Technical Writing PDF

What is Technical Writing? Acclaimed proponents of technical writing Mills and Walter (1981) gave several definitions to aid us in understanding the nature of technical writing. TECHNICAL WRITING Is writing about scientific subjects and various technical subjects associated with scie...

What is Technical Writing? Acclaimed proponents of technical writing Mills and Walter (1981) gave several definitions to aid us in understanding the nature of technical writing. TECHNICAL WRITING Is writing about scientific subjects and various technical subjects associated with science. Is characterized by certain formal elements, such as scientific and technical vocabulary, its use of graphic aids, and conventional report forms. Is ideally characterized by the maintenance of an attitude of impartiality and objectivity, by extreme care to convey information accurately and concisely, and by the absence of any attempt to arouse emotion. Is writing in which there is relatively high concentration of certain complex and important writing techniques, in particular description of mechanisms, description of process, definition, classification, and interpretation. For students, Technical Writing may just be a requirement to pass an assignment, but to professionals, it may be any of the following which is required to fulfill a task. 1. Business Letter Is a type of written communication. It is written using formal language and follows formal elements of letter writing. People usually write business letter to communicate with companies, organizations or individuals with the purpose of applying for a job, making requests, seeking appointments. 2. Contract Is written agreement between two people under mutually agreed terms. 3. Monograph Is a detailed essay or book on very specific topic. it is usually written by professionals or academicians on topics of interest concerning their specific fields. 4. Printed Action Memo Is a ready-format memorandum that only requires a checkmark on the appropriate box that contains the message. This is especially useful for busy people who need to make quick decisions and act on the circumstances or situations. 5. Graphic Aids Are drawing, sketches and illustrations that aid the readers in understanding the presented data. 6. Instructional Manuals Are written to guide the readers on how to assemble, maintain and operate on apparatus, machine, or gadget. 7. Brochures Are pamphlets or flyers that endorse a product in such way that the potential customer will be convinced that the product is effective and eventually avail of the product. 8. Proposals Are written suggestions on how to make the company or organization more productive and successful. 9. Memoranda Are inter-office written communication used to disseminate information. FIVE IMPORTANT PRINCIPLES in GOOD TECHNICAL WRITING 1. Always have in mind a specific reader, real or imaginary, when you are writing a report. Always assume that he 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. 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 principle: "First you tell the reader what you're going to tell him, then you tell him what you've told him." 5. Make your report attractive. PURPOSES OF TECHNICAL WRITING 1. It serves as a basis for management decision. 2. It furnishes needed information. 3. It gives instructions. 4. It records business transactions through proposals. 5. It procures business proposals. 6. It serves as basis for public relations. 7. It provides report to stockholders of companies. PROPERTIES OF TECHNICAL WRITING The following properties of technical writing are also known as "considerations" when writing technical reports. 1. Subject Matter In writing technical papers, you must ask the question, "What will I write about?" The subject matter is an essential element in technical report writing. Some examples of this are description of a process, writing about a theory, or submitting a policy. 2. Audience When thinking about the audience, ask "Whom am I writing for?" Or who are my intended readers?" This is a property which pertains to a particular reader of a technical literature. 3. Expression This property refers to two basic modes in which a technical report has to be delivered - writing it or reading it. Your expression of the content will depend on your awareness of your audience's/ reader's psychology and your style in writing to be able to reach your audience's/reader's understanding. 4. Style This refers to how the material is written. A technical writer uses clear, specific point of view, objective, impartial, and unemotional style in writing. 5. Arrangement of materials This pertains to how ideas should be organized in chronological, spatial, or logical order, from general to specific or specific to general, and use illustrations to present the information. 5 Basic Types of Writing 1. Technical Writing Conveys specific information about a technical subject to a specific audience for a specific purpose. 