5 Technical Writing

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• Itata – shoulder
• Itukituki – head
• Yepu itata ye-----pu

• Yepu itata ye----
• Yepu itata
• Yepu itukituki
• Yepu itukituki ye------------
Technical Writing Basics
Practical technical writing concepts
for non-writers
Module Objective
• To introduce the learners to
practical technical writing
concepts they can use in their
general work
Module Outline
Topic Description
1. Technical writing • Definition
• Rationale
• Communication continuum
2. Five components of • Development
technical writing • Grammar
• Organization
• Style
• Document design
3. Five traits of • Clarity
technical writing • Conciseness
• Accessibility
• Audience recognition
• Accuracy
4. Applying technical • Guided activity
writing concepts when
reviewing KPs
Activity 1
• Work in groups.
• You will be presented two sets of documents to review.
• Brainstorm the characteristics in terms of its documentaton

Consider the page layout, the length, the tone, content, and
the use of words in the document.
• Based on your discussions, come up with five (5) traits of

technical writing, and write them on your metacards.
• Post your metacards on the wall assigned to your group.

What is technical writing?
What Technical Writing Isn’t
Technical writing is not
• Literature
• An expressive essay or an
expository essay
• Journalism
Technical Writing: A Definition
• Technical writing is a communication written
for and about business and industry, focusing
on products and services: how to
manufacture them, deliver them, and use
them.
• It must be precise and easily understood.
• It is written:
 In the work environment
 For supervisors, colleagues, subordinates,
vendors, and customers
It includes
• Memos and e-mail • The job search
• Letters • Web pages
• Reports • Fliers
• Instructions • PowerPoint
• Brochures and presentations
newsletters • Graphics
In our context…
Technical writing is
• An instruction manual or a how-to guide
• An inter-office/department memo
• An e-mail you send to your director or colleagues
• A concept paper detailing a new process you want
to promote
• A feedback report about your experiences on the
field
• A good practice documentation
Why is technical writing
important?
KPs & Products, Services,
Correspondence and Processes Agency Context
can become meaningless
or dangerous without Technical manuals can Suggesting new ideas to
clear, precise writing that help employees when management to get their
outlines findings, unusual situations support could benefit
recommendations, occur, or as a from clear and concise
specifications, or comprehensive writing.
directions for use. reference.
Helps individuals save time and money.
Helps create convenience and safety for readers.

The Communication
Continuum
Methods of describing the meaning of words
Denotation
• the explicit or direct meaning of a word or phrase
• the strict dictionary meaning of a word
Connotation
• the associated or secondary meaning of a word or
phrase; suggested or implied meaning
• the emotional and imaginative association
surrounding a word
Type of Writing Examples Traits
CONNOTATIVE / EXPRESSIVE Creative writing Poems, plays, stories Connotative and expressive
words, fictional characters,
imagery, and plots
Expressive Narratives, Subjective, based on
writing descriptions personal experience,
connotative and expressive
words
Expository Comparison/contrast, Objective, connotative and
writing analysis, cause/effect, denotative words
argument/persuasion
Journalism News stories, features, Objective, written from
editorials factual observation, short
sentences and paragraphs,
some connotative but more
denotative words
Technical Memos, letters, Objective, written about
writing reports, instructions, products or services, short
résumés, web pages sentences and paragraphs,
denotative words
DENOTATIVE / OBJECTIVE
Five components of
technical writing
Five components of technical writing
1. Development
2. Grammar
3. Organization
4. Style
5. Document design
Development
• Technical writing requires a logical method of
development that will give shape and structure
to the document being written.
• Choose a method, or a combination of

methods that will best suit your subject,
audience, and purpose.
Five components of technical writing: Development

