Introduction to Technical

Writing
ITPRD102A
Week 12

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Figure 1 ‘Quote’ Circa Navigate 2017
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What is technical writing?

Technical writing is used to inform, instruct, or direct a specific

audience through maximum clarity and precision with a specific
tangible goal in mind.

3 purposes only

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There are 3 purposes for technical
writing.
Technical writing never directly persuades; the persuasion is indirect
through informing, instructing or directing.

e.g. non profit organisation newsletter, like a charity organisation.

It will let you know what the charity is doing with the hope that this will encourage
you to act in some way.

e.g. warning sign: warning you not to touch an exposed wire

It is encouraging you not to touch the wire by informing you of what would happen if
you do.

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Technical writing is relevant to many
fields.
Technical writing is not only used in technology centred-fields
e.g., architecture or engineering

It is a style of writing not particular to any specific field:

It makes simple direct statements :
• uses uncomplicated sentences
• ordinary words and
• specific words for a particular industry (jargon)

It is also called Business Writing

• used by a variety of businesses and disciplines.

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Examples of informing, instructing &
directing

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Figure 2 List (Pradhan n.d.)
More examples

Other examples we use every day include:

• textbooks,
• how to tutorials,
• list of instructions,
• hiring resources,
• job descriptions.
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Different types of technical writing

Figure 3 Golf

(n.d.)

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Figure 4

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Figure 5 Operating manual (Dreamstime n.d.) 10
Figure 6 Diabetes Handout (Hope Foundation n.d.)
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Figure 7 Report Writing Handout
(360BSI n.d.)
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Article of incorporation of a church

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Figure 8 Articles of Incorporation (Google images n.d.)
Figure 9 Technical Writing (Fraser 2019) 14
Correct punctuation IS important.
“Let’s eat, grandma” versus
“Let’s eat grandma”.
or
“We’re going to learn to cut and paste kids!” versus
“We’re going to learn to cut and paste, kids!”

What is the difference between?:

Stop, John.
Stop John.

Figure 10 Punctuation ( Porter n.d.)

Commas certainly do make a difference.

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 Technical writing unique has some unique
features.
Audience is the first one.

1. Audience
• Highly specific
• Usually, professionals in a field with a specific role.
• Often only accessible to those intended.

e.g., professional lab reports

business proposals
Only those involved in the project will see the document.

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Presentation is the 2nd feature.

2. Presentation
• Simple and clear organisation
• Favours visual accessibility and clarity over flow and transitions
(Writing flow occurs with the use of transitions and varied sentence
structure and is NOT valued in technical writing).
e.g. Furthermore, Therefore, In contrast etc.
You do not need to use these kinds of transitional words

Keep the language short and precise (to the point).

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Visuals are the 3rd feature.

3. Visuals
• Graphics are highly encouraged and commonly used to explain the information.

e.g. Pictures, drawing and graphics lead a reader to create an image in

their mind and helps them understand the directions or concepts
being explained.

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Knowledge is the 4th feature.

4. Knowledge

• You are the expert you do not need to prove your reliability or knowledge.

This is unlike academic writing that requires references to sources to support a

writer's claims.

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Information is the 5th feature.

5. Information is:
1. objective
2. 100% factual, true and accurate
3. never ambiguous
4. no emotion nor opinion

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The choice of language is the 6th feature.
6. Language
• Highly specialised at times and jargon heavy
(if it is appropriate)
and understood by most in a particular field.

Jargon keeps the language precise for readers in a particular job or career.

Less precise words would be more confusing that the jargon that they hear
hear every day on the job.

Jargon = special words or expressions used by a profession or group that are difficult for
others to understand.
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The tone of the writing is the 7th feature.

Tone
• formal, specific, precise, direct, clear, straightforward
No opinion
No originality

(no colloquialism nor slang should be used)

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The way examples are used is the 8th
feature.
Examples
• Should only be included for reader comprehension but must be concise.

Unlike in other forms of writing where examples are used to explain and
support ideas.

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Rules to be followed when using technical
writing.
Remember the purpose of your writing is to achieve the finished
product:

Informing, instructing, proposing or

(indirectly) persuading?

This is important to make the purpose clear to achieve clear goals.

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1. Rules of technical writing
Understand & Remember your audience
Technical writing is audience specific.

