CHAPTER 8

Writing the Technical Document

 Stages in writing
* Pre-writing
* Drafting
* Revising
* Editing, proofreading
* Final drafting
 Parts of a report
* Introduction
* Body
* Conclusion

THINGS TO KNOW ABOUT WRITNG:

 Writing is not an easy task. It is because writing is not only a matter of making decisions but also having
the capability to put it into writing. It involves all levels of comprehension; hence, writers should really
be respected.
 Writing involves knowledge of the rules of grammar but it is also more than this because it is a dynamic
process that discovers, incorporates, organizes, analyzes, discriminates, and others.
 Although, there are some gifted people who can both write and speak with ease and accuracy, it does not
always follow that a good speaker is a good writer. In the same manner that a literary writer is not
always a good business letter writer.

What are the stages in writing?

The stages involved in writing can be best shown by the following:

Pre-writing Drafting Revising Final Draft

Editing Proofreading

Pre-Writing
In this initial stage of writing which involves planning various sections of your document, you must be
able to answer the following questions:
A. What is my topic? What do I expect my readers to do? What is my purpose?

These questions should be foremost in your mind since they direct you on what to do next. Be
specific of your topic as well as how you are going to expound it.

The content of this module was taken from the book entitled, Technical Writing written by Joel Joseph L.
Egipto, Ph. D.
 B. Who are my readers?

The kind of readers we have can determine the manner in which the report can be written.
Since your reader/s might be other professionals, your superiors or your co-workers, your document
should be easily understood by them.

After considering these questions, you may now organize your ideas in a way that you can best express
them. This organization may be enriched by gathering your data through the following:

A. Primary source
1. Interview
2. Questionnaire

B. Secondary source
1. Textual form
2. Tabular form or statistical tables

Drafting

Drafting is the process of writing your notes as sentences and paragraphs. It shows the relationship
between parts and in some details, how ideas work together. The more specific the information in the first draft
is, the better. When you said what you want to say, then you have to stop. Write freely. Never mind first your
spelling, punctuation marks and grammar. Anyway, your rough draft is for your eyes only.

You must have also to work fast. Leave blanks for words not yet thought or complicated ideas not yet
trimmed down. If you get tired or bored, take a rest. Shift to another work or sleep. Go back to it after
refreshing your mind.

Zall as quoted by Magpayo, et.al. in their Book “Contemporary Technical English” enumerated the
following guidelines to follow when writing the rough draft:

1. Do not try to write the entire draft in one sitting.

2. Start with your target statement in the form of a question.
3. Answer the question with structural statements composed from major headings in your outline. The
result will be a summary which gives you an over-all view of what you are going to say.
4. Discuss each statement in turn. If you have a good outline, each statement will form the topic
sentence, a complete section or chapter which can be expanded by definition, description, examples
or analysis.
5. Work fast. Leave blanks for words that do not come readily to mind. Leave spaces for lengthy,
complicated or detailed data that would be laborious to recopy. Leave room for later connections or
changes.

The content of this module was taken from the book entitled, Technical Writing written by Joel Joseph L.
Egipto, Ph. D.
 6. If you get tired or bored, take a break. Figure on a work span of 45 minutes at first and expand it to
your most efficient pace.
7. Try to finish a given segment at one sitting. A break in your train of thought might mean losing a
good idea.
8. Above all, leave time in your schedule for putting your completed rough draft aside for at least one
day before beginning to revise it. This will enable you to take a more critical view.

Furthermore, Menasche (1997:74-750) suggests the following process:

1. Select the part of the paper that you want to work on.
2. Carefully read your notes relevant to that section.
3. Begin to write what you think might possibly be a relevant set of ideas.
4. When you run out of ideas, go back to your notes and read them again. Use them to stimulate a fresh
flow of thoughts.
5. When you run out of ideas again, and your notes give you no further help, you can begin to work on
some other part of your paper or re-read what you have written so far.
If you choose to go over what you have written so far, you can now begin to change the order of ideas, omit
some ideas, or add new ones; you can now cross out, add to, or change any of the words, phrases, clauses or
sentences.

Revising/Rewriting

In this particular stage, words, sentences, paragraphs and figures and others are changed, deleted, added
or retained as one goes into details into seeing what should be included or not included in the final work.