Methods of Development
Method Description
Cause-and-effect  Begins with either the cause or the effect of an event
 This approach can be used to develop a report that offers a solution to
a problem, beginning with the problem and moving on to the solution
or vice versa.
Chronological  Emphasizes the time element of a sequence, as in a trouble report that
traces events as they occurred in time
Comparison  Useful when writing about a new topic that is in many ways similar to
another topic that is more familiar to your readers.
Definition  Extends definitions with additional details, examples, comparisons, or
other explanatory devices
Division-and-  Either separates a whole into component parts and discusses each part
classification separately (division) or groups parts into categories that clarify the
relationship of the parts (classification)
Methods of Development
Method Description
General and specific  Proceeds either from general information to specific details or from
specific information to a general conclusion
 Presents information in either decreasing order of importance, as in a
proposal that begins with the most important point, or increasing
Order-of-importance
order of importance, as in a presentation that ends with the most
important point.
Sequential method  Emphasizes the order of elements in a process and is particularly
of development useful when writing step-by-step instructions
Spatial method of  Describes the physical appearance of an object or area from top to
development bottom, inside to outside, front to back, and so on

Grammar
• Grammar errors are more obvious in e-mails, one-
page memos, or letters.
• Grammar errors make documents look

unprofessional.
• Grammar errors get in the way of understanding—

and promoting understanding is one of the goals
of technical writing!
Five components of technical writing: Grammar
Organization
• Clear organization of ideas is essential to the
success of any writing project, be it a formal
report or an effective presentation
• Good organization is achieved by

 Outlining
 Using a logical and an appropriate method of
development that suits your subject, your
audience, and your purpose.
Five components of technical writing: Organization
• A well-organized
document also has a
carefully considered
layout and design that
will be helpful to
readers and a format
that suits one’s subject
and purpose.
Five components of technical writing: Organization

Style
Technical writing uses

• Short, denotative words
• Short sentences
• Short paragraphs with information
clarified through graphics (pie charts, line
graphs, etc.)
Five components of technical writing: Style

Why so short?
• Readers of technical writing do not have
time, nor necessarily an interest in the
subject matter.
• Brevity is important in critical situations

where people need to digest information
quickly.
Five components of technical writing: Style

Document design
• The layout and design of a document
can make even the most complex
information accessible.
• It can also give readers a favorable

impression of the writer and the
organization.
Five components of technical writing: Document Design
Document design
• Should help readers find information
easily
• Offer a simple and uncluttered
presentation
• Highlight structure, hierarchy, and order
• Fits the purpose of the document and its
context
Five components of technical writing: Document Design

Five traits of technical
writing
Five traits of technical writing
1. Clarity
2. Conciseness
3. Accessibility
4. Audience recognition
5. Accuracy
Clarity
• The most important criteria for effective
technical writing
• If the correspondence is not clear, the

reader will either
 Contact the writer for more information
 Just ignore the information
Five traits of technical writing: Clarity

• In either case
 The writer’s time is
wasted
 The reader’s time is
wasted
 The message is lost
• But clarity is not just a

time issue

? ?
?
BAD WORSE
• Equipment is damaged
• Owner is hurt
• Owner sends equipment
• Owner experiences
back
pain and anxiety
• Company replaces
• Doctor’s bills
equipment
• Bad public relations
• Costs accumulate
• Public relations are EVEN WORSE

frayed • Company is taken to court
• Company loses money
• Writer of manual loses a

job
• Public relations are severed

How to achieve clarity:
Reporter’s
Specificity
questions

REPORTER’S QUESTIONS
Who What When Where Why How
Who is the What do you When should the Where will the Why is the task How should the
audience? plan to do? job be work take place? being task be
completed? undertaken performed?
(rationale,
motivation,
goal)?
Who will know What do you What’s the Why is the What’s the
what? want the turnaround desired date preferred
audience to do? time? important? procedure?
Will the audience What do you What’s the
know a great want to know? timetable?
deal? (High
tech)
Will the audience What’s the
know a little desired
about the topic? schedule?
(Low tech)
Will the audience When do you
know nothing need an answer?
about the topic?
(Lay)

SPECIFICITY
Unclear: In Spain, many people
Avoid connotative words. died of cholera in the epidemic
some many of 1854-55.
frequently substantial Specific: In Spain, over 236,000

several few died of cholera in the epidemic
of 1854-55.
often recently

Pop quiz: Specificity
Revise the vague words and phrases that are set in bold. (You are allowed
to invent numbers.)
Vague Word(s) Specific Word(s)

