Lesson 3 The Technical Writing Process

LEARNING PAMANTASAN NG LUNGSOD NG MUNTINLUPA
MODULE COLLEGE OF BUSINESS ADMINISTRATION

University Road, Poblacion, Muntinlupa City
QR/CBA/0__ Course Title: Technical Writing / Business Correspondence
Issue No. 0 Revision No. 0 Effectivity Date 7 September 2020 Page No. 1
Lesson 3: The Technical Writing Process
Topics:
• Basic Principles of Technical Writing

• Stages of Technical Writing
• Organizing Content
Basic Principles of Technical Writing

• Content – an effective technical paper has
quality content, it lives up to standards and possesses
the positive traits of technical writing.
• Audience and Purpose – an effective
technical paper is reader-friendly; it is adapted to the
reader‘s needs, interests, and knowledge.
Note: Technical paper has substance and needs to

follow the writing principles or rules. Furthermore, it serves
its purpose and satisfies its readers. An effective technical writer knows his readers and
makes his writing fit to them. He produces the right effect because he considers his
readers and knows how to make them respond to his writings.
• Style Guide – a set of standards for writing and designing documents

either for the use of the general population for a certain publication,
organization, or specialization.
• Writing Style – refers to the method in which a writer selects to write
for his audience, writing style can differ in using structures/prose, adding
diction, and organizing figures of thought into efficient frameworks.
• Accessing Information – a technical writer must have access to
relevant information in doing his research to make it accurate, concise, and
clear.
• Grammar – and effective technical paper conforms to standard usage;
it does not violate grammatical rules or standards of correctness in language,
The Technical Writing Process

The technical writing process is essential to deliver accurate and clear information to
large groups of people. While the stages of the technical writing process are similar to
those of other writing projects, the technical demands of a technical writing project
require a heightened awareness of presentation errors and style choices for the writer.
The technical writing process takes these demands into consideration, organizing a
project in stages designed to clearly organize writer responsibilities.
1. Preparation
Preparation is the earliest stage in the technical writing process. During the
preparation stage, a technical writer answers a series of questions regarding his project.
These include considerations about the skill level of the audience, which determines
the technical specificity of the final document, and the purpose of the piece, which
explains the direction in which the writer will direct the project. The scope of the project
considers the amount of material the project should cover, and the medium used to
present the information considers the specific format used, such as the internet, a
PowerPoint presentation, or a formal document.
2. Research
The research stage is the phase in which the technical writer gathers information
about the project. This includes interviewing people working on the project, reading
technical information about the project, and spending some hands-on time working
with the new project if this is possible. Technical writers can return to this stage
multiple times if their initial information is not sufficient to cover the necessary project
information.
3. Organization
During the organization stage, a technical writer reviews all information gathered
during the research phase divides it into sections, and creates a formal outline for the
writing project. This includes dividing larger sections into a series of smaller sections,
each clearly covering every necessary point. Technical writers divide the researched
information throughout these sections, ensuring that every point has enough cited
information to stand as an independent point, without repeating information in multiple
sections.
4. First Draft
Technical writers sketch out the first draft, often by writing each section separately
and using the organized research for each section as they write. Draft writing, for
technical projects, focuses on active language, specific word choices, a clear
presentation style, and concise information for busy readers. Technical writers use
obvious section titles, dividing information clearly for readers.
5. Review and Revise

Once the technical writer finishes with the first draft, she enters the review and revises
the stage, where she reads the draft and makes necessary changes. The technical writer
checks for spelling, word choice, punctuation, passive voice usage, and typos in the
original draft. After the changes are made, she returns to the review and revises the
stage until the document is clear, precise, and accurate.
Organizing Content
• Researching Information – the organization of a document has a
strong influence on how well the reader understands and is able to use the
information; as a technical writer, you must organize information to help
readers learn and remember it.
• Select major topics – begin organizing your document by sorting
information into major topics; select the topics based on your analysis of your
reader‘s interest and need for information.
• Identify subtopics – after you determine your major topics, consider
how to sort the information into appropriate subtopics.
• Structuring Information – an outline begins as a short, informal list of
topics and grows into a detailed list that includes all major topics and subtopics;
it is later grouped into chunks of information most appropriate for the reader.
Note: There are two main types of outlines: Topic and Sentence outlines. Both
types are hierarchical outlines but a topic outline is far briefer.
A topic outline provides a quick overview of topics to be included in an essay.
You are probably already familiar with this structure. Look at a syllabus from one of
your courses. It is probably the equivalent of a topic outline, with topics listed for each
unit, and readings and assignments under each. After each heading in a topic outline
for an essay, a maximum of several words is used to identify the topic or idea that will
be discussed under the given heading.
In a sentence outline, the thesis and topic sentence of each supporting
paragraph is fully written out. The sentence outline forces part of the essay to be written
out in sentences before the first draft. Here are examples of sentence and topic outlines:
What Are the Benefits of Using an Outline When Writing?
Creating an outline as part of the writing process can save writers the frustration of
staring at a blank screen waiting for ideas. While outlines seem like a time-consuming
extra step, they actually save time by providing ―structure that can quickly become
more elaborate and detailed‖. There are several advantages to using an outlining when
writing:
a. Informal and Formal Outlines - to create a list outline, start with a

