Technical Writing for Success

Course Title: Technical Writing Full Marks: 80+20

Course No: CSC368-Theory Pass Marks: 32+8
Nature of the Course: Theory Credit Hrs.: 3
Semester: VI

Unit 1: What is Technical Writing? (3hrs)

1. Introduction
Technical writing is a form of writing that aims to provide technical or scientific information
to a specific audience, often with the intent of educating or instructing readers on a specific
topic. It is also a part of technical communication that involves creating documents or
materials that explain complex and technical information in a clear, concise, and easy-to-
understand manner. It can take various forms, such as manuals, reports, proposals, white
papers, user guides, and instructions. It requires a deep understanding of the subject matter
and the ability to organize, present, and convey technical information accurately and
effectively to a diverse audience. Technical writers often work closely with subject matter
experts (SME), editors, and other professional to ensure that their content is accurate,
comprehensive, and user-friendly.
In other words, technical writing is a form of communication that professionals use in
offices, hospitals, schools, colleges, software companies, research centers, etc. to convey
information on some specific topics in the workplace. So, a technical writer might create
content to provide instructions or explain technical concepts regarding environmental
regulations, computer applications, or medical procedures.

2. Characteristics of a Technical Writing

Technical writing style serves a unique purpose and therefore has very different qualities
than other types of writing, such as creative writing, academic writing, or business writing.
Because of this reason, it has become an essential part of every business, industrial and
official activities. Without it, complex topics and certain procedures would be difficult and
sometime impossible to understand and accomplish. For this reason, technical writing is
often defined as "simplifying the complex." In this modern age of development,
understanding digital technologies, engineering, science, aeronautics, robotics, finance,
medicine, electronics, forestry, biotechnology, etc. is almost impossible without a sound
knowledge of technical writing. As a very unique and essential field of communication, a
technical writing can have the following characteristics:
 Clear: Technical writing conveys information in a clear and concise manner, leaving a
minimal chance for misinterpretation. It, therefore, uses brief and straightforward
language.
 Straightforward: It conveys facts in a direct and to-the-point manner, without using
creative writing techniques.
 Precise: The terminology used in technical writing should be very specific to precisely
describe objects and processes.

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 Easy to understand: Effective technical writers do not use complicated words that
readers might not understand. Rather they write in a simple, and understandable tone.
 Denotative: Denotative meaning refers to the literal or dictionary definition of a word or
phrase. It is the explicit (clear), objective, and factual meaning of a word avoiding any
personal or subjective interpretation. It can be easily understood by consulting a
dictionary or reference book, as it is a widely accepted definition that is agreed upon by
speakers of a language. In this term, Technical writing is centered on the literal definition
of words. It avoids misunderstandings that can arise due to the many different
connotations or suggestions of words.
 Detailed: Technical writing is extremely thorough and informative, leaving no room for
interpretation. An excellent example of technical writing is a textbook, as textbooks
often provide the most complete and factual overview of a topic.
 Well organized and structured: This style of writing must have a clear structure that
allows readers to easily follow. It is because readers rely on technical documents to
provide them with step-by-step instructions.
 Use of prevalent technical terms in the field: It must use the technical terms in its
writing, which are very common in the field. If the technical report is intended for
readers not acquainted with the specialized words, then the technical terms should be
explained in a foot note. The writer should never assume that the audience knows
everything.
 Problem-solving: The core aim of technical writing is to solve problems, so every
document is written with this in mind. Readers use these texts to learn how to
accomplish certain tasks or to obtain technical information. Therefore, they are
structured in a way that makes it easy to refer back to when issues arise.
 True and based on actual facts: It must always have based on truth and truth alone.
Whatever be the situation, a technical report should never resort to the falsehood.

3. How Technical Writing compares to other writings?

Differences between Technical Writing and Academic Writing

Academic writing (for example, personal essays, research papers, analyses, and arguments)
is the expository (descriptive) and persuasive writing (writing to convince others) done in
academic circles. It must be unified, coherent, and well organized. Technical writing also
must be unified, coherent, and well organized. Style and standard usage (the spoken and
written English expected in business communication) are important in academic and
technical writing. Both types of writing rely on a process of thinking and writing that takes
place over a few hours, a few days, or several weeks. The purpose is often the same—to
inform or persuade.
But the difference between academic writing and technical writing is in the
presentation, audience, and approach. Academic writing includes paragraphs—usually an
introductory paragraph, paragraphs that develop a thesis (a statement of purpose), and a
concluding paragraph. Academic writing is written for an academic audience—an instructor,
classmates, or a group of interested scholars. The purpose of academic writing is to expand