In this step, you reorganize or improve what you have written. Sentences and paragraphs are checked
along their content, position and structure.

Editing/ Proofreading

Proofreading is the process of checking a draft to make sure that the conventions along paragraph
structure, syntax, diction, usage, spelling, capitalization, punctuation and appearance are correct and
appropriate.

In this stage, you check for errors and see to it that your format and other aspects of technical writing are
followed. These include punctuation, capitalization and usage. It is at this stage that you have to proofread
again and again. Check figures, dates and other data. Remember, one wrong number and it destroys everything.
Check, too, if you documented all your sources.

Since it would be very hard for you to see your own mistakes, you must first detach yourself from your
document so that you can have an objective look at it. Set aside first the document and go back to it with a fresh
mind for you to see your errors immediately. Read the paper aloud. For alternatives, you can use online tools.

The content of this module was taken from the book entitled, Technical Writing written by Joel Joseph L.
Egipto, Ph. D.
 Check again and again the following:

Pronoun reference agreement

Subject-verb agreement
Dangling modifiers
Overuse of passive voice
Inappropriate punctuation use
Spelling

Final Drafting

This is putting the document into its final shape. Binding and cover and the like are taken into consideration
during this last stage of writing.

What are the three basic parts of a report?

Any report should have the following parts:

Introduction

Mackay in his book “Study Skills for Academic Writing” (1994) enumerates the following components
of the Introduction.

1. A statement of the importance of the subject.

2. Mention of previous work on the subject or of the absence of such work.
3. Justification for dealing with the subject.
4. A statement of the writer’s objective in the present work.
5. A statement of limitations to the scope of the present work.
6. Brief details of different parts of the main body of the work.
7. Mention of differing viewpoints on the subject.
8. The writer’s viewpoint.
9. Mention of future research on the subject.
10. A definition.

A good introduction possesses most of these components. However, it should not be longer than the body. It
should be brief to cover a bird’s eye view of the possible questions of the reader.

The content of this module was taken from the book entitled, Technical Writing written by Joel Joseph L.
Egipto, Ph. D.
Body

The body should develop the main ideas and issues of the document in a very understandable way. Since
this is the main gist of the document, extra care should be considered along its content, diction and standards.

Conclusion

The following are some suggested components of the conclusion as enumerated by Mackay in his book:

1. A summary of the main body of the text.

2. A deduction made on the basis of what has been discussed in the main body.
3. Mention of other people’s research on the subject.
4. Implications of findings in the main body for policy and/or future research.
5. Highly important acts or figures not mentioned in the main body.
6. Recommendations of actions to be taken.

ACTIVITY 6

 Answer the following questions briefly:

1. Why is it that, for writers, it is not enough to know the rules of grammar?

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2. What do you think is the particular stage of writing that neophyte writers should focus their attention
to? Why?

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3. Which of the stages of writing do you consider the most difficult? Why?

The content of this module was taken from the book entitled, Technical Writing written by Joel Joseph L.
Egipto, Ph. D.
 _________________________________________________________________________________
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4. Of the stages of writing, what do you think is the easiest? Explain your choice.

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5. Why is it that revision has something to do with “to look” again?

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6. In planning, is there a need to consider the intended readers? Why?

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7. Is it necessary for technical writers to let their reports be read by others before finally submitting
them? Why?

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8. How does format affect the readability of a report?

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The content of this module was taken from the book entitled, Technical Writing written by Joel Joseph L.
Egipto, Ph. D.
 _________________________________________________________________________________
_________

9. How does introduction motivate readers to continue reading the whole document?

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10. What is diction? How does it affect the clarity of your report?
________________________________________________________________________________
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The content of this module was taken from the book entitled, Technical Writing written by Joel Joseph L.
Egipto, Ph. D.
 CHAPTER 9

The Technical Writings

One by One

 Book
 Business plan or proposal
 Evaluation report
 Feasibility report
 Recommendation report
 Instruction manual
 Organizational policies and procedures
 Primary research report
 Progress report
 Proposal
 Technical specification
 User guide

What are some of the technical writings?

As stated in Chapter 1, technical writings come in different forms. Some of these are the following:

BOOK

What is a book?
Microsoft® Encarta® Reference Library 2003 defines book as a bound collection of printed or
manuscript pages sewn or glued together along one side and bound between rigid boards or flexible covers.