The boy is really sick. The boy has acute meningitis.
The bus will leave in a few hours The bus will leave at 9 p.m.
Mariel has mental problems. Mariel has schizophrenia.
The feeding program is successful. ach 10,000 children in May.
The division will attend a capacity
building activity.
Possible answers: Specificity
Revise the vague words and phrases that are set in bold. (You are allowed
to invent numbers.)
Vague Word(s) Specific Word(s)

The boy is really sick. The boy has acute meningitis.
The bus will leave in a few hours The bus will leave at 9 p.m.
Mariel has mental problems. Mariel has schizophrenia.
The feeding program is successful. The feeding program was able to reach
10,000 children in May.
The division will attend a capacity The division will attend a training-
building activity. workshop on donation
management.
REVIEW: What are the five traits of
technical writing?
1. Clarity
Conciseness
• Successful technical writing should help the
reader understand the text, not present
challenges to understanding.
Five traits of technical writing: Conciseness

How to be concise:
• Use shorter words.
• Use shorter sentences.
• Avoid redundancy.
• Avoid prepositional phrases.
• Avoid the passive voice.

USE SHORTER WORDS
Long Words Short Words
although though
altogether together
anticipate expect
because since
 Successful technical cognizant know
writing tries to avoid commence begin / start
multisyllabic words. consequently thus
endeavor try
 We can’t replace some into In
words—development, oftentimes often
humanitarian, terminate end
engineer—but some therefore thus
can be avoided. upon on
utilize use
whenever when
within in
Pop Quiz: Changing Long Words to Short Words
Long Word(s) Short Word(s)

We have to utilize the funds.
We have to anticipate their arrival.
It is an inconvenience.
They will cooperate with the police
during the investigation.
The studies indicate that 10% will need
assistance.

Possible Answers: Changing Long Words to
Short Words
Long Word(s) Short Word(s)
We have to utilize the funds. We have to use the funds.
We have to anticipate their arrival. We have to expect the worst.
It is an inconvenience. It is a problem.
They will cooperate with the police They will help the police during the
during the investigation. investigation.
The studies indicate that 10% will The studies show that 10% will need
need assistance. assistance.

Explain to me
like I’m a 2-year
old!

USE SHORTER SENTENCES
Example 1 Example 2
Unclear: In order to successfully Unclear: We hereby wish to let

accomplish their job functions, you know that our company is
the team has been needing pleased with the confidence
more work space for some time you have reposed in us. ( 20
now. (20 words, 28 syllables) words, 26 syllables)
Specific: The team needs more Specific: We appreciate your

work space to do its jobs. (ten confidence. ( four words, nine
words, 10 syllables) syllables)

AVOID REDUNDANCY
Add an additional ADD
Collaborate/join/me COLLABORATE, JOIN, MEET, MERGE
et/merge together (no need to use together)
(During the) course DURING
(of) (During means “in or throughout the duration of ”, so
“during the course of ” is repetitive.)
Direct confrontation CONFRONTATION
(A confrontation is a head-on conflict. Direct as a qualifier
in this case is redundant.)
End result END
(A result is something that occurs at the end, so omit end as
a modifier of result.)
Final outcome OUTCOME
(An outcome is a result and is therefore final.)
Plan ahead PLAN
(To plan is to prepare for the future. )

AVOID PREPOSITIONAL PHRASES
Wordy Concise
I will see you in the near future. I will see you soon.
I am in receipt of your e-mail message I received your e-mail message requesting
requesting an increase in pay. a pay raise.
The opinion of the manager The manager’s opinion
The obvious effect of such a The wide-ranging references in this talk
range of reference is to assure the assure the audience that the author is
audience of the author's range of learning intelligent and well-read.
and intellect.
It is a matter of the gravest possible Anyone with a history of heart disease
importance to the health of anyone with a should avoid saturated fats.
history of a problem with disease of the
heart that he or she should avoid the
sort of foods with a high
percentage of saturated fats.

