Table of Contents

01 Introduction to Technical Writing 01

1.1 What is Technical Writing? What Makes it Unique? 05
1.2 Objectives of Technical Writing (ABC's of Writing) 06
Accuracy 06
Brevity 06
Clarity 06
1.3 Categories of Readers 07
Skilled/Expert/Specialist 07
Decision-maker 08
Technician/Operator 08
General Reader or Non specialist 09
1.4 Expressing versus impressing 10

02 Development Process 11
2.1 Preparing to Write 13
Establish the Writing Objective 13
Identify your Readers 13
Perform Research 14
2.2 Organizing the Writing 20
The Writing Process 20
Mthods of Development 21
Document Outlining 25
Writing the Rough Draft 30
Revising the Document 30
Clarifying the Writing 31
2.3 Choice of Vocabulary 35
Simplifying the Writing 48

03 The Elements of Technical Writing 51

3.1 The Elements of Technical Writing 53
3.2 Technical Definitions 53
Informal Definition 53
Formal Definition 53
Extended Definition 54
3.3 Technical Descriptions 54
Description of a Mechanism 54
 Description of a Process 57
3.4 Technical Instructions 60
A technical Instruction is Made Up of Three Elements 60
Technical Instruction Checklist 60

04 Formats of Technical Writing 63

4.1 Technical Formal Report 65
Introduction 66
Main Body 68
Conclusion 76
Recommendations 77
Executive Summary 78
4.2 Other Sections 80
Title of a Report/Title page 80
Table of Contents 80
List of Illustrations 81
References/Bibliography 82
Appendices (also written as Appendixes) 83
Glossary 83
Other Sections 84
4.3 Technical Memo Report 95
What is the basic structure of the memo report? 95
Types of Report 96
Feasibility Report 96
Proposals 97
Progress/Status 97
Test 97
Fault 98
More About Technical Background (Lab) Reports 99
4.4 Other Technical Documentation 101
Technical Proposal 101
Technical Manuals (Operations/User and Maintenance) 102
Journal Article 104
4.5 Specification Writing 110
Flowchart of the Design Process 110
Understanding the Problem and the Development of
Engineering Specifications 113
Background Information on QFD 113
Creeping Specifications 113
Why have Design Specifications? 114
Applying the QFD Method 114
Further Comments on QFD 125
Quality Control 126
05 Final Presentation 131
5.1 Document Appearance 133
Use of White Space 133
Use Heading and Sub-Headings 133
Use Listing 134
Illustrations (Visual Elements) 134
The Most Common Formats are: 135
General Guidelines for Using Illustrations: 139
Include Appendices 141
Binding Options 141
5.2 Transferring Information from Notes to Graphic/Graphic to Notes 142
5.3 Reference Techniques 144
Method of Referencing 144
Reference to a Complete Work 144

06 Oral Presentation of Technical Documents 147

6.1 What is Communication? 149
6.2 Motivation and Attention 150
6.3 Preparing your Presentation 151
Technical Document 151
Goal 151
Central Message 152
Body of Presentation 153
Conclusion 153
Action 154
Introduction 154
Elements Of An Oral Presentation 155
Preparation Tips 155
6.4 Make a Positive Impact 156
Body Language Type 156
Appearance 157
Gestures and Movement (Posture and Stance) 157
Eye Contact 157
Facial Expression 158
Style of Speaking 158
Voice Quality 158
6.5 Use Presentation Aids Effectively 159
What are Presentation Aids? 159
Visual Aids should Support not Dominate your Presentation 159
Types of Visual Aid Equipment 160
Use of Visual Aids 160
Design and Layout Guidelines 166
6.6 Maximizing Delivery 167
Group Discussions 167
 Managing Question and Answer Sessions Effectively 168
Short Talk Guidelines - Impromptu Sessions 170
Handling Difficult Situations 171

07 Specification writing 173

7.1 Introduction 175
7.2 Fundamentals of specification writing 176
7.3 Planning to write the specification 177
7.4 Preparing the specification 177
7.4.1 Customer 178
7.4.2 Market 178
7.4.3 Risk 178
7.4.4 Product 178
7.4.5 Scope 178
7.5 Specification database 179
7.5.1 Basic specification information 179
7.5.2 Supporting information 179
7.5.3 Organising input from different specialists and sources 179
Exercise 1 : Specification data input sheet 181
7.6 Structure of technical specifications 182
7.6.1 Government specifications 182
Numbering and titling the specification 182
Master format 182
Other technical specifications 192
Exercise 2 : Format outline 198
7.7 Specifications and contracts 202
7.7.1 Preliminary specifications 202
7.7.2 Using the specification during the bidding phase and
in securing a contractor 202
7.7.3 Using the specification as contract 203
7.7.4 Using the specification as instruction manual 203
7.7.5 Using the specification to monitor progress 203
7.7.6 Using the specification as review checklist 204
Exercise 3 : Material specification clause 204
7.8 Checking the specification 206
7.8.1 Functional language correctness 206
7.8.2 Syntactic ambiguities 207
7.8.3 Theory 208
7.8.4 Prototypes 208
7.8.5 Realistic specifications 208
7.8.6 Compliance test 209
7.8.7 Evaluation criteria 209
7.8.8 Editing the specification 209
7.8.9 Presentation 209
 Exercise 4 : Installation and Application clauses 210
7.9 Types of specifications 212
7.9.1 Government specifications and standards 212
7.9.2 Industry standards 212
7.9.3 Performance (output) specifications 212
7.9.4 Design specifications 212
7.9.5 Cancelled specifications 213
7.9.6 Creating a specification template 213
Exercise 5 : Specification template 214
7.10 Writing the specification 216
7.10.1 Time and cost framework 216
7.10.2 Collaboration with other purchasers 217
7.10.3 Using consultants and specialists 217
7.10.4 Consistency in writing the specification 217
7.10.5 Liaison with industry 217
7.10.6 Specific and non-specific requirements 218
7.10.7 Tiering of specifications 218
7.10.8 Vetting the specification 218
7.10.9 Reviewing specifications 219
7.10.10 Constructive changes 220
7.10.11 Errors in specifications 220
7.10.12 Grammatical errors 220
7.10.13 Warranties 221
7.10.14 Tolerances 221
7.10.15 Specification approval and authorisation 221
7.10.16 Hazardous materials 221
7.10.17 Conflicting requirements 221
7.10.18 Property disposal 222
7.10.19 Quantities 222
7.10.20 Professionalism 222
Exercise 6 : Writing the specification 224
7.11 Do’s and don’ts of specification writing 229
7.12 Specification checklist 230
Notes 231
7.13 Summary 235

Appendix A : Construction Master Specification Index 237