Consider the audience

1) their concerns?
2) their background - experienced or new to the field?

What form will the writing take?

1) printed?
2) online?
3) something else?

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2. Rules of technical writing-
Be knowledgeable
Know the topic or product and its particular requirements.

Instructing and explaining require a deeper understanding than

otherwise needed.
All data must be accurate, up-to-date and relevant.

NOTE:
Make sure to address any warnings that you may need to provide or
misconceptions you need to address.
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Warnings need to be given when necessary

Original Revised

After disconnecting the power, connect

the green and red wires.
OR
Connect the green and red wires after
disconnecting the power. !! WARNING
First, disconnect the power. Then
connect the green and red wires.

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3.Rules of technical writing-
Be consistent
Consistency

• Be consistent - use the same words, punctuation & style

Don't confuse readers.

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4. Rules of technical writing-
Be precise
Concise writing enhances understanding by avoiding information that
does not directly further the intended goal.
Only ESSENTIAL information is required.
• Keep sentences short
• Do not included unnecessary information

e.g., Fill the bottle.

NOT
It is important to fill the bottle.

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Example

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5. Rules of technical writing -
Write clearly

• Information is kept as clear as possible - no ambiguities,

misinterpretations or questions.

• Choose simple words that have clear implications and keep the reader
from getting lost.

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Keep it clear & simple.

Original Revised

Disengage the circuit probe from the Remove the circuit probe from the
stationary base by gently pulling the stationary base by gently pulling the
probe juxtaposed to the cord with your probe close to the cord with your left
left thumb and first digit. thumb and first finger.

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6. Rules of technical writing - Use visuals
Include visuals that are relevant to your purpose.
Visuals are common in technical writing.
Remember:
1. content design &
2. page design

Any visual included should serve a clear purpose

Writing Instructions, Open Oregon Educational Resources

https://openoregon.pressbooks.pub/ctetechwriting/chapter/using-visuals/

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Writing rules that technical writing
'breaks'
Active voice : Passive voice is not common in technical writing
Dry your hands thoroughly. (active voice)
Your hands should be dried thoroughly. (passive voice)

Figurative language is less common than in other forms of writing and should refer
to something that is familiar to most people.
Time is money – most people will understand this.
Don’t be a couch potato- many people may not understand what this means!

Be careful when you use figurative language.

e.g. Twist the nozzle clockwise like twisting on a bottle cap.
(Use it to enhance understanding).
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Use bullet points or numbered lists when
appropriate
Original Revised
Type in changes in valid codes for the
following patient information:

Type in changes in valid codes for the - patient's insurance coverage

patient's insurance coverage, financial - financial status
status, country of residence, days of
approved stay, and planned procedures. - country of residence
- days of approved stay
- planned procedures.

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It is important to do the following when
writing.
Comprehensiveness: No important information is left out and the product can be
used without referring to any other resources.
Emphasis: The writer makes the importance clear by emphasising the most
important points- helps the reader focus where it is needed.
Facility: Information is easy to locate (use of signposting and headings)
- the reader does not get lost in the information
Quality: Correct use of grammar, spelling, punctuation, sentence structure, word
choice, jargon and field specific conventions.
Confidence: Your decisiveness and assertion put the reader at ease and increase
their trust and productivity.

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Readability & Comprehension

How can we ensure that

users can easily
read and understand
the information
we provide?

Fig. 11 ‘Confusion’ Google Image n.d.

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Clarity is essential to help readers
understand.
1. Start sentences with short, concrete subjects.
2. Choose specific verbs and get to the main verb quickly.

(concrete subject) (specific verb)

e.g., The red wire controls the machine NOT
The red wire allows the machine to be controlled.
the main verb is controls- not allows
3. Be concise - write as few words as possible.

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4. Use the affirmative- avoid the negative
e.g. Correct: Always use gloves
Incorrect: Never work with bare hands.
Original Revised

Do not immerse this unit in water to clean it. Clean this unit by wiping it with a damp cloth.

Use a paper clip to attach this card to the

Do not staple this card to the completed form. completed form.

Do not use this dryer for tasks other than those Use this dryer for drying point.
for which it was originally intended.

Do not use the return key to move to the next Use the tab key to move to the next line in the
line in the table. table.