Pop quiz: Changing Long Phrases to One Word
Long Phrase One Word

In the event that When, if
At this point in time Now
With regard to Regarding, about
Due to the fact that Because
Take into consideration Consider
Possible answers: Changing Long Phrases to One
Word
Long Phrase One Word
In the event that When, if
At this point in time Now
With regard to Regarding, about
Due to the fact that Because
Take into consideration Consider
AVOID THE PASSIVE VOICE
Passive voice Active voice
The glass door was The burglar broke the
 Passive voice broken by the burglar. glass door.
constructions are weak
because they are wordy It is my decision to run I decided to run for
and they replace strong for office. office.
verbs with weak verbs.
There are 16 people who Sixteen people joined the
 Writers who use the joined the quick response quick response team.
passive voice seem to team.
want to avoid It has been decided that The finance director
responsibility or obscure the transportation costs decided that the two
an issue. will be equally shared bureaus will equally share
between the two bureaus. transportation costs.

technical writing?
1. Clarity
2. Conciseness
Accessibility
• Effective technical writing has accessible
document design.
Regarding part number 315564-000, we Wall-to-wall words
received 541 units of wafer #3206-2. These
were rejected. For the same part number, we turn off readers.
were accepted. Three hundred and twentynine
units of wafer #3206-5 from the same
part number. These were accepted. Next,
344 of part number 315564-000’s wafer
#3206-6 were accepted. However, the 143
units of wafer #3206-7 (same part number)
were rejected. Finally, all 906 units of wafer
#3206-8 were rejected. These also were from
part number 315564-00.
Five traits of technical writing: Accessibility
Accessibility
The layout and design of a document can
 Make even the most complex information

accessible
 Give readers a good impression of the

writer and the organization

Accessibility
The layout and design should
 Help readers find information easily
 Offer a simple and uncluttered presentation
 Highlight structure, hierarchy, and order

How to improve accessibility
• Technical writers can make content more accessible
through highlighting techniques.
HIGHLIGHTING TECHNIQUES
Graphics (tables and Underlining
figures)
White space Various font sizes
Boldface text Bullets ()
Headings and subheadings Numbered lists
Italics Varied font types
Regarding part number 315564-000, we
were rejected. For the same part number, we
were accepted. Three hundred and twenty-
nine units of wafer #3206-5 from the same
part number. These were accepted. Next,
344 of part number 315564-000’s wafer
#3206-6 were accepted. However, the 143
units of wafer #3206-7 (same part number)
were rejected. Finally, all 906 units of wafer
#3206-8 were rejected. These also were
from part number 315564-00.

Highlighting techniques
uses:
 Tables
 Headings and
subheadings
 Different font sizes
 Column lines
 White space

technical writing?
1. Clarity
2. Conciseness
3. Accessibility
Audience Recognition
• Who are you writing for?
• By knowing your audience, you can decide on
 Which details to include (fewer for experts,

more for novices)
 What level of technical vocabulary to use
(necessary technical terminology for
experts, plain language for novices)
Five traits of technical writing: Audience Recognition
Types of audiences
• High tech peers

• Low tech peers
• Lay readers

High tech peers
• Knows as much about a

subject as you know
• Have a similar job title,
education, years of
experience, and level of
expertise as you have
• Ex. A medical doctor writing
to another medical doctor

Low tech peers
• Ones who work in your

organization and know
something about the subject
matter
• May not have the similar job
title, education, years of
experience, or level of
experience as you have
• Ex. Accountants writing to a
fellow employee in sales or
human resources
Lay readers
• Typically “customers”
• They are not from your
organization or
industry.
• Ex. Local health
authorities warning
homeowners about
toxic chemicals or
harmful conditions in
their area
ACHIEVING AUDIENCE RECOGNITION
Audience Style Example
High tech peers Abbreviations / Please review the enclosed
Acronyms OK OP and EN.
Low tech peers Abbreviations / Please review the enclosed
Acronyms need OP (Operating Procedure)
parenthetical and EN (Engineering
definitions Notice).
Lay readers No abbreviations / By following the enclosed
acronyms. operating procedure, you can
Explanations instead. ensure that your printer will
run to our engineers’ desired
performance levels.