What are the typical contents of a book?

The following is an overview of the typical components of a printed technical book:
A. Cover This part usually made of cardboard, if not hard bound, contains the title,
author/s and some attractive illustrations. This includes front and back
covers.
B. Title page Considered as the first page of the inside pages, this contains the title of
the book, author/s and sometimes the logo of the publishing company.
C. Copyright page This is found on the backside of the title page. It typically includes the
date of publication, edition number, copyright symbol and statement,
and others.
D. Acknowledgment This contains the expression of gratitude by the author to all individuals

The content of this module was taken from the book entitled, Technical Writing written by Joel Joseph L.
Egipto, Ph. D.
 who have helped him/her complete the manuscript.
E. Dedication This mentions the persons who have been the sources of inspiration of the
author/s in completing the manuscript, thus offering the book to them.
F. Table of contents This lists the title of every chapter and the corresponding page numbers.
G. List of figures This provides a breakdown of any or all figures, graphs and similar
illustrations found in the book.
H. Preface This familiarizes the readers to the book by characterizing its content and
purpose, identifying or even briefly describing the contents, explaining
the type of reader for whom it is meant, outlining its main contents,
showing any special conventions or terminology used, and others.
I. Body chapters / These are the actual discussions.
main body
J. Appendices These are additional or supplementary materials.
K. Glossary This contains specialized terms and their definitions. Most glossaries use a
two-column layout. Typically the term and its definition make up a
separate paragraph, with the term lowercase (unless it is a proper
name) and in bold, followed by a period, then the definition in regular
roman.
L. Index Found at the end of the book, this lists the topics discussed in the book,
arranged alphabetically followed by numbers of the pages on which
they are found.
M. Blurb Usually found on the back cover or jacket of a book, this gives a brief
detail about the book and the author.

BUSINESS PLAN OR PROPOSAL

What is a business plan or proposal?
A business plan or proposal describes the proposed business, explores the marketplace and the
competition, projects revenues, and describes its operation and output. It may also be used in expanding an
existing business. It is aimed primarily at potential investors.
What are the common sections of business plans or proposals?
Business plans or proposals may include most or all of the following sections:

The content of this module was taken from the book entitled, Technical Writing written by Joel Joseph L.
Egipto, Ph. D.
  Description of the product or service to be offered

 Explanations on the technical background on the product or service

 Critical study of the market for the product or service

 Analysis on the process by which the product or service is produced

 Discussion of the facilities and personnel needed for the operation

 Projected revenues from the operation

 Funding necessary for startup and operation

 Legal issues related to the proposed business

 Qualifications and background of the personnel

 Discussion of feasibility and investment potential

 Investment offering

Feasibility Report
Recommendation Report
Evaluation Report
What are feasibility reports, recommendation reports and evaluation reports?

The following matrix identifies feasibility reports, recommendation reports and evaluation reports:

Feasibility report This report studies a problem or opportunity and makes a plan on how
to go about it by determining whether it is practical in terms of costs,
technology and manpower. It presents information to prove whether a
project can be done and whether it is viable. This asks the question
"Should we implement Plan X?"

Recommendatio This gives a selection of choices, or both and then recommends one,
n report some, or none. It argues for certain courses of action. This asks the
question "Which option should we choose?" (or in some cases "Which
are the best options?)
Evaluation This report states a studied opinion or judgment on the value or worth
report of a plan or a project. It compares a thing to a set of requirements (or
criteria) and determines how well it meets those requirements. This asks
questions like “Did it work?”, “Was it worthwhile?”

NOTE: The distinctions between these three reports are rather fine and sometimes overlap; they usually use
common elements.

The content of this module was taken from the book entitled, Technical Writing written by Joel Joseph L.
Egipto, Ph. D.
Examples:

The acceptability of bikelanes in the city

The profitability of recycling municipal waste
Whether solar energy devices will save money if installed in city-owned housing

What are the typical contents of these reports?

