What is technical writing?

What is technical writing?

To start our discussion on technical writing, let us get some definitions from different writers: In
a book entitled, Engineers guide to technical writing, the author defined technical writing as “a
broad term that encompasses a wide variety of documents in sciences, engineering, and skilled
trades” (Budinski, 2001 p.1).

Another writer defined technical writing as ‘the practical writing that people do as part of their
jobs.”

Finally, Michael Markel as quoted in the book of Manguerra (2011) described it as ‘writing that
conveys specific information about a technical subject to a specific audience for a specific
purpose.’ (p.3). As can be noted in the definitions given, technical writing involves a wide range
of communication from basic everyday communication documents to specialized manuals.
Clearly, it is different from other forms of writing for at least 3 things:
1. The topic of technical writing is usually specialized such as medical procedures, computer
applications, and patent specifications
2. Technical writing makes use of scientific, engineering, or simply technical vocabulary.
3. The language of technical writing is impartial and objective
Examples of Technical Writing
Some common examples of documents considered technical writing or at least that which
requires technical writing are as follows:

1. User Guide or Manuals

2. Release notes
3. Laboratory reports
4. Executive summaries
5. Posters
6. Product specifications
7. News releases
8. White papers
9. Memos 
10. Proposals

Jobs related to technical writing

The website of the Society for Technical Communication enumerated the following jobs related
to technical communication:

1. Technical Writers & Editors

2. Indexers
3. Information Architects
4. Instructional Designers
5. Technical Illustrators
6. Globalization & Localization Specialists
7. Visual Designers 
8. Web Designers & Developers
9. Teachers & Researchers of Technical Communication
10. Trainers and E-Learning Developers
What are some principles of good technical writing?
Gerson (2014) enumerated 5 necessary traits of technical writing namely: clarity, conciseness,
accessible document design, audience recognition and accuracy. To understand more about
said traits
Special Techniques
 MODULE 2
On writing Technical Definitions
Writing entails the use of different word/s to express or explain one’s ideas or thoughts. In
understanding certain concepts, writing should be explicitly conveyed by using word/s, phrase/s or
sentence/s to guide the readers in understanding the text. In writing, some words may not be familiar to
the reader.

In the previous module, you are introduced to different concepts in technical writing. It is also important
to take note of technical definitions to help you as a reader recognize terms that will guide you in
reading technical papers. To help the readers understand documents, reports or just a simple user
manual, Technical definitions are important tools in technical writing.

There are certain circumstances that call for definitions according to Reep (2009, p. 180):

 When technical information originally written for expert readers is revised for nonexpert readers, the
writer must include definitions          for   all terms that are not common knowledge.
 A document with readers from many disciplines or varied backgrounds must include definitions
enabling readers with the lowest level      of knowledge to understand the document.
 All new or rare terms should be defined, even for readers who are experts in the subject. Change is so
rapid in science and                    technology that no one can easily keep up with every new development.
 When a term has multiple meanings, a writer must be clear about which meaning is being used in the
document.

*The word  slate, for example,  can refer to a kind of rock, a color, a handheld chalkboard, or a list of
candidates for election.
Informal Definitions and Formal Definitions (Reep, 2009)
A. Informal Definition

Informal definition explains a term with a word or a phrase that has the same general meaning.  It
clarifies a word by giving another word that means the same.

Examples:

Malignant tumor (cancer)  does not discriminate age, gender, or race.  (word)

Cliches, or worn-out expressions,  should not be used in written communication.  (phrase)

Viscous (sticky)  substances are used in manufacturing rayon. (word)

Oryza sativa,  more familiarly known as rice, is a staple food among Asians. (phrase)

*Take note that writing informal definitions can be done in the form of a sentence as shown in the first
example. This can also be written in word/s or phrase/s using dashes, parentheses, or commas. Informal
definitions can help the nonexpert comprehend unfamiliar terms with the use of common words.

B. Formal Definition

Formal sentence definition is more detailed and rigidly structured than an informal definition. The
formal definition has three specific parts:

Term     +     Group/Class     +     Distinguishing features

(Species)       (Genus)                    (Differentia)

Examples:

TERM/SPECIES GENUS/CLASS DIFFERENTIA

Submarine  is a seagoing vessel that operates under water.

