Class # 2 September 4th, 2023.

Unit I: Process in technical writing.

Topic: Who am I writing to?
Contents: -Analyzing Your Readers.
-Collecting Information.

Objectives:
-To analyze the audience or readers they will write for in order to know what they want to
read.
-To learn the methods to collect information.
-To develop writing activities.

Read and learn:

 Analyzing audience:
Before writing a document you need to know your audience in order to satisfy its needs. It may
be a good idea to develop a profile of the audience you are addressing by answering the following
questions:

-Who is going to read the document?

-Who is my target audience? Are they internal or external readers?

-What is their perspectives on the topic, on me, and on the document I will write? What
are they expecting to do with the document? What is the document meant to accomplish?

-What is my goal or purpose in writing to these readers? What am I trying to communicate?

-What is my reader’s goal? Why does this audience want or need to read this document?

Getting a clear understanding of your audience is important in communicating effectively. It

also enables you to imagine your audience as you write and revise. Here you should analyze the
audience’s characteristics such as educational and cultural background, position within the
company and English competence.

 Collecting or gathering information:

Gathering Information describes the process of acquiring knowledge. It does not even require
new information as sometimes one learns simply by looking through old information from a
different perspective or with a new approach.

There some methods for gathering information, such as:

Case Studies, Checklists, Interviews, Observation, and Surveys or Questionnaires that
are all tools used to collect data. It is important to decide the tools for data collection
because research is carried out in different ways and for different purposes.
 Exercises:
I. Audience analysis: Look at the topics below and select the one you consider is the correct
audience and why.

1. You have been asked to write a report on Maintaining Internet Privacy for
a) A new internet user who just signed up for internet service
b) A start up e-commerce website developer
2. Prepare a document on Food-born Diseases for
a) Restaurant workers (servers and kitchen staff)
b) For a health inspector training course
3. Provide information on a proposed New Bus Shelter Design to
a) Mayor’s office
b) Contractor
c) Newspaper reporter writing an article on the issue

II. Observe the text below and think about a good tittle for it.

Tittle: _________________________________________________

Hi Lucia
How are you? _____________________________________ in Sydney at the sales meeting.
How was the rest of your trip? Did you see any kangaroos?
______________________________ to Mexico City OK. Anyway, I have the documents about
the new Berlin offices. We’re going to be open in three months. I moved here from London just
last week. They are very nice offices, and the location is perfect. There are lots of restaurants,
cafés and banks in the area. There’s also public transport; we are next to an U-Bahn (that is the
name for the metro here). Maybe you can come and see them one day? I would love to show you
Berlin, especially in the winter. You said you have never seen snow – you will see lots here!
________________________ you and me at the restaurant in Sydney. That was a very fun
night! Remember the singing Englishman? Crazy! Please send me any other photos you have of that
night. _________________________________.
________________________________ and I will send you the documents.
________________

Mikel

III. Choose the sentence (a or b) that is correct. Then, complete the spaces in the text.
1. a. It was so nice to know you last week. b. It was so nice to meet you last week.
2. a. I hope you got home. b. I wait you got home.
3. a. Here’s a photo of. b. Here a photo of.
4. a. Good memories. b. Good remembers.
5. a. Please give your email address me. b. Please give me your email address.
6. a. Bye until soon. b. Bye for now.
IV. Rewrite the following sentences so that they reflect the READER'S concerns, not the
writer's. You may have to invent some information.
For example:
Original sentences: This newsletter features important U.S. activities in marketing,
technical, and research and development areas. No pictures are included.

Rewritten sentences: To improve communications between U.S. and International regions,

this newsletter features important U.S. activities in marketing, technical, and research and
development areas. To facilitate the file download process for International colleagues , no
pictures are included.

1. I would like to express my appreciation for your help with this project.

2. We need you to complete this medical emergency form so that our records are complete.