UNDERSTANDING THE NATURE OF TECHNICAL WRITING
Graphic aids are drawings, sketches and illustrations that
A technical writer creates written content that is designed to
communicate about technical or highly specialized topics, in
industries ranging from finance to engineering to
manufacturing and more. It is also used to describe processes
and procedures, from using your iPhone to building a Lego
house, for example. The main goal of technical writing is to
break down complex information into user-friendly language.
Technical writing can come in the form of white papers,
proposals, instruction manuals, standard operating
procedures (SOPs), product demonstrations, and more.
Acclaimed proponents of technical writing, Mills and Walter
(1981) gave several definitions to aid us in understanding the
nature of technical writing. According to them:
1. Technical Writing is writing about scientific subjects and
about various technical subjects associated with the sciences.
2. Technical Writing is characterized by certain formal
elements, such as its scientific and technical vocabulary, its
use of graphic aids, and its use of conventional report forms.
3. Technical Writing is ideally characterized by the
maintenance of an attitude of impartiality and objectivity, by
extreme care to convey information accurately and concisely,
and by absence of any attempt to arouse emotion.
4. Technical Writing is writing in which there is a relatively
high concentration of certain complex and important writing
techniques, in particular description of mechanisms,
description of process, definition, classification, and
interpretation.
To students, perhaps, Technical Writing may just be a
requirement to pass an assignment, but to professionals, it
may be any of the following which is required to fulfill a task.
THESE ARE THE PRODUCTS OF TECHNICAL WRITING:
1. A business letter is a type of written communication. It is
written using formal language and follows formal elements of
letter writing. People usually write business letters to
communicate with companies, organizations, or individuals
with the purpose of applying for a job, making requests,
seeking appointments, etc.
2. Contract is a written agreement between two people
under mutually agreed terms.
3. Monograph is a detailed essay or book on a very specific
topic. It is usually written by professionals or academicians on
topics of interest concerning their specific fields.
4. Printed action memo is a ready-format memorandum that
only requires a checkmark on the appropriate box that
contains the message. This is especially useful for busy people
who need to make quick decisions and act on the
circumstance or situation.
5.
aid the readers in understanding the presented data.
6. Instructional manuals are written to guide the readers on
how to assemble, maintain, and operate an apparatus,
machine, or gadget.
7. Brochures are pamphlets or flyers that endorse a product
in such a way that the potential customer will be convinced
that the product is effective and eventually avail themselves
of the product.
8. Proposals are written suggestions on how to make the
company or organization more productive and successful.
Most companies and organizations require this before an
agreement is reached.
9. Memoranda are inter-office written communication used
to disseminate information.
Five Important Principles in Good Technical Writing
1. Always have in mind a specific reader, real or imaginary,
when you are writing a report. Always assume that he is
intelligent, but uninformed.
2. Before you start to write, always decide what the exact
purpose of your report is, and make sure that every
paragraph, every sentence, every word makes a clear
contribution to that purpose.
3. Use language that is simple, concrete, and familiar.
4. At the beginning and end of every section of your report,
check your writing according to this principle: “First you tell
the reader what you’re going to tell him, then you tell him
what you’ve told him.”
5. Make your report attractive.
Seven Purposes of Technical Writing
1. It serves as the basis for management decisions.
2. It furnishes the information needed.
3. It gives instructions.
4. It records business transactions through proposals.
5. It procures business proposals.
6. It serves as the basis for public relations.
7. It provides reports to stockholders of companies.
FIVE PROPERTIES OF TECHNICAL WRITING
The following properties of technical writing are also known
as “considerations” when writing technical reports.
1. Subject Matter - The subject matter is an essential element
in technical report writing. Some examples of this are
description of a process, writing about a theory, or submitting
a policy.
2. Audience - This is a property which pertains to a particular
reader of technical literature.
 3. Expression - This property refers to two basic modes in
which a technical report has to be delivered – writing it or
reading it.
4. Style - This refers to how the material is written. A
technical writer uses a clear, specific point of view, objective,
impartial, and unemotional style in writing.
5. Arrangement of Materials - This pertains to how ideas
should be organized in chronological, spatial, or logical order,
from general to specific or specific to general, and use
illustrations to present the information.
Differences Between Technical Writing & Creative Writing
WRITING EFFECTIVE BUSINESS CORRESPONDENCE
Effective communication is the key to success in business.
That is why business depends so much on communication.
People must communicate to plan products; hire, train, and
motivate workers; coordinate manufacturing and delivery;
persuade customers to buy; and bill them for sale (Locker,
2006). Certainly, communication can’t be set apart from
business for it gives life and light to any business transactions.
Indeed, great knowledge of proper and effective
communication skills in business and in organization is vital.
Business communication refers to how people communicate,
whereas organizational communication deals with whom to
communicate.
What is Business Correspondence?
It is an umbrella term for all written communication used in
business relationships with business partners or for internal
communication in the organization. It also includes all written
correspondence in organizations such as personal documents,
simple legal documents, personal letters, business contracts,
marketing materials, and official letters, both in electronic