A Triangle is a plane figure with three straight bounding sides.

that has two wheels and powered through the p

A Bicycle is a mode of transport
of the rider.
Formal sentence definition begins  with a term you need to define.  Then,  it is followed by a be-verb (is,
are, was, were).  Next is the group(genus) which tells where the term belongs.  Last, is  the distinguishing
features (differentia) that set apart the term from another group or concept. 

Tips to Remember When Writing Formal Definitions (Reep, 2009, p. 182-184)

1. Do not use the same key word in the distinguishing features part that used in one or both of the other
two units.

Poor:  A pump is a machine or device that pumps gas or liquid to a new level or position.
Better:  A pump is a machine or device that raises or moves gas or liquid to a new level or position.
Poor:  An odometer is a measuring instrument that measures the distance traveled by a vehicle.
Better:  An odometer is a measuring instrument that records the distance traveled
by a vehicle.

2. Do not use the distinguishing features that are too general to adequately specify the meaning of the
term.

Poor:    Rugby is a sport that involves rough contact among players as they try to send a ball over the
opponent’s goal lines.
Better:  Rugby is a team sport that involves 13 to 15 players on each side who try to send a ball over
across the opponent’s goal line during two 40-minute                        halves.
Poor:      A staple is a short piece of wire that is bent so as to hold papers together.
Better:      A staple is a short piece of wire that is bent so both ends pierce several papers and fold inward,
binding the papers together.

3. Do not use distinguishing features that are too restrictive.

 Poor:    A clock is a timepiece mounted on a wall and indicates the passage of time with moving hands
over a marked dial.

Better:  A clock is a timepiece that indicates time through a digital display or moving hands around a
marked dial.
Poor:      A tent is a portable shelter made of beige canvas in the shape of a pyramid, supported by poles.
Better:  A tent is a portable shelter made of animal skins or a sturdy fabric and supported by poles.

4. Do not use is when, is where, or is what in place of the group part in a formal definition.
Poor:    A tongue depressor is what medical personnel use to hold down a patient’s tongue during a
throat examination.
Better:  A tongue depressor is a flat, thin, wooden stick used by medical personnel to hold down a
patient’s tongue during a throat examination.
Poor:      Genetic engineering is when scientists change the hereditary code on an organism’s DNA.
Better:  Genetic engineering is the set of biochemical techniques used by scientists to move fragments
from the genres of one organism to the chromosomes                  of another to change the hereditary
code on the DNA of the second organism.

Expanded Definition

Expanded definitions can range from one paragraph in a report or manual to an entry several pages
long in a technical dictionary. Writers use expanded definitions in these circumstances:

   A reader must fully understand a term to use the document successfully.

   Specific terms, such as economically disadvantaged or physical therapy, refer to broad

concepts and readers other than experts need to understand the scope and application of the
terms.

   The purpose of the document, such as technical handbooks or a science dictionary, is to

provide expanded definitions to readers who need to understand the term for a variety of
reasons.

Example:

A toxic substance is a chemical that is harmful to people or other living organisms.  The effects from
exposures to a toxic substance may acute or chronic.  Acute effects are those that appear shortly after
exposure, usually to a large concentration or dose over a short time.  Examples are skin burns or rashes,
eye irritation, chest pains, kidney damage, headache, convulsions, and death.  Chronic effects are
delayed and usually long-lasting; they may not appear for months or for years after exposure and usually
last for years.  Examples are cancer, lung, and heart disease, birth defects, generic defects, and nerve
and behavioral disorders. Chronic effects often occur as a result of prolonged exposure to fairly low
concentrations or doses of a toxin. However, they may occur aas the delayed effects of a short term
exposure to high doses (Pfieffer, 3rd ed., 1997).
Strategies in Writing Expanded Definitions (Reep, 2009, p. 185-188)

1. Cause and Effect. This strategy is used to illustrate relationships among several events. This can be
an effective strategy when writing a process or a system.

 Example:

Aerobic exercise is a sustained physical activity that increases the body’s ability to obtain oxygen,
therapy strengthening the heart and lungs. Aerobic effect begins when an exercise is vigorous enough to
produce a sustained heart rate of at least 150 beats a minute. This exercise, if continued for at least 20
minutes, produces a change in a person’s body. The lungs begin processing more air with less effort,
while the heart grows stronger, pumping more blood with fewer strokes. Overall, the body’s total blood
volume increases and the blood supply to the muscles improves.