The typical parts of these reports are the following:
PARTS CONTENTS
Introduction Summary of contents
Overview
Nature
Purpose
Situation/Requirements (optional)
Technical Some technical discussion
Background
Background on the Problem, need or opportunity that has brought about this report
Situation
Requirements and Numerical values: Maximum or minimum numerical values. For
Criteria example, there may be a cost requirement--the computer unit must
not be more than PhP 30,000.00. Yes/no values: Some
requirements are simply a yes-no question. Does the computer unit
come with a printer?
How important the individual requirements are in relation to each
other
Discussion of the How you arrived at the choices
Options Brief descriptions of the options
Category-by- A conclusion that states which option is the best choice in that
Category particular category of comparison.
Comparisons or A summary table which summarizes all the major data.
Comparison of the
Options
Conclusion A summary or restatement of the conclusions you have already
reached in the comparison sections.
The final conclusion - the one that states which option is the best
choice.
Recommendation or The most important conclusions leading to the recommendation.
Final Opinion
In an evaluation report, this part states a final opinion or judgment.

What are the two basic organizational plans for feasibility

and recommendation reports?
The following are the two basic organizational plans for feasibility and recommendation reports:

The content of this module was taken from the book entitled, Technical Writing written by Joel Joseph L.
Egipto, Ph. D.
 Traditional plan This starts with background and criteria, then the comparison, and
conclusions and recommendations.
Executive plan This one begins with the conclusions and recommendations and
relegates the full discussion of background, criteria and the
comparisons into appendices.

INSTRUCTION MANUAL
What are instruction manuals?

Instruction Manuals are documents containing explanations, steps or procedures on how to operate,
maintain or repair machinery, how to build, do or assemble things, and how to perform certain actions, or what
to do in certain situations. In some cases, there is also a description of the devices being used or explanations of
principles and theories related to the activity being explained.

Examples of Instruction Manuals:

The manual for an appliance, equipment or program

Guide on using the Microsoft Excel

What are the characteristic of a good instruction manual?

An effective instruction manual has the following characteristics:

1. It is clear, simple and easy to understand and follow.

2. It is complete in technical details, thus giving more visuals on it.
3. It is reader-oriented.
4. It contains headings, lists and special notices.

What should you consider in writing instructions?

The following should be considered in writing instructions:

I. Audience and situation

II. Number of tasks – Make your tasks brief, simple and clear. Remember that procedure refers to the
whole set of activities your instructions are intended to discuss. This may either be:

A. Simple procedures - consist of only one task like changing the batteries of your
remote control.
B. Complex procedures - consist of tasks which are semi-independent groups of actions
within the procedure. For example, manipulating the CD recording is one task in the

The content of this module was taken from the book entitled, Technical Writing written by Joel Joseph L.
Egipto, Ph. D.
 overall procedure of operating your cassette component which also includes other
tasks.

III. Grouping of similar and related steps - Similar and related steps should be grouped and
renumbered according to phase which is a group of similar steps within a single-task procedure.
In assembling cabinet for example, setting up the frame would be a phase; making the partitions
would be another; furnishing it would still be another.

IV. Groupings of tasks. There may be so many tasks that you must group them so that readers can find
individual ones more easily. For example, the following are common task groupings in
instructions: unpacking and setup tasks; installing and customizing tasks; basic operating tasks;
routine maintenance tasks; troubleshooting tasks; and so on.

What are the approaches to writing instructions?

In writing instructions, one can use any of the following approaches:

A. Task approach – Stating steps for all the major tasks that users may need to perform with the
product.

Example: How to adjust the volume or Adjusting the volume

B. Tools approach – Stating instructions on how to use each button or feature of the equipment.

Example: Using the karaoke feature of the mini-component

C. Function approach – Explaining systematically each function, feature, or interface element of a

product.

Example: CD Recording from radio stations

What are the kinds of steps?

The kinds of steps include the following:

 Fixed-order steps are steps that must be performed in the order presented. For example, if you
are changing the oil in a car, draining the oil is a step that must come before putting the new oil.

 Variable-order steps are steps that can be performed in practically any order. Good examples are
those troubleshooting guides that tell you to check this, check that where you are trying to fix
something. You can do these kinds of steps in practically any order.

The content of this module was taken from the book entitled, Technical Writing written by Joel Joseph L.
Egipto, Ph. D.
  Alternate steps are those in which two or more ways to accomplish the same thing are presented.
Alternate steps are also used when various conditions might exist.