technical writing?
1. Clarity
2. Conciseness
3. Accessibility
The Writing Process
Prewriting Drafting Revising Editing Publishing

Accuracy
• Checking of text for accuracy happens in the revision
and editing stages.
Five traits of technical writing: Accuracy

Reviewer’s checklist (1.4)
• Completeness
Does the document achieve its primary purpose?
• Accuracy
Look for inaccurate information in the text.
• Unity and coherence

Check if the sentences and ideas are closely tied together and
contribute directly to the main idea expressed in the topic sentence
of each paragraph.
• Consistency
Make sure that the layout and design, visuals, and use of language
are consistent.
• Conciseness
Take out unnecessary words, phrases, sentences, and even paragraphs.
• Awkwardness
Are there any sentences that are clumsily written, that they do not make
sense?
• Ethical writing
Is the document treating individuals, companies, groups with fairness and
respect? Is its language biased, racist, sexist, or perpetuating stereotypes?
• Active voice
Use the active voice unless the passive voice is more appropriate.

• Word choice
Delete or replace vague words and unnecessary intensifiers such as ‘ very,’
‘quite,’ ‘somehow,’ ‘somewhat,’ ‘probably,’ etc.
• Jargon
If you have any doubt that all your readers will understand any jargon or
special terms you used, eliminate or define them.
• Clichés
Replace clichés with direct statements or fresh figures of speech. Watch out
for terms like, ‘capacitate,’ ‘buy-in,’ ‘empower,’ ‘think outside the box,’
‘leverage,’ etc.

• Grammar
Subject-verb agreement, noun-pronoun antecedent, dangling modifiers,
etc.
• Typographical errors
• Word phrases
Examples include ‘that is,’ ‘there are,’ ‘the fact that,’ ‘to be,’ and
unnecessary helping verbs such as ‘will.’

Common Problems
1. Subject-verb agreement
 Carmen have a problem.
 Carmen has a problem
2. Noun-pronoun antecedent
 Six-year-old Lisa is missing. He was last seen
wearing a pink dress.
 Six-year-old Lisa is missing. She was last
seen wearing a pink dress.
3. Dangling modifiers
 Coated in chocolate, Paul was

excited to eat the apple.

 Paul was excited to eat the

apple coated in chocolate.
 Paul was excited to eat the

chocolate-coated apple.

4. Run-ons and Comma Splices
• Run-on sentence – two • Comma splice – a run-on

incorrectly joined where two complete
complete sentences. sentences are joined
together by a comma
Robert Wadlow was the tallest
person who ever lived he was 8 Robert Wadlow was the
feet 11 inches tall when he tallest person who ever lived
died in 1940. he was 8 feet 11 inches tall
when he died in 1940.

Fixing run-ons and comma splices
• Use end punctuations marks, such as a periods, exclamation
marks, or questions marks.
Emma worked 13-hour shifts every day. It’s no surprise that she
collapsed out of exhaustion.
• Use a coordinating conjunction (and, nor, but, for, yet, or so).

Emma worked 13-hour shifts every day, so it’s no surprise that
she collapsed out of exhaustion.

Fixing run-ons and comma splices
• Use a semicolon to create a compound sentence.

Emma worked 13-hour shifts every day; it’s no surprise that
she collapsed out of exhaustion.

5. Complex lists within sentences
The representatives to the conference are Melissa from San
Fernando, La Union, Manaoag, Pangasinan, and Anna from
San Esteban, Ilocos Sur.
The representatives to the conference are Melissa from San

Fernando, La Union; Manaoag, Pangasinan; and Anna from
San Esteban, Ilocos Sur.

6. Parallel Structures
NOT PARALLEL
Mary likes hiking, swimming, and to ride a bicycle.
PARALLEL
Mary likes to hiking, swimming, and riding a bicycle.

NOT PARALLEL
The production manager was asked to write his report
quickly, accurately, and in a detailed manner.
PARALLEL
The production manager was asked to write his report
quickly, accurately, and thoroughly.

