Technical Writing

Lecture 5
EE-16-B
Date: 12-10-20
 Choose a Tone for the Reader
 The tone or emotional attitude implied by the word
choice, can communicate as much as the content of a
message.

 To communicate effectively writer must learn to control

his/her tone.

Forceful Passive Personal Impersonal

Forceful Tone
 The forceful tone implies that the writer is in control of
the situation or the situation is positive.

 It is used for subordinates or express confidence.

 To write forcefully:
 Use active voice.
 Use subject-verb-object structure.
 Do not use “weasel words’ (possibly, maybe, perhaps)
 Use imperatives
 Clearly indicate that you are the responsible agent.
Contd….
 For example:

 I have decided to implement your suggestions to form quality circles in our

plant. This proposal has great merits. You have demonstrated that we can
raise morale and increase the bottom line. Make an appointment to see me
in order to set up the basic planning.
Passive Tone
 A passive tone implies reader has more power than the
writer or the situation is negative.

 It is appropriate when writer is addressing superiors, or

the goal is to neutralize potentially negative reaction.

 To make a tone passive:

 Avoid imperatives
 Use the passive voice
 Use “weasel words” (possibly, maybe, perhaps)
 Use longer sentences
 Do not explicitly take responsibility
Contd….
 For example:

 The suggestion to form quality circles has not been accepted. The
discussion of morale and bottom-line benefits could possibly have other
results than those indicated. Because this decision could affect the planning
cycle, a meeting will be scheduled soon in order to hold a discussion.

 Compare to a forceful presentation

 We reject your quality circles proposal. Your conclusions about morale and
benefits will not increase as much as you predict. Make an appointment to
see me if you want.
Personal Tone
 It implies reader and writer are equal.

 It is appropriate to use when writer expresses respect for

the reader.

 To make a style personal:

 Use active voice
 Use first names.
 Use personal pronouns.
 Use short sentences.
 Use contractions.
 Direct questions at the reader.
Contd….
 For example:

 Jack, thanks for that suggestion about the quality circles. It’s great. We all like
the way it will raise morale and increase our bottom line. I’d like to see you
soon on this. Would you make an appointment to see me?

 This tone is also appropriate to deliver a negative message

when both parties are equal.

 Jack, thanks for the suggestion about the quality circles, but we just can’t do it
right now. I agree with your point about morale, but I think you’ve missed an
important figure for the bottom-line argument. Fred pointed out the error. I
know this is disappointment for you. Could we get together to discuss what to
do next?
Impersonal Tone
 When writer is not important and situation is neutral.

 When writer wants to downplay personalities in the

situation.

 To make the tone impersonal:

 Do not use names, especially first name.

 Do not use personal pronouns.
 Use passive voice.
 Use longer sentences.
Contd…
 For example:

 A decision to implement a quality circles proposal has been made. This

project should increase both employee morale and the profits of the
company. The following people will attend a meeting on Monday at 4:00
p.m. to discuss implementation of this proposal: Jim Jones, Jill Smith, and
Ed Johnson.
 Audience Analysis
 Every piece of writing has a intended audience.

 The writer must analyze the intended audience in order to

discover the characteristics.

 These characteristics will affect planning, organizing and

designing all aspects of the document (word choice, tone
structure etc.)
Contd….
Who is the Audience?
 Someone writer knows (college freshmen)

 A generalized group (first-time cell phone users)

 Single Person (supervisor, co-worker)

 Group
 Small group (members of a committee)
 Large group (readers of a set of instructions)

 Primary audience

 Secondary audience
What are the audience’s demographic characteristics?
 There are many demographic characteristics about readers
that might have an influence on how one should design
and write document.

 For example, age groups, type of residence, area of

residence, gender, political preferences, and so on.
What is the Role of the Audience?
 In any writing situation, the audience has a role and a task to
perform.

 Example: Marjorie Sommers is a department manager. She

evaluates data in relation to other aspects of the company.
Her decision have consequences because the corporation
chooses to fund different actions based on her evaluations.
She is professionally concerned that her clients be satisfied.