 Nested steps. In some cases, individual steps within a procedure can be rather complex in their
own right and need to be broken down into substeps.

 "Stepless" instructions are instructions that really cannot use numbered vertical list for they are
not steps that should be sequentially followed.

What are the possible sections of instruction manuals?

Instruction manuals may carry the following sections:

SECTIONS POSSIBLE CONTENTS
Introduction Specific tasks or procedure
Scope of coverage
What the audience needs in terms of knowledge and background to understand the
instructions
General idea of the procedure and what it accomplishes
The conditions when these instructions should (or should not) be used
Overview of the contents of the instructions
Technical Discussion of background or theory related to the procedure
background or
theory
Equipment A list of equipment, tools and supplies needed.
and supplies
Discussion of Steps and details on how to accomplish them.
the steps
Supplementary Additional explanatory information such as how the thing should look before and after
discussion the step; why they should care about doing this step; what mechanical principle is
behind what they are doing; even more micro-level explanation of the step--discussion
of the specific actions that make up the step.

What should you remember when you write instructions?

In writing this kind of report, remember these:

1. Use a lot of imperative sentences which sound like these: "Now, press the Pause button" and
"You should be careful not to ..."

2. Use active voice if possible.

The content of this module was taken from the book entitled, Technical Writing written by Joel Joseph L.
Egipto, Ph. D.
 3. Do not leave articles. Make your sentences complete by including all the needed articles and
other words commonly used in instructions.

4. Use graphics. Sometimes, words simply cannot explain the step. Illustrations are often critical
to readers' ability to visualize what they are supposed to do.

5. Consider your format which may include headings, lists, special notices, and number,
abbreviations and symbols.

6. Provide additional supplementary explanation of the steps as necessary.

7. Remember to create a section listing equipment and supplies, if necessary.

ORGANIZATIONAL POLICIES AND PROCEDURES
What are organizational policies and procedures?
Organizational policies and procedures are operating documents which contain rules and regulations on
how the organization and its members are expected to perform. These include whatever the organization
considers important for its operations: attendance policies, ranking scale, evaluation mechanisms, and so on.
Once recorded, these policies and procedures become the bases of actions and behaviors of all individuals in an
organization.
Policies are general statements of how an organization wants things to be within its walls. For example, it may
have a policy on recruitment and selection of applicants. But to make that policy a working reality, it will also
have one or more procedures that define exactly what to do - step by step - when hiring a new employee.

PRIMARY AND SECONDARY RESEARCH REPORTS

What are primary and secondary research reports?

Primary research reports present original findings and interpretations from laboratory or field research. It
is the actual work someone does in a laboratory or in the field. In this type of report, you do not only present
your data and draw conclusions about it, but you also explain your methodology, describe the equipment and
facilities you used, and give some background on the problem.

On the other hand, a secondary research report is a report that presents information gained largely from printed
information sources or from other sources such as people.

What are the typical contents of primary and secondary research reports?
The following are the typical contents of primary and secondary research reports:

Parts Contents
Introduction Background or the purpose
Problem, Situation that has led to the research work
background

The content of this module was taken from the book entitled, Technical Writing written by Joel Joseph L.
Egipto, Ph. D.
 Purpose, What you intended to do in the research project
objectives, scope The scope of your work
Review of Literature relevant to your document.
literature
Materials, Things used in detail, providing brand names, model numbers, sizes, and other such
equipment, specifications.
facilities
Theory, methods, Intellectual or conceptual framework of your project.
procedures
Results, findings, Data that you collected
data
Discussion, Interpretation or discussion of your findings.
conclusions, Recommendations or ideas for further research.
recommendations
Bibliography Sources of information you used or consulted in your project.

PROGRESS REPORT
What is a progress report?
Progress Report as the word progress implies informs a supervisor, associate or customer about how far
you have gone on a project over a certain period of time. The time element considered is more than three or four
months.

What are the contents of a progress report?

A progress report contains the following:

1. What has been done

2. What is being done
3. What shall be done
4. What were the problems
5. How is the project

What does the progress report do?

