the world, if not the Philippines! Before we
know it, we’ve let go of our old normal and now settling into what seems to
be our new normal. As our tourism industry starts to operate again, we must
always remember to follow the protocols in what we call as the new normal.
You must protect yourself and remember to wash your hands frequently,
cover coughs and sneezes, avoid touching your face, avoid crowded places
and limit time in enclosed spaces, keep a distance of at least one meter
from others, regularly disinfects frequently touched objects and surfaces
and isolate yourself from other if feeling unwell and seek care, if needed.
Now, more than ever, it’s important that we all follow our national health
authority’s advice and be part of helping to prevent coronavirus
transmission.

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 MODULE SUMMARY

In Module 1, you have learned about the general rules to consider

before writing. You have learned the qualities of effective writing,
communication models, purposes of writing and ABC’s of writing.

Lesson 1 focused on the qualities of effective writing. A good writing

should exhibit structure, ideas and correctness.

Lesson 2 dealt with communication models which helps

understanding how communication works can be done.

Lesson 3 discussed the purposes for writing, for we write for many
different purposes.

Lesson 4 centered on the ABC’s of writing which offers good device

for students all the important skills of writing.

Congratulations! You have just studied Module I. now you are ready
to evaluate how much you have benefited from your reading by answering
the summative test. God Bless!

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SUMMATIVE TEST

Test 1. Part and parcel of the students’ university lives are requirements
that demand them to express their thoughts on an issue, critical analyses on
published information, creation of ideas and concepts based on gathered
data from credible sources, critique one’s masterpiece, among others. What
is your pertinent idea about this?

The mentioned activities which are given to students as part of their

curriculum are helpful to facilitate better application of their learnings in
school. As for everything, experience is always the best teacher. These help
them to develop their critical and analytical thinking and not just rely
theoretically. Also, the students are taught in order to prepare them for the
bigger picture and that is the life-after-school. And the best way to do it is
to let the students experience the real world through expressing their
opinions on certain issue and to stand by it, making business plans,
conducting feasibility studies, and criticize their work for better outputs.

Test 2. Write an essay about a social issue that interests you the most.
Apply the rules in writing studied in module 1.

MENTAL HEALTH

When is it okay to be not okay? And, when is it not okay to not be

okay? These questions has been circulating around the social media world
for quite some time now. And everyone has a lot to say about it.
In the Philippines, there have been a stigma regarding mental health.
This caused the rampant discriminations against those undergoing such
mental health problems. Mental health problems range from the worries we
all experience as part of everyday life to serious long-term conditions. The
majority of people who experience mental health problems can get over
them or learn to live with them, especially if they get help early on. But
there are some that needs professional help.

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Reference List

Books

Manalo, N.(2015). Technical and Report Writing.

Aquino, F.(2016). Business English Correspondence.

Igoy, J.(2016). Technical Writing and Reporting.Meycauayan,

Bulacan.Trinitas Publishing Inc.

Egipto, J.(2015). Writing Business Letters.

Websites

Qualities of Effective Writing. Retrieved from

https://www.k12thoughtfulllearning.com/teachersguide

Technical Writing. Retrieved from https://www.techwhirl.com

Technical Communication. Retrieved from

https://www.penoregon.pressbook.pub

Technical Communication. Retrieved from

https://www.tutorials.com

Technical Communication. Retrieved from

https://www.businesstopia.com

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