thesis, and list ideas. For a basic scratch outline, start with a thesis, number
your topic sentences, and include answers to questions the paper will answer.
In topic outline, begin with a thesis, and then using short phrases, assign Roman
numerals to topics and letters to subtopics. A formal, sentence outline,
organized like a topic outline, is most useful for long, complex papers.
b. Writing Plan - an outline helps writers create a writing plan. Writers

can test which ideas work well together and which examples best support their
topics. With an outline, writers can move information around, see gaps in logic,
and experiment before committing to a full draft. Outlines enable writers to
visualize whether they have included enough information for an introduction,
body, and conclusion.
c. Stay on Track - with an outline, writers have already laid out how they
will proceed with writing their paper, which prevents meandering aimlessly on
the page and confusing readers. With most of the heavy lifting done, writers
need only to refer to their outline to keep their writing on track. Outlines are
especially helpful when writing longer papers, where forgetting important
points and sources are more likely. An outline is a detailed roadmap.
d. Stay Organized - the content organization can be challenging when

writers generate pages of text and then try to impose order. More often than
not, the paper will be marked by repetition and include irrelevant content. This
is where an outline can save the day. With the thesis, topics, and sub-topics
already in place, the writer does not have to stop the flow of writing. She can
just use the outline as a template and expand with details.
6. Writing Clearly – each paragraph in a document is a unit of sentences

that focuses on one idea as a visual element to break up the text into manageable
chunks of information.
Writing clearly guides readers by:
a. Introducing individually distinct but related topics
b. Emphasizing key points
c. Showing relationships between major points
d. Providing visual breaks in pages to ease reading.
7. Unity – means concentration in one single topic.
8. Coherence – when sentences proceed in a sequence that supports one

point at a time.
9. Development – develop your paragraphs by including enough details

so that your reader understands the main point.
10. Collaborating – collaboration is common in technical writing because

no particular person has all the information, skills, and time to create a large
document. Writing with a partner often occurs when two people report research
or laboratory tests they have jointly conducted.
Checklist for writing with a partner:

o Plan the document together o Divide the task of gathering information
o Decide who will draft which sections of the document o Draft the document
together
o Consult informally to clarify points, change organization, and content
during the drafting stage.
o Edit individually for typographical and grammatical errors.
Learning Activity Sheet: Multiple Choice: Choose the letter of the correct
answer
1. An error-free technical report is characterized by

a. Grammatical correctness
b. Accuracy
c. Mechanical neatness
d. Straight sentences
2. A concise technical report has

a. Brevity
b. Objectivity
c. Dignity
d. Facility
3. When a technical writer trusts himself, he writes with

a. Facility
b. Dignity
c. Coherence
d. Knowledge
4. A technical report has focus; it is characterized by

a. Brevity
b. Honesty
c. Objectivity
d. Dignity
5. A technical report has stress, is characterized by

a. Brevity
b. Emphasis
c. Facility
d. Viewpoint
6. Graphic aids form a part of

a. Mechanical facility
b. Planning
c. Revision
d. Illustrations
7. The correctness of punctuation marks is manifested by a technical

writer who knows a. Logic
b. Normal procedure
c. Grammatical correctness
d. Mechanical accuracy
8. Selecting a topic is part of

a. Revision
b. Planning
c. Qualification
d. You-point
9. The stages of writing are associated with

a. Planning only
b. Revision only
c. Normal procedure
d. Qualification
10. Avoiding unnecessary words are employed to produce

a. Thoroughness
b. Straight sentences
c. Grammatical correctness
d. Word choice

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LEARNING PAMANTASAN NG LUNGSOD NG MUNTINLUPA

MODULE COLLEGE OF BUSINESS ADMINISTRATION

Lesson 3: The Technical Writing Process

• Basic Principles of Technical Writing

Basic Principles of Technical Writing

Note: Technical paper has substance and needs to

• Style Guide – a set of standards for writing and designing documents

The Technical Writing Process

5. Review and Revise

What Are the Benefits of Using an Outline When Writing?

a. Informal and Formal Outlines - to create a list outline, start with a

b. Writing Plan - an outline helps writers create a writing plan. Writers

d. Stay Organized - the content organization can be challenging when

6. Writing Clearly – each paragraph in a document is a unit of sentences

7. Unity – means concentration in one single topic.

8. Coherence – when sentences proceed in a sequence that supports one

9. Development – develop your paragraphs by including enough details

10. Collaborating – collaboration is common in technical writing because

Checklist for writing with a partner:

1. An error-free technical report is characterized by

2. A concise technical report has

3. When a technical writer trusts himself, he writes with

4. A technical report has focus; it is characterized by

5. A technical report has stress, is characterized by

6. Graphic aids form a part of

7. The correctness of punctuation marks is manifested by a technical

8. Selecting a topic is part of

9. The stages of writing are associated with

10. Avoiding unnecessary words are employed to produce

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