The following are the functions of a progress report:

1. It details accomplishments which may imply that the project is going smoothly, and that it will meet the
expected date.
2. It creates opportunities for the supervisor, associate or customer to evaluate your work on the project
and to request changes since it shows findings on the study.
3. It gives you a chance to discuss problems in the project to forewarn recipients.
4. It motivates you to plan a work schedule to meet the deadline.

What are the forms of a progress report?

 Memo--A short, informal report to someone within your organization (internal)

 Letter--A short, informal report sent to someone outside your organization (external)
 Formal report--A long, formal report sent to someone outside your organization

The content of this module was taken from the book entitled, Technical Writing written by Joel Joseph L.
Egipto, Ph. D.
What are the organizational patterns of a progress report?
Since you are considering all the functions of a progress report, you have to report in such a away that
you combine two of these organizational strategies: time periods, project tasks or report topics.

A. Time periods. This summarizes work within each of the following:

 What has been done

 What is being done
 What shall be done

B. Project tasks. This breaks down the project into individual tasks:

C. Report topics. This list down the topics and the explanations on the work you have done, the work
you are currently doing, and the work you have planned follow.

What are the main parts of a progress report?

The main parts of a progress report include the following:

MAIN PARTS POSSIBLE CONTENTS
Introduction Purpose of the project
Specific objectives of the project
Scope or limits of the project
Date the project began; date the project is scheduled to be completed
People or organization working on the project
People or organization for whom the project is being done.

Project description Detailed description of your project

Conclusion Overall appraisal of the project to date

Reassurance that all is going well and on schedule.
Unexpected changes or problems in the project.

PROPOSAL
What is a proposal?

A proposal is a document which asks the reader to approve, fund or grant permission to do a certain
project. It is a tool in bringing in business or investors, and for initiating projects that can profit the organization
or you as the proposer or both.

What makes a proposal different from feasibility studies is that it asks for approval to start with a
project. Feasibility studies, on the other hand, recommends for approval or disapproval of a certain project after
studying its merits.

The content of this module was taken from the book entitled, Technical Writing written by Joel Joseph L.
Egipto, Ph. D.
What are the types of proposals?

Proposals may come in the following types:

A. According to Origin/Source

Internal A proposal written to someone within

Proposal your organization.
External A proposal written from one separate,
Proposal independent organization or individual to
another organization or individual.

B. According to Purpose

Solicited A proposal written in response to a

Proposal request which may be in different levels:
in response to an advertisement or letter
of some companies, or in compliance to a
superior
Unsolicited A proposal in which the recipient has not
Proposal requested for it.

C. According to length

Brief Takes the form of a letter

Extended Takes the form of a report

Examples:

A proposal to hold a leadership seminar for student-leaders of a certain school

A proposal in response to a request of a company to solve an existing problem or recommend some
improvements
A proposal on the increase of salaries

What are the basic steps in making a proposal?

In making your proposal effective, follow the steps below:

State your purpose and contents.

Present the problem, opportunity or situation

that brings about the proposed project.

State how you will attempt to solve the problem

and/or the benefits of doing the project.

The content of this module was taken from the book entitled, Technical Writing written by Joel Joseph L.
Egipto, Ph. D.
 Describe the project and the probable results.

Discuss the method and theory or approach behind that method.

Present a timetable.

State your qualifications or

the qualifications of your organization.

State the costs of the project and the resources you need.

Summarize the benefits of doing the project.

What are the formats of a proposal?

Proposals may take any of the following formats:

Cover letter with separate The cover letter introduces the proposal and its contents
proposal
Cover memo with Just like the cover letter, this introduces the proposal and its contents
separate proposal but in a memo format
Business-letter proposal The entire proposal is within a standard business letter; is used for
external proposals
Memo proposal The entire proposal is within a standard office memorandum; is used
for internal proposals

TECHNICAL-BACKGROUND REPORT OR INFORMATIONAL REPORT

What is a technical-background report or informational report?

Technical-Background Report or Informational Report is a document which presents or provides

information or a background on a topic in an objective, organized way to any interested reader or some
individual or group that has specific needs for it and is even willing to pay for that information

Sample Topics:

New methods in the treatment of cancer

The effect of vices on the values of students

What are the typical contents and organization of technical background reports?

