Chapter 1

What Is
Technical
Writing?
 Technical Writing for Success

• You Are a Technical Writer!

• Characteristics of Technical Writing
• How Technical Writing Compares to Other
Writing
 What Is Technical Writing?

• Define technical writing and its importance in the

workplace
• Identify the characteristics of technical writing
• Compare and contrast technical writing and
other types of writing
 You Are a Technical Writer

• You have engaged in technical writing or

technical communication if you have
– Given someone written directions or drawn a map
to your home
– Told someone how to change the oil in a car
– Written quick instructions for using a fax machine
 Definition of Technical Writing

• Technical writing gives practical information to a

specific audience, information that will enable
that audience to take action
• The term technical writing describes
documents produced in areas such as business,
science, social science, engineering, and
education
Technical Writing Is Essential in the Workplace

• Written communication allows readers to

– Read and study at their own convenience
– Pass along information to others in different
locations
– Contribute to a shared body of knowledge
– Keep a permanent record for future reference
Technical Writing Is Essential in the Workplace

• Up-to-date technical information provides

companies with a competitive edge by
– Speeding critical decision making
– Providing trustworthy information
– Helping companies manage information overload
All Careers Rely on Technical Communication

• Writing is the ticket to meaningful employment

and advancement:
– Two-thirds of salaried employees are required to
write
– Most companies require employees to write
technical or formal reports
– Communication via e-mail and PowerPoint
presentations is nearly universal
– 80 percent of service industry companies
evaluate writing ability as part of the hiring
process
 Characteristics of Technical Writing

• Technical writing differs from other writing in

terms of
– Subject
– Audience
– Organization
– Style
– Tone
– Design features
– Standard conventions
 Characteristics of Technical Writing

• The subject of technical writing is generally

factual.
• Technical writing can be
– Expository—explaining a topic, telling how to do
something, or sharing information
– Persuasive—convincing the reader of a point of
view or course of action
 Characteristics of Technical Writing

• Technical writing addresses a specific audience

• Different audiences require different approaches
to technical writing: reports, instructions, e-mail,
etc.
• Readers require information, not entertainment:
– To learn something
– To take action
 Characteristics of Technical Writing

• Technical documents make the organization of

information clear to their readers
• Writers figure out the best way to present
information so readers can concentrate on the
message
• Headings help readers skim through a lot of
information quickly, reading only what they need
or want to read
 Characteristics of Technical Writing

• Technical documents use a simple, concise,

straightforward style:
– Most sentences are short
– Information is broken out into lists
– There are no surprises for the reader
– Technical documents use jargon, the specialized
language of a technical field
 Characteristics of Technical Writing

• Tone refers to the emotional character conveyed

by words
• Technical documents have an objective or
businesslike tone
• Emotional language can detract from a message
 Characteristics of Technical Writing

• Technical writers use design features to help

important information stand out:
– Font size, boldface, italics, underlining
– White space
– Columns
– Bulleted or numbered lists
– Graphic elements, such as tables, graphs,
pictures, diagrams, highlights, and color
 Characteristics of Technical Writing

• Technical writers use the familiar standard

conventions of their subject areas and media
• Standard conventions include expectations for
content, organization, and design

Examples:
– Facebook’s design (“Like” buttons, emojis)
– Resume headings (Education, Employment)
Technical Writing Compared to Other Writing

• Both technical and academic writing share

similar purposes and follow principles of unity,
coherence, and logical organization
• However, technical writing
– Has less flexibility in subject matter, style, and
tone
– Is generally about technical, business, or
scientific topics
– Uses design elements to clarify and consolidate
Technical Writing Compared to Other Writing

• Personal writing conveys a range of emotions

and is often written for the benefit of the writer
• Emotion can interfere with a person’s
understanding of an academic or technical
document
• The target audience is interested in information
presented by a well-written technical document
Technical Writing Compared to Other Writing

• Imaginative writing is less academic and more

artistic and creative than technical writing
• Imaginative writing can be ambiguous—
interpreted in more than one way
• Technical writing should be unambiguous and
direct, with no room for inference