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Technical Writing

CHAPTER 1- INTRODUCTION TO TECHNICAL WRITING


1.1 Definition of Technical Writing
Technical writing is sometimes defined as simplifying the complex.
Inherent in such a concise and deceptively simple definition is a
whole range of skills and characteristics that address nearly every
field of human endeavor at some level. A significant subset of the
broader field of technical communication, technical writing involves
communicating complex information to those who need it to
accomplish some task or goal.
Technical writing is a type of writing where the author is writing
about a particular subject that requires direction, instruction, or
explanation. This style of writing has a very different purpose and
different characteristics than other writing styles such as creative
writing, academic writing or business writing.
1.2 Functions of Technical Writing
Technical report writing has two basic purposes:

Functions of Technical Writing also include the following points:


a. Reassure recipients that you are making progress, that the
project is going smoothly, and that it will be completed by
the expected date.
b. Provide their recipients with a brief look at some of the
findings or some of the work of the project.
c. Give the recipients a chance to evaluate your work on the
project and to request changes.
d. Give you a chance to discuss problems in the project and
thus to forewarn recipients.
e. Force you to establish a work schedule so that you'll
complete the project on time. It gives the writer a
motivation to work more and produce results more
efficiently.
1.3 Characteristics of Technical Writing
Technical writing, just as any other form of writing, has certain
characteristics which distinguish it from other types of writing. It is
very different from writing opinion pieces, essays, prose, nonfiction or fiction.

To inform
To persuade

A tech. report can be used for the physical description of a new


machine, the steps in a particular process, or the results of an
experiment.
For example; A writer not only describes two sites for a factory but
also persuades readers to accept one of them as the best i.e. to
prove your point. The document that achieves these purposes is
called technical writing.

It is clear and straight forward. If you are interested in


technical writing for professional purposes, it is very
important to know that this type of writing requires that the
writer stick to the subject matter and relay information in a
clear and concise manner.
The language is very direct and straight to the point. The
writing will avoid words that people do not understand and
will avoid an eloquent writing style.
It is very detailed and informative. The perfect example of
technical writing is a textbook. The written content of most
textbooks is geared to providing information by describing
the subject matter as fully as possible.

It is very structured. This type of writing has a very obvious


composition that makes it easy for the reader to follow
along. Solid structure is needed with technical writing as it
allows the audience to easily access the information as
needed.

1.4 Kinds of Technical Writing


Technical writing is broken down into three general categories.
These groups often overlap, especially if you are writing about a
particular product or brand.
Conventional Technical Documentation
This type of technical writing is aimed at a specific audience, so
the writer has to know about the reader's level of comprehension
as well as the subject about which they are writing. Repair and
owner manuals, maintenance guidelines, engineering
specifications, technical manuals and articles, research papers
and reference works fall into this classification.
Marketing Materials
Companies use technical writers to compose promotional
materials to market and sell their products. They rely on these
writers' expertise to describe products or services in an appealing
manner while incorporating facts into the narratives. This category
includes home pages for websites, press releases, brochures,
advertising copy for audio, visual and written communications and
product descriptions for catalogs and online retail websites.
End User Instructions and Guidelines
Whenever you purchase a new software program, install a new
computer peripheral or buy a new technological gadget or

consumer appliance, it comes with hard copy instructions or an


instructional CD or DVD to explain how to use it. Technical writers
are relied upon to interpret data, often from several foreign
languages, and regurgitate it in a form that employs user-friendly
language that can be understood by novices through
professionals. In additional to user instructions, writers in this
division also compile troubleshooting guides, lists of dos and
don'ts, warranty descriptions and legal disclaimers.
REPORT WRITING
Although the original definition of technical writing only included
the aforementioned formats, in recent years technical writers have
found a niche in report and policy writing. Organizations frequently
gather information from several departments or executives that
require organization and editing before it can be published or
distributed. Technical writers perform these tasks in several
categories.

Policies and Procedures


Business Plans
Feasibility Studies and Corporate Reports - These
documents require precise research and presentation of
facts that can be easily comprehended by several levels of
employees, executives and shareholders. They normally
include graphs and charts for comparative purposes in the
areas of economics, timelines and social or business
practicality along with narratives to explain the visual aids.
Technical Reports - In addition to instructions and
guidelines, many technical products include information on
the products' history, evolution or structural or operational
revisions. Technical writers organize the information and
edit it for brevity and accuracy.

Research Results - Products such as pharmaceuticals or


medical devices are required to include information on
findings and interpretations based on laboratory testing or
field research. Exemplary attention to detail is important in
this type of writing as it frequently includes facts on drug
interactions, side effects and other health-related issues
that could be life threatening.

https://www.e-education.psu.edu/styleforstudents/c1_p15.html
http://www.ce.rit.edu/people/melton/writing/TechnicalWritingChara
cteristics.pdf
http://www.cypressmedia.net/articles/article/26/six_principles_of_t
echnical_writing

1.5 Basic Principles of Technical Writing


1. Always have in mind a specific reader, real or imaginary, when
writing a report; and always
assume that this reader 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,
and makes it at the right time.
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 principles: First you tell your readers
what you are going to tell them, and then you tell them what have
told them.
5. Make your report attractive to look at.

1.6 Style in Technical Writing

http://web.cs.ucdavis.edu/~martel/293/mukherjee_style.pdf

http://confai.com/technical-writing-style/

Abstract - Something that involved a


series of steps that aren't related to a
tangible object. One example of this might
be steps required to complete an office
process.
Some examples of technical writing include:

Technical writing is straightforward, easy to


understand explanations and/or instructions
dealing with a particular subject. It is an
efficient and clear way of explaining
something and how it works.
The subject of technical writing can either be:

Tangible - Something that can be seen


or touched, such as a computer or
software program, or information on how
to assemble a piece of furniture.

Instruction manuals
Policy manuals
Process manuals
User manuals
Reports of analysis
Instructions for assembling a product
A summarization of a long report that
highlights and shortens the most important
elements

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