➢

Technical Writing
Preamble:
We discussed in the previous lesson:
• Stages of Writing

Learning Outcomes:
• Understanding and utilization of the technical writing and its characteristics.
Are you ready?
• What makes a document technical in your view?
• Does technical writing implies that it will be difficult than simple writing skills?

Topic of the day:

Technical Writing

Technical writing is intended to communicate with the specified audience for a specific
purpose.
Technical writing is a type of writing where the author is writing about a particular
subject that requires direction, instruction, or explanation.
This style of writing has a very different purpose and different characteristics than
other writing styles such as creative writing or essay writing.
Technical writing is used in a large variety of fields such as engineering, computer
hardware and software, chemistry, and biotechnology. You can also find everyday
examples of technical writing every where. The following list provides with just a few
examples of documents that are considered forms of technical writing.

• Press releases
• Employee handbooks
• Articles on the web
• Manuals for instructions and procedures
• Circulars
• Memos
• Reports
• Business Proposals
• Journals
• Datasheets
• Product descriptions and specifications
• Résumé
• Job Applications
• Meeting Agendas and Meeting Minutes
 Characteristics of technical writing

The aim of technical writing is to translate scientific and technical information in a way that is
clear and easy to understand.

The specific information conveyed should be helpful to the reader.

Technical writing is a form of writing that is extensively used to prepare manuals, description
of new electronic products, instructions on how to operate a particular machine, etc.

A technical writer is often asked to create documentation for a technology. The documentation
must clearly explain how to install and use that technology.

Technical writing is different from usual essay writing. People often confuse technical writing
with essay and creative writing. However, these are totally different styles of writing. Use of
flowery words, double meaning innuendos and explaining the same thing in a different way is
often found in essays.

Technical write ups are precise and essentially focus on the subject, which is explained in the
most convincing manner. Yet the data is concise and the language used is straightforward.

This profession, as many think, is not about writing a bunch of technical words. Nowadays,
technical writing is used in diverse fields including robotics, chemistry, software and others.

An educational textbook on subjects like physics or biology is also a form of technical writing.
In order to become a successful technical writer, one must know the characteristics of technical
writing. They are as follows:

1. Accuracy / Correctness
One of the most important characteristics of any technical document is accuracy. A slight
mistake can have grave consequences. For instance, if you forget to mention some important
features of a new mobile phone, the customers may think that there is nothing special in that
phone and will not prefer to buy it. Effective communication requires quality content and
language that is accurate and readable.

Similarly the grammatical structure of your technical document should be correct and free
from any kind of ambiguities. The intended meaning will not be communicated to the reader if
the document has ambiguous sentences. The reader is sure to get annoyed, if your document
is replete with misspellings and incorrect construction of sentences. Hence, apart from
providing correct technical information, ensure that the data is grammatically correct.

Technical writing must be CORRECT and TRUE, period. If tech writing is not correct,
you can throw it directly into the trash basket since nothing else matters as much.

2. Appropriate for Intended Audience

Tech writing must be appropriate for its intended audience. This audience can be a
general audience, business people, or a specialized group of engineers and
scientists.

If the writing style and vocabulary does not fit the audience, tech writing will either
be met with criticism (because it is too easy for the audience), or will fly off over the
heads of a puzzled audience (because it is too hard to understand).

Use language the reader will understand. The writer must consider who will be reading and
using the material before they start composing it.
 2. Concise

Technical writing must be as brief as possible. If the writer can express something
in 2 words, he should not use 3 words instead. Moreover all kinds of editorial asides
or similes and metaphors should be avoided.

3. Logical and Sequential

Technical writing information cannot contradict itself. All information, all steps
need to make sense with respect to one another.

If you need to open a lid in order to reach a button, you need to tell the reader to
open the lid first and then to press the button. In the above case, do not instruct the
user to press the button and then open the lid.

4. Clarity
Using a lot of technical jargon or buzzwords the reader will find hard to follow is not the best
way to write a technical piece. If a technical writer decides to use this type of language, he or
she should explain the term in the text so that the reader can follow the instructions or
understand the idea the writer is trying to get across.

5. Action Oriented
You are writing a document to help users take action. Therefore, use action verbs
whenever possible, especially in the beginning of procedural steps. ORIGINAL:
"Cable A and Cable Z need to be connected now." BETTER: " Connect Cable A to
Cable Z."
 6. Organized
Technical documents are organized in the ideal "tree view" fashion. The material is
organized in layers, from general to the specific. The document starts with the
general aspects of a system and drills down to more specific details later on.

If you are writing instructions for how to do something, they need to follow a logical order.
Otherwise, the reader won't be able to get the result they are looking for. Instead of skipping
over something because the reader should already be aware of that particular fact, the technical
writer needs to include it in the text anyway. Being able to think logically and present the
information in a step-by-step manner is one of the important characteristics of technical
writing.

The individual chapters and sections should have a logical parent-child-sibling

relationship to one another. For example, if you are explaining how to start an
engine in Chapter 1, you should also explain how to shut it off within the same
chapter since they are conceptually related procedures.

7. Format
The way you present your technical data is also very important from the user's point of
view. For instance, suppose you have explained complex technical data in the simplest manner,
yet it won't hold the attention of the user if it is presented as one big paragraph. The point is,
you need to be creative when it comes to formatting your technical data. Your technical
data must be divided into sub heads. If it is an instruction manual, then instead of sub heading
go for bulleted format. However, if the sequence of instructions holds priority, one should go
for numbered list. Key points pertaining to precautions or warnings may be emphasized using
bullets. A document presented in a well-organized manner is very easy to read and the
important data that the user is looking for is available at a glance. To make data easily
accessible, one can give technical specification of any product in a tabular form. You also
need to complement your descriptive technical data with a graphic image of the product in
focus. This is visually appealing and will definitely arrest the attention of the most casual
viewer.

8. Don't Forget the Details

The technical writer who is working on a piece has an advantage over the reader. He or she
knows the idea they want to convey or the steps involved in the process they are trying to
describe. Including lots of details in the text is important. This step helps the reader to follow
along with the instructions being given. The technical writer must keep in mind that the person
reading the finished piece must be given all the information they need in written form. They
aren't in the room or on the phone where they can ask questions if they get stuck. The technical
writer needs to take care to give the person they are writing enough details, such as a description
of a particular part or where to find a key or command when trying to use a software product.

Interactive Session:
• What are your personal views how to become a good technical writer?
• How do you plan to bring technical qualities to a document?

Challenging Exercise:
Work in groups of three people and construct today’s class report keeping in view all
the technical qualities in mind.

What did you learn?

• What do you understand by technical writing?
• Where it will be needed?
• What is the significance of the qualities for an effective technical document?

Home assignment:
Write a circular for upcoming trip for your classfellows while keeping in mind all the technical
formalities.

Next lesson preview:

Steps of Technical Writing