and paper form.
Three Basic Functions of Communication
1. To inform
2. To persuade
3. To promote goodwill
IMPORTANCE OF BUSINESS CORRESPONDENCE
Businesses take place from the most remote places in the
world to the bustling cities where everyone is given equal
access to the services or goods these enterprises offer.
1. Establishes and keeps good business relationship. This
exchange of communication happens in a national and even
international sphere. Clients or customers inquire from
businesspeople about their services or products, seeking
information, ordering, securing goods or services, and even
canceling transactions.
2. Saves time and energy. Customers are able to save time
and energy in making their inquiries or orders through letters
instead of going to the business shops themselves.
3. Serves as a record and evidence. Letters, both incoming
and outgoing, when properly filed and compiled, are effective
records of transactions which can also serve as evidence in
case of dispute between client and businessperson.
4. Promotes goodwill. It is therefore important for all
business organizations to utilize business correspondence in
establishing rapport with customers or clients. Having
courteous tone or pleasant statement can promote goodwill
and maintain the image of their companies.
PERSONAL & BUSINESS LETTERS
1. Personal Letter - Is a written type of communication of an
individual to another concerning personal or family affairs
rather than business matters. This kind of letter does not
follow certain rules or structures and uses less formal
wording or colloquial language.
2. Business Letter - Is a formal type of written letter
concerning business transactions and other business-related
issues and information. This kind of letter must adhere to
certain rules, restrictions, and formats and must use formal
language.
CHARACTERISTICS OF A BUSINESS LETTER
A business letter is one of the vital components of the success
of a business. To ensure that we are writing an effective
business letter, there are 10 Cs we should consider:
1. Clarity - Refers to readability of information which is easy
to understand. We should bear in mind that simple words are
preferred to complex ones.
2. Conciseness - Refers to being direct and brief without
compromising the complete idea. In writing a business letter,
we should not include unnecessary information which might
confuse the reader.
3. Completeness - Refers to the inclusion of complete
information the business letter should answer the question
WHO, WHAT, WHEN, WHERE, and HOW to produce a good
and complete business letter.
4. Correctness - Refers to the correct grammar, punctuation,
spacing, information, and structure. It also refers to the
correct format of a business letter.
5. Courteousness - Refers to the politeness of the tone of the
business letter. Being friendly by showing a positive approach
is the key for successful communication in business.
6. Coherence - Refers to the smooth flow of ideas in a
business letter. The content of a business letter should be in
order and easy to follow.
7. Concreteness - Refers to the use of specific words not
general words. Instead of saying return of investment, you
can say profit.
8. Consideration - Refers to the use of a professional tone to
show respect to the reader of the letter.
9. Consistency - Refers to the uniformity of the time and style
of the writer of a business letter.
10. Credibility - Refers to the personality of the writer himself
which might reflect on his writings.
EXTERNAL QUALITIES OF A GOOD BUSINESS LETTER
1. Paper - Since high quality paper costs very high, it is
acceptable to use good paper for original copy and regular
paper may be used for duplicates. Some companies use
different colors of paper for different types of
correspondence; thereby making it easier for filing and
identifying the required action. The size of the paper should
be in accordance with the envelope used by the company.
2. Fold - For window envelopes, the fold should be done in
such a way that would put the address of the receiver clearly
visible through the window of the envelope.
3. Envelope - Different businesses use different types of
envelopes, care should be taken in selecting the appropriate
type and size for the letters.
BASIC PARTS OF THE BUSINESS LETTER
1. LETTERHEAD - This part of a business letter includes the
company name, company mailing address, and company
contact numbers. It may also contain the company logo or
symbol of the organization. In case you write a business letter
not on behalf of any company, you may use a heading or a
return address. A heading/return address is composed of
your complete, correct, and specific address.
2. DATELINE - This part contains the month, day, and year
when the business letter was written. There are certain rules
in writing the correct dateline:
a. You should not use abbreviations when writing the
dateline. For example, 10-13-92 or 10-13-1992 or 10/13/92 or
Oct. 13, 1992.
b. You should not include st, nd, or th after the day of the
month. For example, September 1st, October 2nd, or
November 3rd.
c. You may use the conventional style, January 15, 2007, or
the military style, 15 January 2007.
3. INSIDE ADDRESS - This part consists of three, four or five
lines which include the complete name as well as the job
title/s of the receiver on the first line, the complete position
of the receiver on the second line, the complete name
division or department of the receiver on the third line,
followed by the complete address of the company or
organization.
4. SALUTATION - Is composed of the word “Dear” followed by
the last name of the receiver of the letter. Use the colon at
the end of the salutation. Has common forms such as:
a. Sir/Madam: (formal and official)
b. Dear Sir/Madam:
c. To Whom It May Concern:
5. BODY OF THE LETTER - This consists of the message of the
writer. Some claim that the first and last sentences are the
most important parts of the body of the letter. The first
sentence should make the reader feel at ease and the last
sentence should make the reader pleased and content. The
body is the meat of your letter. For block and modified block
letter formats, single space and left justify each paragraph.
Contains the actual message and is divided into:
a. Introductory part – draws attention to previous
correspondence or references.
 b. Main part - contains the subject matter or purpose of the
letter.