2. Creative Writing Is fiction - poetry, short stories, plays and novels -- and far different from technical writing. vels and 3. Expressive Writing Is a subjective response to a personal experience journals and diaries -- whereas technical writing might be objective observations of work-related experience or research. 4. Expository Writing Exposes a topic analytically and objectively, such as news reports. Like technical writing, the goal of expository writing is to explain or reveal knowledge, but expository writing des not necessarily expect a response or action from the reader. 5. Persuasive Writing Depends on emotional appeal. Its goal is to change one's attitudes or motivate him/her to action. LEGAL & ETHICAL CONSIDERATIONS There are four bodies of law that are relevant to technical communication. Technical writers must be aware of legal and ethical considerations when preparing technical papers. 1. COPYRIGHT LAW - covers the protection of the rights of the author. 2. TRADEMARK LAW - pertains to federal protection (different from registered trademarks). 3. CONTRACT LAW - covers written warranties or their implied warranties. 4. LIABILITY LAW - pertains to responsibilities or obligations of writers especially claims they made on their paper. PRINCIPLES OF ETHICAL COMMUNICATION Technical writers are like researchers. Both take into consideration the bounds and limitations to things that they write. They carefully study the information to be presented and they are aware that prudence has to be exercised. DOs of Technical Communication Abide by relevant laws. Abide by the appropriate corporate or professional code of conduct. Tell the truth. Be clear. Avoid discriminatory language. Acknowledge assistance from others. DON'TS OF TECHNICAL WRITING False implications -assuming the outcome of a project or making sweeping generalizations. Exaggerations - expressing situations in extreme proportions. Euphemisms - writing about situations in seemingly good conditions even though they are not. Don't mislead your readers. EVALUATION Below are ethical considerations in writing technical papers, some however are opposite practices. Underline all the ethical practices. Abide by the appropriate corporate or professional code of conduct. Tell the truth, sin Avoid discriminatory language. Make false implications. Exaggerate.  Use euphemisms. Mislead your readers. Be clear. Acknowledge assistance from others. Abide by relevant laws. THE WRITING PROCESS From the moment we started to learn the ABCs and become familiar with different words, we learn from books, people, or the internet, we develop the skill not only of reading, but also of writing. They say that when a person is good in reading, he/she can become good in writing. How is this possible? Reading is an input skill, therefore writing is its output. Let us review some of the things that we know when it comes to the WRITING PROCESS. There are three basic stages: 1. PRE-WRITING STAGE This is the first stage in the writing process. It is what the writer does before he writes the first draft. In this stage, the writer composes or supplies information pertaining to: a. Purpose of the paper. This is necessary to determine the content of the paper to be included, the organization and style of the paper. b. Choice of topic. A writer has to explain or justify his/her chosen topic. c. Gathering information. A writer must be able to find sources of information to enrich his/her topic. Pre-writing Techniques: Below are some techniques which will help you get started in writing: 1. Keep a writer's journal by recording personal experiences, perceptions, and ideas. 2. Do free writing. Write about whatever comes to mind. 3. Brainstorm by listing ideas as quickly as they occur. 4. Cluster by drawing lines and circles to show connections between ideas. It is also called webbing or making connections. 5. Ask questions using the news reporter's 5Ws - Who? What? Where? Why? When?... and How? 6. Read with focus. This entails reading efficiently to locate and collect specific information. 7. Listen with focus. This means listening efficiently to locate and collect specific information. 8. Observe by noticing details around you through the senses. 9. Imagine. Probe your imagination for ideas, often use a "what if?" approach. 2. WRITING STAGE The writing stage is the part where we begin to write our first draft. We know that not everything that we write is perfect at the first go. Hence, you must remember what to do and what not to do during this stage. DOs and DON'Ts of Writing a First Draft 1. Don't overanalyze your writing. 2. Do feel free to follow the flow of ideas where it is leading you, even if is not what you initially planned. 3. Don't exaggerate details. 4. Do work on the details as much as possible to keep the story fresh in your mind. 5. Don't worry yet about how good your writing is. 6. Do have fun! 3. RE-WRITING STAGE This stage is also known as the "revision" stage. We revise to ensure that: 1. the content of the paper is relevant; 2. there is organization and coherence in the arrangement of the ideas; and 3. grammar and mechanics are clearly observed