TOPIC 1

INTRODUCTION

LEARNING OUTCOMES:

At the end of the unit, students should be able to:

i.

Construct the definition of technical writing. (PLO 1, K, C1)

ii.

Discover the differences between technical writing and other types of

writing. (PLO1,K,C3)

iii.

Demonstrate the characteristics of target audience. (PLO6,TS,A3)

CONTENT:

What is Technical Writing?

"Technical writing conveys specific information about a technical subject to a
specific audience for a specific purpose. The words and graphics of technical
writing are meant to be practical: that is, to communicate a body of factual
information that will help an audience understand a subject or carry out a task."
Michael H. Markel
Director of Technical Communication
Boise State University

Examples of Technical Writing:

Business letters

Operational guides

Presentation materials

Press Releases

Newsletters

Web pages

Web applications

Travel guides

Scripts

Training materials

Meeting minutes

Advertising copy

Magazine articles

Instructional posters

Resumes and cover letters

Contracts, proposals, and grants

Feasibility reports

Procedures

Questionnaires and forms

Scientific papers

Data books and catalogs

Cookbooks

Differences between Technical Writing and Other Types of Writing

Writing can be grouped into five basic types: technical, creative, expressive,
expository, and persuasive. To help understand technical writing, it may help to
compare it to the other types.

Technical writing conveys specific information about a technical subject to a specific

audience for a specific purpose.

Creative writing is fictionpoetry, short stories, plays, and novelsand is most different
from technical writing.

Expressive writing is a subjective response to a personal experiencejournals and diaries

whereas technical writing might be objective observations of a work-related experience or
research.

Expository writing e p o ses a to p i an al ti all an d o je ti el ,su h asn e srep o rts.Lik e

technical writing, the goal of expository writing is to explain or reveal knowledge, but
expository writing does not necessarily expect a response or action from the reader.

Persuasive writing depends on emotional appeal. Its goal is to change attitudes or motivate
to action.

Technical Writing
Content

factual, straight-forward

Audience

specific

Purpose

inform, instruct, persuade

formal, standard,

Style

academic

Creative Writing

imaginative, metaphoric or
symbolic

general

entertain, provoke,
captivate

informal, artistic, figurative

Tone

objective

subjective

Vocabulary

specialized

general, evocative

Organization

sequential, systematic

arbitrary, artistic

Characteristics of Effective Technical Writing

Technical writing usually requires action, follow-up, dialog, or input from the
audience. Therefore, effective technical writing is clear, accurate, and correct.
Because technical writing is seldom read from beginning to end, like a novel
generally is, the various sections must be easily accessible and well organized.
And while technical writing needs to be comprehensive, it is also concise and
carefully worded. It MUST be:
i)

Clear

is easily understood by the intended audience

without ambiguities.

Panadol

Paracetamol

ii)

Accurate

is factual, correct, free from bias.

iii)

Correct

follows both grammatical and technical

conventions.

iv)

Comprehensive

contains all necessary information.

v)

Concise

is clear and complete

vi)

Accessible

includes headings and subheads, indexes, and

table of contents.

General Characteristics of a Target Audience

Every target audience shares common characteristics. Some common, shared
characteristics are:

Age

Gender
Location
Occupation
Income
Education

Interests
You will notice that these are the same characteristics taken into consideration
by marketing companies. For the technical writer, though, there are other
characteristics that may be even more important than these.

Specific Characteristics of a Target Audience

When writing procedures, you need to ask:

Who will use the product?

Under what conditions?

What is the user's expertise, training, level of experience?

4 Important Questions
1.

Who will read what I write? (Identify your audience.)

2.

Why should they read what I write? (Establish your purpose.)

3.

What do I have to say to them? (Formulate your message.)

4.

How can I best communicate? (Select your style and tone.)

Identifying Your Audience

Keep in mind:
Members of each audience differ in backgrounds, experiences, needs,
and

opinions.

How you picture your audience will determine what you say to them.
Viewing something from the audiences perspective will help you select
the most relevant details for that audience.

Some Questions to Ask About Your Audience

1. Who is my audience?
2. How many people will make up my audience?
3. How well does my audience understand English?
4. How much does my audience know about the writing topic?
5. What is my audiences reason for reading my work?
6. What are my audiences expectations about my written work?
7. What is my audiences attitude toward me and my work?
8. What do I want my audience to do after reading my work?

Establishing Your Purpose

1.
At the start of your message, state your goal clearly. E.g.: I
want to teach new employees the security code for logging on to the
company computer.

2.
State your purpose clearly at the beginning of every email,
memo, letter, or report. E.g.: This email will explain new employees
with the security measures they must
take when logging on to
the company computer.

3.
In the following opening purpose statement, note how the
author informs the reader what the report will and will not cover.
E.g.: As you requested in the last meeting, I have conducted a study
of our use of the Internet to advertise our services. This report
describes, but does not evaluate, our current practices.

Formulating Your Message

A message includes what facts, recommendations, scope and details of your
communication.

How much information you

give readers about the key
details.

The key points you think readers

need to know to perform their job.

* Keep in mind:

For technical audience - supply a complete report with every detail noted
in an appendix.

For other readers - give a short discussion or summary yet complete and
helpful.

Selecting Your Style and Tone

Style

How something is written rather than what is written.

Helps to determine how well you communicate with an audience, how well
your readers understand and receive your message.

It involves the choices you make about:

- the construction of your paragraphs,
- the length and patterns of your sentences,
- your choice of words.

*Note: Technical language and symbols can only be used if the potential readers
are specialists in your field.
Tone

Like tone of voice.

Can be formal and impersonal (a scientific report) to informal and personal

(email to a friend or a how-to-article for consumers).

Important in occupational writing since it reflects the image you project to

readers. This will determine how they will respond to you, your work and
your company.

ACTIVITY 1
In your own words, write the definition of Technical Writing in the space
provided.

ACTIVITY 2
List down the differences between technical writing and creative writing.
Technical Writing

Creative Writing

ACTIVITY 3
What are the general and specific characteristics of a target audience?
General Characteristics

Specific Characteristics