PURPOSE OF TECHNICAL WRITING 3.

Knowing the Subject Matter

1. TO INFORM- It is written to make -A technical writer must have a thorough

another person understand or do knowledge of the subject her is to write
something. It is designed to fulfill a about.
need to tell and a need to know.
2. TO ANALYZE EVENTS AND THEIR 4. Writing objectively
IMPLICATION- It will explain how -A good technical writer must emphasize
certain systems failed. This system may the facts and the data.
include education, socioeconomic,
political, and the needed change. 5. Using Correct Format
3. TO PERSUADE AND INFLUENCE
-The formal and style of a report attract the
DECISIONS- It will show you how a
attention of the readers first. It is how the
business or an industry succeeds
paper is written.
FUNCTIONS OF TECHNICAL WRITING
6. Adopting Ethical Standards
1. To serve as a basis for management
A technical writer should undertake
decision
comprehensive research work; accumulate
2. To furnish needed information the required data through interviews,
surveys, referrals and related publications.
3. To give instructions

4. To explain techniques
THE WHOLISTIC GUIDE OF TECHNICAL
5. To report achievements WRITING
6. To analyze problem areas 1. ACCURACY- A report writer must be
7. To determine design and system tactful in the recording of data,
requirements statement or calculating mathematical
figures.
8. To serve as a basis for public relation 2. BREVITY- Being brief is a courtesy to a
reader. The reader should find it easy to
9. To provide report to stockholders of group the main idea of the report.
companies 3. CONFIDENCE- A good report writer is
10. To develop a product good in communication and is decisive
or sure of what he is writing about.
11. To provide service 4. DIGNITY- The writer must be certain
that all grammatical constructions are
12. To proposals record business through
correct. In report writing, you need to
13. To procure business through proposals be formal with words and how these
words are used.
5. EMPHASIS- The writer has to feel what
is important to the reader through
BASIC PRINCIPLES OF TECHNICAL WRITING
word choice.
1. Understanding the reader 6. FACILITY- This refers to the devices used
by the writer to make his report easy to
-The technical writer should know how to read and understand. It should be
adapt his writings and terminologies of the straightforward, logical, and clear
type of the intended audience or readers. 7. HONESTY- When a writer has borrowed
some statements, ideas or quotations,
2. Knowing the Purpose of Each Technical
he has to acknowledge them.
Report
8. ILLUSTRATION- Illustration materials
-The technical paper must be organized such as charts, graphs, diagrams and
around a central theme. The reader should photos are always helpful.
understand the main purpose after reading 9. JUDGMENT- The writer should qualify
the paper. the data and information gathered.
10. KNOWLEDGE- The communication of ✓ format (layout, typeface) is accessible
knowledge is the primary objective of and appealing
the report, but knowledge is not only a
collection of data or information. ✓visuals (graphs, diagrams, pictures) clarify
11. LOGIC-It is the process of classification. concepts and relationships, and substitute
It is putting things in proper places. for words whenever possible
12. MECHANICAL NEATNESS- This is the ✓ supplements (abstracts, appendices)
general appearance of the report. enable readers with different needs to read
13. ZEST- Write only about things that are only those sections required for their work
worth writing
INEFFECTIVE

CREATIVE WRITING- any form of writing • more (or less) Information than readers
which is written with the creativity of mind need

TECHNICAL WRITING- written mainly to • irrelevant or uninterpreted Information

inform in a formal manner or to incite the
• confusing organization
reader to make an action such as purchase
the writer's product • uninviting appearance or confusing layout

• jargon or vague technical expressions

readers cannot understand
USER DOCUMENTATION
• more words than readers need
Repair manuals, reviews, product
comparisons, application manuals, user • no visual aids when readers need or
guides, and content for support websites expect them
and FAQs

TECHNICAL INFORMATION
Technical writers help their readers make
observation reports and data analyses sense of complex information by breaking it
into digestible pieces and giving it clarity
BUSINESS WRITING
and focus
forms, business letters, memos, newsletters
and minutes from meating
THE WRITING PROCESS
1. CORRECTNESS OF INFORMATION
PREWRITING: 25%
2. Precise
✓ Determine objectives
3. RELEVANT
✓ Gather data
4. LOGICALLY CONSISTENT
✓ Recognize audience
5. BRIEF
WRITING: 25%
6. UNEMOTIONAL
✓ Organize
7. ΝΟΝ-ΑΝΤTHROPOMORPHIC
✓ Format: Document design

✓ Highlighting
EFFECTIVE
✓ Tone
✓ content makes the document worth
reading REWRITING: 50%
✓ organization guides readers and ✓ Revise (45%): Add, Delete, Simplify,
emphasizes important material Move, Reformat, Enhance, Correct
✓ style is economical and easy to read ✓ Proofread (5%)
✓ except

THE RE-WRITING PROCESS 3. Avoid the Expletive Pattern

1. Use the Meat Cleaver Method of Revision there is, are, was, were, will be it is, was,
these expletives lead to wordy sentences
✓ Limit the number of words per sentence
by cutting the sentence in half or thirds There are three people who will be hired.

✓ Make the sentence more concise and It has been decided that ten teachers will
easier to understand be hired

2. Avoid Verbal Dead Words 4. Omit redundancies

make an amendment to during the year of 2012

✓ amend in the manth of July

make an adjustment of the LCD will cost the sum of PHP 22, 500

✓ adjust the results so far achieved prove

have a meeting our regular monthly status reports require

✓ meet we collaborated together on the project

thanking you in advance the other alternative is to

✓ thank you this is a new innovation

for the purpose of discussing the consensus of opinion is to

✓ to discuss 5. Avoid wordy phrases

arrive at an agreement • in order to purchase

✓ agree • at a rapid rate

at a later moment • It is evident that

✓ later • with regard to

affixed his signature • in the first place

✓ sign • a great number of time

basic essentials • despite the fact that

✓ essentials • is of the opinion that

at this point in time • due to the fact that

✓ now • am in receipt of

like for example • came to the conclusion

✓ like ✓ Concluded/decided

attached herewith • with the exception of

✓ attached ✓ Except for

past experience • make revisions

✓ experience ✓ Revise

with the exception of • Investigation of the

✓ Investigate ACTIVE VOICE: the subject performs the
action
• Consider implementation
Subject + Verb + Object
Implement
PASSIVE VOICE: the subject receives the
• utilization of action that is expressed by the verb.
✓ Use of 8. PROOFREADING TIPS
• enclosed please find Let someone else read it
✓enclosed is
✓ Read one line at a time
• as soon as possible
✓ Use technology
✓ By (state time AM/PM)
✓ Check figures, scientific, and technical
• in accordance with equations, and abbreviations

✓ According to ✓ Read it out loud

• in the near future ✓ Use a dictionary

✓ soon

• at this present writing

✓ now

• in the likely event that

✓ if

• rendered completely

✓ Broken/Inoperative

6. Do NOT use SLANG WORDS

We're

✓ We are

You're

✓ You are

Don't

✓ Do not

Ain't/Won't

✓ Am not/Will not

Gonna

✓ Going to

Wanna

✓ want to

7. Use ACTIVE VOICE rather than Passive

Voice