c. Conclusion - may reflect the sender’s intentions and

expectations as well as expressions of gratitude.

6. COMPLIMENTARY CLOSE - This is sometimes called closing,

the part where the sender says goodbye to the receiver of the
letter in a formal way. You may use the standard
complimentary close such as Sincerely or Sincerely yours or
Respectfully or Very respectfully yours. Other forms of
complimentary closure:

a. Respectfully yours (very formal)

b. Sincerely yours (typical, less formal)
c. Very truly yours (polite, neutral)
d. Cordially yours (friendly, formal)

7. SIGNATURE LINE - This is composed of the complete

typewritten name of the writer and his official designation, or
the name of the company.

8. WRITTEN SIGNATURE - This refers to the sender clearly

scribing or affixing his specimen signature on the space
between the complimentary close and the printed name.

9. END NOTATIONS - Business letters sometimes require
additional information that is placed at the left margin, two
spaces below the typed name and title of the writer in a long
letter, four spaces below in a short letter.
Example: Enclosure: Final Safety Report; Enclosures (2); and
Enc. or Encs.
OPTIONAL PARTS OF A BUSINESS LETTER
1. Attention Line - This is used when the letter urgently needs
to be received by the best person who can handle it.
Commonly, the attention line is at the center. Example:
Elysian Events Specialist
San Mateo, Rizal
Attention: Miss Armie Joie A. Rivera

2. Subject Line - This is used in short reports to let the reader

know the content of the letter immediately. It may be placed
above or below the inside address; maybe flushed to the left,
indented, or centered. Example:

Elysian Events Specialist

San Mateo, Rizal

Subject: Inquiry on Wedding Package

3. Enclosures - This is composed of the attached materials to

the letter. This is usually abbreviated Incl. Example:

Incl. 1. Grade Sheets

2. Class Records
3. Anecdotal Records

If you have any enclosed document such as: resume or

curriculum vitae, you can indicate this by typing “Enclosures”
one line below the listing. You also may include the name of
each document.
4. Copy Circulation - Lists persons who received copies of the
letter aside from the addressee. Example:

cc: Mr. John Paolo Sacre

cc: Human Resource Department

5. Postscript - Used only when the sender would add

information not presented in the body of the letter.

BUSINESS LETTERS PUNCTUATIONS AND STYLES

There are three ways to punctuate our business letters. We

can use Open Punctuation, Standard Punctuation, and Mixed
3. Semi-Block Style - This style is like the Block style however
Punctuation.
it follows the rule of indention to its paragraph. This style also
makes use of standard punctuation.
1. Open Punctuation - In writing a business letter, open
punctuation does not include any punctuation after any part
of the letter except the body of the letter or the message.

2. Standard Punctuation - This is the most common style of

punctuating a business letter which includes punctuation on
salutation and complimentary close only. The punctuation on
salutation is colon while on complimentary close, it’s comma.

3. Mixed Punctuation - This format uses comma (British Style)

or colon (American Style) after the salutation and uses
comma after the complimentary close.

BUSINESS LETTERS STYLES

4. Simplified Style - This style is similar to the full block style,
There are several business letter styles that are accepted and beginning all the parts of the letter at the left margin.
being used in the corporate world. However, the heading is placed at the center upper part of
the letter.
1. Full Block Style - In this style, some make use of Open
Punctuation, and some do not. All parts of this business letter
start at the left margin.