Other tips
• Use the computer’s spell check, but do not solely
rely on it.
• Use peer evaluation if you are the writer.
• Read it aloud.
• Read it backwards.

technical writing?
1. Clarity
2. Conciseness
3. Accessibility
5. Accuracy
Activity 2
• Review the writing sample given to you.
• Using the technical writing and good practice

documentations you learned, come up with
recommendations that will help improve the document.
• Write the recommendations on your meta cards.
• RULE: ONE (1) IDEA PER METACARD

References
Alred, G., Brusaw, C., and Oliu, W. (2009). Handbook of technical writing (9th ed.) Boston: Bedford/St.
Martin’s.
Denotation. (n.d.). In Wikipedia. Retrieved October 9, 2016.
Fogarty, M. (2008). Grammar girl’s quick and dirty tips for better writing. New York: Holt
Gerson, S. (n.d.) Writing that works: A teacher’s guide to technical writing. Retrieved October 2, 2016
from http://www.math.uni.lodz.pl/~zofiawal/tex/Twriting.pdf.
Kemper, D., Meyer, V., and Sebranek, P. (2001). Writers inc: A student handbook for writing and
learning. Wilmington: Great Source Education Group, Inc.
Purdue University. Purdue Online Writing Lab. (2013, March). Parallel Structure. Retrieved March 5,
2017 from https://owl.english.purdue.edu/owl/resource/623/01/
Rozakis, L. (2003). The Complete Idiot’s guide to grammar and style. Indiana: Alpha Books
The University of Wisconsin. The Writing Center. (2014, August). Reduce unnecessary prepositional
phrases. Retrieved October 2, 2016 from http://writing.wisc.edu/Handbook/CCS_prepphrases.html
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• Yepu/ye---- – touch knee

• Yepu itata ye-----pu

• You will be presented two sets of documents to review.

• Brainstorm the characteristics in terms of its documentaton

• Based on your discussions, come up with five (5) traits of

• Post your metacards on the wall assigned to your group.

Helps individuals save time and money.

Helps create convenience and safety for readers.

• Choose a method, or a combination of

Five components of technical writing: Development

Five components of technical writing: Development

• Grammar errors make documents look

• Grammar errors get in the way of understanding—

• Good organization is achieved by

Five components of technical writing: Organization

Technical writing uses

Five components of technical writing: Style

• Brevity is important in critical situations

Five components of technical writing: Style

• It can also give readers a favorable

Five components of technical writing: Document Design

• If the correspondence is not clear, the

Five traits of technical writing: Clarity

• But clarity is not just a

Five traits of technical writing: Clarity

• Public relations are EVEN WORSE

• Company loses money

• Writer of manual loses a

• Public relations are severed

Five traits of technical writing: Clarity

Five traits of technical writing: Clarity

Five traits of technical writing: Clarity

frequently substantial Specific: In Spain, over 236,000

Five traits of technical writing: Clarity

Vague Word(s) Specific Word(s)

Vague Word(s) Specific Word(s)

Five traits of technical writing: Conciseness

Five traits of technical writing: Conciseness

Long Word(s) Short Word(s)

Five traits of technical writing: Conciseness

Five traits of technical writing: Conciseness

Five traits of technical writing: Conciseness

Unclear: In order to successfully Unclear: We hereby wish to let

Specific: The team needs more Specific: We appreciate your

Five traits of technical writing: Conciseness

Five traits of technical writing: Conciseness

Five traits of technical writing: Conciseness

Long Phrase One Word

Five traits of technical writing: Conciseness

 Make even the most complex information

 Give readers a good impression of the

Five traits of technical writing: Accessibility

The layout and design should

 Help readers find information easily

 Offer a simple and uncluttered presentation

 Highlight structure, hierarchy, and order

Five traits of technical writing: Accessibility

Five traits of technical writing: Accessibility

Five traits of technical writing: Accessibility

• By knowing your audience, you can decide on

 Which details to include (fewer for experts,

• High tech peers

Five traits of technical writing: Audience Recognition