 Role and task are connected to need- items necessary to

fulfill the role.
Contd….
 The writer can easily see the different effects of need by
considering two audiences:
 Operator of a machine
 Department Manager
 Both groups need information but of different kinds.

 As the audiences’ needs differ, the documents directed at

each are different.
 For operator the document would be a manual with how to do steps, photos
or drawing etc.
 For manager the document would contain explanatory paragraphs rather
than how to do steps. Instead of photos one can use a line graph that shows
the effect of the rate of production
How Does the Reader Feel About the Subject?
 The reader’s feelings can be described as positively
inclined, neutral or negative towards the topic.

Positively • Shared Community

• Small details will not make much difference

Inclined
• Chosen form is not so important
• Document can be brief and informal

• Variety of forms
Neutral • Essential facts should be present to
convey the message

Negatively • Writer can not assume a shared community

• Small details must be attended carefully

Inclined
• Spelling, format and word choice become
even more important
How Does Reader Feel About the Sender?
 Readers feel positively about a message if it is organized,
around their needs.

 Writer has to speak clearly, knowledgeably and honestly.

 To create this positive sense, writer must create the belief

that they are credible and authoritative.
What Form Does the Reader Expect?
 Many audiences expect certain types of messages to take
certain forms.

 The writer must provide the audience with a document in

the form they expect.

 For example: A manager who wants a brief note can get

irritated if he/she gets a long, detailed business letter
What is the Audience’s task?
 What will the reader do after reading the document?

 Tasks vary greatly, and can be nearly anything from

assembling a workstation or tricycle, to evaluate the
sanitary conditions of a restaurant.

 The document must enable the reader to perform that task.

What is the Audience’s Knowledge Level?
 Every audience has a knowledge level.

 The level ranges from expert to layperson (non-expert).

 Expert audience understands the terminology, facts,

concepts and implications associated with the topic.

 Non-expert audience is intelligent but not well informed

about the topic.
Adapting to Audience’s Knowledge Level
 Add what the audience knows

 Do not belabor what they already know

 If the audience has knowledge about a concept or term

simply present it.

 If the audience is less knowledgeable, help them

understand and add to their schema.
Finding Out What Audience Knows
 Ask them before your write (phone call)

 Ask them after you write (where the presentation is unclear)

 Ask someone else (who has worked with audience)

 Consider the audience’s position and duties

 Consider prior contacts (if you have had dealings with the
audience, recall the extend of their knowledge)
What Factors Influence the Situation
 Consequences occurring from the idea (unethicality)

 History of the idea (similar change failed years ago)

 The power a reader have (supervisors, subordinate)

 Formal/Informal situation

 Is there more than one audience

Audience Analysis
 Marie Williamson, a sophomore (demographic) arrives in
the lab (situation) with the assignment to place several
files on the web (task). She is taking her first course that
deals completely with computers and needs to get the files
on the web so that she receives credit (role). She intensely
dislikes computers (attitude toward the subject), has never
really liked using manuals (expectation about sender and
form). She has never done this before by herself
(knowledge level). She is stressed because she has only 20
minutes in the lab to do this before she has to go to work,
and she still has no baby sitter lined up for her child (other
factors)
Creating Audience’s Profile
 Description of the characteristics of your audience

 Use the description as the basis for decisions you make

Information-
Gathering
Strategies

Involve
Create a
Actual
Typical User
Audience
Create a Typical User
 Create an imaginary user

 To write a manual writer must try to accommodate all the

“realities” that he/she feels will affect any user’s ability to
carry out the instruction.
Involve Actual Audience
 Interview actual audience

 Ask profile questions

 Ask them to review the manual

 Slower method but is often more accurate

 Gauge real user’s need

 Activity 1
 Find a piece of technical writing, such as instructions, a
proposal, or a report. Analyze the document using the
concepts outlined in the chapter.