5. Indented Style - This style makes use of indentions which

have an uneven number of spaces in the various elements of
2. Modified Block Style - This style places the inside address
the letter. Nowadays, this style is rarely used because of its
and all paragraphs at the left margin while the heading,
complexity of arranging the different elements of the letter.
dateline, complimentary close start at the middle part of the
paper or #3 on the top ruler of MS Word going to the right
margin.

TYPES OF BUSINESS LETTER
There are different types of business letters that are
commonly used in the corporate world. They differ in
purpose, style, and nature. Some business letters transmit
good news while some transmit bad news.
Writing Good Vs Bad News Business Letters
If the business letter directly affects and stirs the emotions
and feelings of the reader, it is either a good or bad news
business letter. If you are writing a letter promoting someone
from your employee in your company, if you are commending
a team in your corporation for beating the monthly sales, you
are probably writing a good-news letter.
If you are writing a letter rejecting a job applicant, if you are
writing a thank you letter for an employee, or worse, writing
a letter to fire an employee, you are probably writing a bad-
news business letter. No matter what type of letter you are
writing, no matter how good or bad the letter is, always make
sure to be professional in writing the business letter.
GOOD-NEWS AND BAD-NEWS PATTERNS
Although the relative directness of correspondence may vary,
it is generally more effective to present good news directly
and bad news indirectly, especially if the stakes are high. This
principle is based on the fact that readers form their
impressions and attitudes very early and that you as a writer
may want to subordinate the bad news to reasons that make
the bad news understandable.
Examples:
BUSINESS LETTER
It is usually a letter from one company to another, or
between such organizations and their customers, clients, and
other external parties.
Types of Business Letters which are highly based on the
purpose for which the letter is being written.
1. Application Letter - Is sometimes called cover letter, is
composed persuasively whenever you are applying for your
target job. This letter is usually accompanied by your resume
for additional information of your experience and skills. In
writing your application letter, you may follow this format:
a. First paragraph: Determine the reason/s why you are
applying for the job. Mention if the job is solicited or
unsolicited.
b. Second paragraph: Explain why you deserve the job
without being too boastful. You may support it by citing your
qualifications.
c. Last paragraph: Even if you think you are hired or not,
thank the hiring personnel.