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Basics of clarity
5. Remember the known/new rule.
• Always begin a sentence with information the reader
already knows in a logical order.
• New information is pushed to the end of the sentence.
e.g., Put all the ingredients into the cake
Add them one by one. (too late!!!)
Add ingredients one by one into the cake.(Better)

6. Control wordiness- keep sentences simple.

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The way to use parallel language
Use parallel structure:
Each part of a list should
have the same grammatical
structure.
• Remove
• Insert
• Put
• Restring
(all verbs)

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Include all necessary information- an
example
Original (not clear enough) Revised (with explanation)

Turn on the computer. To turn on the computer, press down on the red
toggle switch at the back of the computer.

Allow the coating to dry completely. Allow the coating to dry for 12 hours.

Inspect the printer for accumulated foreign Inspect the heads, guides, and roller of the printer
material. for dust.

Weathering steel should be handled in a manner To prevent weathering steel from staining, store it
which will prevent staining. away from creosote and other petroleum products.
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Be precise & specific - an example

Original Revised (helpful information)

In order to initiate service, acquire the To receive cable service, complete and
proper form from our office. return Form 442: Application for Cable
Service.

Provide assurance at all times that the Keep the cord away from the heated
cord is away from heated surfaces. iron.

It is recommended that batteries in Check the batteries in smoke detectors

smoke detectors be frequently checked. once a month.

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List of Figures
Figure 1 Quote (Circa Navigate 2017)
Figure 2 List (Pradhan n.d.)
Figure 3 Golf (Gray n.d.)
Figure 4 Kenmore Washer User Manual (Kenmore n.d.)
Figure 5 Operating Manual (Dreamstime n.d.)
Figure 6 Diabetes Handout (Hope Foundation n.d.)
Figure 7 Report Writing Handout (360BSI n.d.
Figure 8 Articles of Incorporation (Google Image n.d.)
Figure 9 Technical Writing (Fraser 2019)
Figure 10 Punctuation (Porter n.d.)
Figure 11 Confusion (Google Image n.d.)

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References
Asuza Pacific Writing Centre 2018, What is technical writing: writing genre fundamentals, viewed 18
April 2020,<https://www.youtube.com/watch?v=9SB4tfD0hxM>.

Circa Navigate 2017, Independent Minds- Einstein, digital image, viewed 10 April 2020, <https://circa
navigate.corsairs.network/independent-minds-einstein-723bd828fc91>.

Diabetes Hope Foundation n.d., Diabetes handout, digital image, viewed 10 April 2020,
<https://www.facebook.com/diabeteshopefoundation/>.

Dreamstime n.d., Instruction and operating manual and coffee cup, digital image, viewed 10 April 2020,
<https://www.dreamstime.com/stock-photo-operating-manual-instruction-coffee-documents-
image90604183>.

Fraser S 2019, The 10 best technical writer jobs, digital image, viewed 12 April 2020,
<https://www.squibler.io/blog/technical-writer-jobs/>.

Google Images n.d., Cartoon man confused, digital image, viewed 10 April 2020,
<http://yayyaymicro.com.>.
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Gray, K n.d., How to drive a golf ball farther, Muscle and Fitness, digital image, vol. 70, iss. 4.

Kenmore Washer User Manual n.d., Manual, digital image, viewed 15 April 2020,
<http:manuals.dir.com/manuals/>.

Open Oregon Educational Resources n.d., Writing Instructions, online video, viewed 30 August 2021,
<https://openoregon.pressbooks.pub/ctetechwriting/chapter/using-visuals>.

Porter, J n.d., Punctuation, digital image, viewed 5 April 2020,

<https://jennerporter.wordpress.com/2014/10/20/lets-eat-grandma/>.

Pradhan PMS n.d., Personal development for communication technology, Slideplayer, digital image,
viewed 10 April 2020, <https://slideplayer.com/slide/6272174/>.

Reaves, R & Southard, S 2000, Writing task-oriented instructions: sections on visuals, viewed 20 April
2020, <http://core.ecu.edu/engl/henzeb/5780/ltask.htm>.

360BSI n.d., Business proposal and report writing, digital image, viewed 11 April 2021,
<http://www.360bsi.com/brochuredownload/ME-DUB-WCF.pdf>.

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