2. Classification
This is used when a writer needs to break a term into types or categories and discuss the similarities or
differences among the categories.

Example:

1. Landslide movement can be divided into four different types:

Slides: Slides are characterized by the downward movement of material along one or more
failure surfaces.
Flows: Flows are similar to slides but differ in the fact that they are characterized by high water
content and move similar to fluids.
Lateral spreads: Lateral spreads are usually associated with loose, sandy soils with high
liquefaction potential. Lateral spreads can occur on even very gentle slopes. Falls and topples:
Falls and topples are movements in which masses of rock or other material fall from cliffs or
other steep slopes. Earthquakes commonly trigger this final type of movement.

3. Comparison and Contrast

This can be used to show readers the similarities and differences between the term being defined and
another relevant term.

Example:
Carpal tunnel syndrome causes numbness or tingling in the fingers and hands and may include a pain
that shoots from the wrist into the palm or forearm. The carpal tunnel is a passageway through the wrist
that protects nerves and tendons. The median nerve, which affects the feeling in the thumb and all the
fingers except the little finger, passes through the carpal tunnel. Carpal tunnel syndrome is similar to
pronator syndrome because the median nerve is compressed, but the pain in the pronator syndrome
centers in the wrist and forearm. The median nerve is compressed by the pronator muscle-a muscle that
twists the forearm. Take note that when writing for nonexpert readers, develop your comparisons
through analogy to help readers understand the term you are defining.

4. Description. This can be done using detailed description of the term. This can be done using detailed
description of the term. Physical properties of a
term can be used to help readers visualize the concept or object to remember it more readily.

Example:
The orbiter carries the crew and payload. It is 122 feet (37 meters) long and 57 feet (17 meters) high,
has a wingspan of 78 feet (24 meters), and weighs from 168, 000 to 175, 000 pounds (76, 000 kilograms)
empty. It is about the size and general shape of a DC-9 commercial jet airplane. Orbiters may vary
slightly from unit to unit.

5. Development or History. This is written by describing how the subject has changed from its original
purpose over time. When using development or history to expand a definition, you may include (1)
discovery or invention of the concept or object, (2) changes in the components or design of the concept
or object, (3) changes in the use or function of the concept or object.

 Example: 

Although the term telegraph means a system or apparatus for sending messages over a long distance
and, therefore, could include smoke and drum signals, the term now generally refers to the electric
telegraph developed in the nineteenth century. In the late eighteenth century, Frenchman Claude
Clappe designed a system of signals that relied on a vertical pole and movable crossbar with indicators.
Using a telescope, operators in towers three miles apart read the signals and then passed the messages
form tower between principal French cities. The success of this system encouraged experimentation. In
the early nineteenth century, researchers discovered that electric current through wire could cause a
needle to turn. The development of the electromagnetic then allowed Samuel F. B. Morse to devise a
practical system of transmitting and receiving electric signals over long distances, and he invented a
message code of dots, dashes, and spaces. By the mid- nineteenth century, telegraph systems spread
across the United States and Europe.

6. Etymology
Etymology is the study of the history of individual words. The term derives from
the Greek etymon (true meaning) and logos (word). Writers rarely use etymology as the only strategy in
an expanded definition, but they often include it with other strategies.

Example:
In anatomy, a ligament is a band of white fibrous tissue that connects bones and supports organs. The
word ligament comes from the Latin ligare (to tie or bind). Although a ligament is strong, it does not
stretch, so if the bones are pulled apart, the ligament connecting them will tear.

7. Examples
This strategy provides examples of the term being defined. This is an effective strategy for nonexpert
readers who need to understand the variety included in one term.
Example:
A combat medal is a military award given to commemorate an individual’s bravery under fire. Medals
are awarded by all branches of the armed forces and by civilian legislative bodies. The Congressional
Medal of Honor, for instance, is awarded by the President in the name of Congress to military personnel
who have distinguished themselves in combat beyond the call of duty. The Purple Heart is awarded by
the branches of the armed services to all military personnel who sustain wounds during combat. The
Navy Cross is awarded to naval personnel for outstanding heroism against an enemy.

8.  Negation

This strategy explains what a term does not include.

Example:

The ocean is the big blue area in the globe that covers 72 percent of the Earth and has a volume of 1.37
billion cubic kilometers.  It does not include rivers, lakes, or shallow, mostly landlocked bays and
estuaries whose volume is insignificant by comparison.