2. Resignation Letter - In many cases, the employee also will
detail his reason for leaving the company. When an employee
plans to leave his job, a letter of resignation is usually sent to
his immediate manager giving him notice and letting him
know when the last day of employment will be.
3. Cover Letter - Is a letter of introduction attached to or
accompanying another document such as resume or
curriculum vitae. The cover letter is a tool to help introduce
yourself in a memorable, personal way during a job
application.
4. Letter of Recommendation - Prospective employers often
ask job applicants for letters of recommendation before they
hire them. This type of letter is usually from a previous
employer or professor, and it describes the sender’s
relationship with and opinion of the job seeker.
5. Sales Letter - Typical sales letters start off with a very
strong statement to capture the interest of the reader. A
sales letter is a piece of direct mail which is designed to
persuade the reader to purchase a particular product or
service in the absence of a salesman.
6. Order Letter - Sent by consumers or businesses to a
manufacturer, retailer, or wholesaler to order goods or
services. These letters must contain specific information such
as model number, name of the product, the quantity desired
and expected price. Payment is sometimes included with the
letter.
7. Complaint Letter - The words and tone you choose to use
in a letter complaining to a business may be the deciding
factor on whether your complaint is satisfied. Be direct but
tactful and always use a professional tone if you want the
company to listen to you.
8. Adjustment Letter - An adjustment letter is normally sent
in response to a claim or complaint. If the adjustment is in the
customer’s favor, begin the letter with that news. If not, keep
your tone factual and let the customer know that you
understand the complaint.
9. Letter of Inquiry - Is a letter that asks for a particular
information or assistance. This type of business letter is
direct, and the questions are constructed to get the
information straightforwardly. In writing a letter of inquiry,
consider the following guidelines:
a. First paragraph: Begin with the most important question
or a summarizing statement.
b. Second paragraph: This part may contain an explanation or
list of questions.
c. Last paragraph: The ending should tell the reader what you
want to be done and when.
10. Letter of Reply or Response - Is written in response to a
letter of inquiry which directly answers all the inquiries
regarding the company’s products or services. As part of
business as usual, most companies promptly reply to all the
inquiries addressed to them. In writing the letter of response,
the following steps may help you:
a. Acknowledge the inquiry by mentioning important details
from the letter of inquiry you received.
b. Build goodwill and pave the way for future contacts by
using a cordial or friendly tone.
c. Answer the questions fully and send prompt replies.
11. Letter of Request - Is commonly used everywhere. We
daily use it in academe, in industry, even in the corporate
world. The main purpose of this letter is to request something
you need. In writing a letter of request, you may follow these
steps:
a. First paragraph: (orientation) This is the introduction part
where you begin with the details of the event or any activity.
The date, time, and venue should be also indicated.
b. Second paragraph: (information) In this part, you need to
mention the requested materials or equipment or even
venue. You need to be very specific in this part.
c. Last paragraph: (action) Thank the person in charge of
promoting goodwill.
12. Acknowledgment Letter - One way to build goodwill with
colleagues and clients is to send an acknowledgment, letting
them know that something they sent arrived and expressing
thanks. It is usually a short, polite note.
13. Acceptance Letter - When you decide to accept a job
offer, you can notify your new employer by telephone or in a
meeting—but to make your decision official, you need to
send an acceptance in writing.
14. Refusal Letter - When you decide to reject a job offer,
send a written job refusal to make that decision official, even
if you have already notified the employer during a meeting or
on the phone. Writing to an employer is an important
goodwill gesture. Be especially tactful and courteous—the
employer you are refusing has spent time and effort
interviewing you and may have counted on your accepting
the job.
WRITING ACTIVITY #2
Instruction: Write a Complaint Letter out of the given
scenario. Please be guided with the correct format.
You received an item (Powerbank Teclast 20000 mah) from
Shopee that was delivered by a Ninjavan last Tuesday, June
25, 2019. However, you didn’t expect that the item was
defective (state your own reason). Other than that, instead of
black color, white item was delivered.
WRITING ACTIVITY #3
Instructions: In response to the complaint letter concerning
the item you purchased that has a defect and item mismatch
in terms of color, WRITE an ADJUSTMENT LETTER. Therefore,
the inside address will now serve as the sender.
SELECTING THE MEDIUM
With so many media and forms of communication available,
selecting the most appropriate can be challenging. Which
electronic or paper medium is best, for example, depends on
a wide range of factors related to your audience, your
purpose, and the context of the communication.
Those factors include the following:
▪ the audience’s preferences and expectations
▪ an individual’s personal work style
▪ how widely information needs to be distributed
▪ what kind of record you need to keep
▪ the urgency of the communication
▪ the sensitivity or confidentiality required
▪ the technological resources available
▪ the organizational practices or regulations
1. Letters - Business letters with handwritten signatures are
often the most appropriate choice for formal
communications with professional associates or customers
outside an organization.
2. Memos - Memos are appropriate for internal
communication among members of the same organization;
they use a standard header and are sent on paper or as
attachments to e-mails.

Many organizations use e-mail rather than memos for routine

internal communications; however, organizations may use
memos printed on organizational stationery when they need
to communicate with the formality and authority of business
letters.

3. E-Mail - E-mail (or email) functions in the workplace as a

primary medium to communicate and share electronic files
with colleagues, clients, and customers. Although e-mail
messages may function as informal notes, they should follow
the writing strategy and style described in correspondence.

4. Instant Messages - Instant messaging (IM) on a computer

or cell phone may be an efficient way to communicate in real
time with coworkers, suppliers, and customers—especially
those at sites without access to e-mail.

5. Telephone Calls - Telephone calls are best used for

exchanges that require substantial interaction and the ability
of participants to interpret each other’s tone of voice. They
are useful for discussing sensitive issues and resolving
misunderstandings, although they do not provide the visual
cues possible during face-to-face meetings.

6. Faxes - A fax is most useful when the information—a

drawing or signed contract, for example—must be viewed in
its original form. Faxes are also useful when the recipient
either does not have e-mail or prefers faxed documents.

7. Meetings - In-person meetings are most appropriate for

initial or early contacts with associates and clients with whom
you intend to develop an important, long-term relationship or
need to establish rapport.

8. Video Conferences - Videoconferences are particularly

useful for meetings when travel is impractical. Unlike
telephone conference calls, videoconferences have the
advantage of allowing participants to see as well as to hear
one another.

9. Web Sites - A public Internet or company intranet Web site

is ideal for posting announcements or policies as well as for
making available or exchanging documents and files with
others.