The content of this module was taken from the book entitled, Technical Writing written by Joel Joseph L.
Egipto, Ph. D.
 Since the content of the technical background report relies on the specific needs or uses of a particular
audience, they do not follow a common set of contents. As a writer, you have to determine what should be
presented. They may include the following:

1. Definitions
2. Causes
3. Effects
4. Types
5. Historical background
6. Processes
7. Descriptions
8. Comparisons
9. Applications
10. Advantages and disadvantages
11. Economic considerations
12. Social, political, legal, ethical implications
13. Problems, questions
14. Solutions, answers

 TECHNICAL SPECIFICATION AND USER GUIDE

What are technical specifications?

Technical specifications are descriptions of products or product requirements in terms of construction,
materials, functions, features, operation, testing, installation, use and market potential. They typically
accompany products, for example, CD players or computers.

What are user guides?

As a book, a user guide must have some combination of the standard book-design components such as
the following:

 Front and back covers

 Title page
 Edition notice
 Trademarks
 Disclaimers
 Warranties
 License agreements
 Safety notices
 Preface
 Appendixes
 Glossary
 Index
 Reader -comment form

The content of this module was taken from the book entitled, Technical Writing written by Joel Joseph L.
Egipto, Ph. D.
What are the information included in technical specifications and user guides?

The following information should be included in user guides and instruction manuals:

Parts
Instructions
Precautionary information
Reference information
Getting-started information
About the product
Technical background
Information
Step-by-step directions on how to assemble, operate
or troubleshoot the product.
notes, warning, caution, and even danger notices which represent liability
concerns for the manufacturer of the product.
User guides typically contain plenty of reference information, but only up to a
certain point. For example, if there are numerous commands, a separate book
for commands is necessary. Reference information in user guides is often
presented in tables.
Brief tutorials that will help new users get acquainted with using the product.
User guides also provide some description of the product, a review of its
essential features or its new features.
Sometimes, users guides will include technical explanations on how the product
works, what physical or chemical principles are essential to its operation, and so
on.

ACTIVITY 7

1. From the Word Box, supply the deleted items in the definitions.

Word Box
Book Project
Expanding Information
Rules and Regulations Description
Laboratory Instructions
Time Element Tool

2. A __________ is a bound collection of pages dealing with one particular subject matter.

3. A business plan is used when __________ an existing business.

4. Organizational policies and procedures contain _________ to be followed by an organization.

5. Primary research report presents findings and interpretations from __________ or field research.

6. A progress report’s __________ is more than three or four months.

7. A proposal asks the reader to approve, fund or grant permission to do a certain __________.

The content of this module was taken from the book entitled, Technical Writing written by Joel Joseph L.
Egipto, Ph. D.
 8. Technical background reports provide __________ or a background on a topic in an objective,
organized way.

9. Technical specifications are _________ about products.

10. A user guide contains __________.

11. A proposal is a _________ in bringing in business or investors.

 Identify what parts of the book are described in the following statements.

_______________1. Titles of chapters; pages where topics are located

_______________2. Expression of gratitude

_______________3. List of figures, graphs, and others

_______________4. Additional materials

_______________5. Terms and their definitions

_______________6. Lists of topics alphabetically arranged

_______________7. Brief detail about the book and author

_______________8. Actual discussions

_______________9. First page of the inside pages

_______________10. Year when book was published

 Organize at least five policies and procedures for the following:

1. A department Store

A. __________________________________________________________
B. __________________________________________________________
C. __________________________________________________________
D. __________________________________________________________
E. __________________________________________________________

2. Resignation

A. __________________________________________________________
B. __________________________________________________________

The content of this module was taken from the book entitled, Technical Writing written by Joel Joseph L.
Egipto, Ph. D.
 C. __________________________________________________________
D. __________________________________________________________
E. __________________________________________________________

3. Bonus

A. __________________________________________________________
B. __________________________________________________________
C. __________________________________________________________
D. __________________________________________________________
F. __________________________________________________________

4. Student Activities

A. __________________________________________________________
B. __________________________________________________________
C. __________________________________________________________
D. __________________________________________________________
E. __________________________________________________________

5. Field Trips
A. __________________________________________________________
B. __________________________________________________________
C. __________________________________________________________
D. __________________________________________________________
E. __________________________________________________________

The content of this module was taken from the book entitled, Technical Writing written by Joel Joseph L.
Egipto, Ph. D.