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on an idea or make observations about human experience. For example, Francis Bacon’s
essay entitled “On Reading” elaborates on the benefits of reading. In “Two Views of the
Mississippi,” Mark Twain observes that while a close study of the river is necessary to reveal
its dangers, that study also takes away the river’s mystery. Technical writing also includes
paragraphs. It, too, often begins with an introduction and closes with a conclusion. But
technical writing (with its headings, itemized lists, boldfaced type, and graphics) looks
different from academic writing. Technical writing is written for a specific audience. The
subject is generally technical, business-related, or scientifically oriented. Generally, there is
less flexibility in the subject matter, style, and tone. Often the intent is to clarify and
consolidate rather than expand.
Academic writing refers to a piece of writing which focuses on proving a theory or
viewpoint in one way or the other and emphasizes upon one specific subject. But Technical
Writing focuses on providing detailed and lucid (plain) information about the product or
service. It contains factual and straight forward content. It can be differentiating as follow:

Academic Writing Technical Writing

i. Academic writing focuses on proving a i. Technical writing focuses on providing
theory or viewpoint upon one specific detailed information about the
subject. product or service.
ii. The purpose of academic writing is to ii. But the purpose of Technical Writing is
communicate knowledge, ideas and to provide practical information to
theories in a scholarly way. specific audiences to solve problems or
achieve objectives.
iii. Audience of Academic Writing can be iii. But the audience of Technical Writing
academics, researchers, scholars, and can be the Industry professionals,
students. technicians, engineers, and end-users.
iv. Academic writers have learners iv. Technical writers should have expert
knowledge. knowledge.
v. It's style is formal, objective, and v. But it's style is precise, clear, and
impersonal. concise.
vi. Its purposes is to demonstrate what a vi. Its purpose is getting something done.
person knows.
vii. In academic writing, graphics, charts vii. In technical writing, graphics, charts
and numbers are sometimes used to and numbers are used very frequently
explain the concept well. to support conclusion.
viii. Academic writing follows technical viii. Technical writing follows subject
vocabulary. specific vocabulary (Technical Terms).
ix. Own or personal point of views may be ix. Own or personal point of views are not
included. included.
x. Examples: Research papers, essays, and x. Examples: Technical reports, user
dissertations manuals, and specifications

Technical Writing and Imaginative Writing

Imaginative writing also adheres to principles of unity, coherence, and standard usage.
Imaginative writers let their ideas emerge and develop over time. However, compared to
technical and academic writing, imaginative writing is less academic and more artistic and

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creative. Imaginative writing includes novels, short stories, drama, and poetry whose
situations grow out of fantasy or imagination. Events and people are fictional, although the
themes may reveal universal truths. Imaginative writing is often ambiguous, meaning that
more than one interpretation is possible and descriptive writing that means different things
to different people. Imaginative writing also requires the readers to draw inferences
(conclusion and reasoning), which are judgments about the reading that the writer does not
make for the reader. Technical writing should be unambiguous and direct. A work of
literature may be rich because it means different things to different readers.

Imaginative Writing Technical Writing

i. It is more creative and artistic. ii. But it is more logical and factual.
iii. Imaginative Writing uses literary iv. But Technical Writing uses technical
devices like metaphor, simile, and jargon (terminology) and specific
symbolism. terminology.
v. It gives emphasis on emotional vi. It gives emphasis on conveying
appeal. information accurately.
vii. Here, the characters and plot are viii. But here, data and analysis are
central. central
ix. It is often subjective and open to x. But it is objective and focused on
interpretation. concrete information.
xi. It can be written in various forms, xii. It should be written in a specific format,
such as poetry, short stories, and such as reports, manuals, and
novels. instructions
xiii. It's purpose is to entertain, xiv. It's purpose is to inform or instruct.
inspire, or provoke thought.
xv. Writer has more freedom in style and xvi. But here, the writer must follow a
content. specific structure and guidelines.
xvii. Examples: fiction, poetry, drama, xviii. Examples: scientific reports,
etc. technical manuals, business
correspondence, etc.

Unit 2: Audience and Purpose (3 Hrs.)

1. Introduction 
According to the oxford dictionary, audience means the assembled spectators or the
listeners at a public event such as a play, film, concert, meeting, and so on. In a business
point of view, audience is a targeted group of people, who listen, watch, read and consume
the business products and also play a vital role to promote the business by giving feedback.
Technical writing is written for both internal and external audience. If a writer writes to
instruct or inform the audience of his/her own organization, they are the internal audience.
In contrast, if a writer writes for people outside of the organization, they are the external
audience.

2. Meeting the Audience's Need 

Meeting the audience's need in technical writing means creating content that is tailored to
the specific needs, interests, and expectations of the intended audience. This involves
understanding the audience's knowledge level, background, and experience, as well as their

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goals and motivations for reading the technical document. To meet the audience's needs,
technical writers must consider the following:

i. Types of Audience: Before beginning to write, a technical writer must have sound
knowledge of the types of targeted audience for whom he/she is writing the content,
whether they are the teachers, industry labors, academic, non-academic, students, etc.
ii. Audience analysis: Before beginning to write, technical writers must conduct an
audience analysis to identify the characteristics and needs of the target audience. This
involves identifying the audience's demographics, prior knowledge, and technical
expertise.
iii. Content organization: Technical writers should organize the content in a logical, easy-to-
follow structure that is appropriate for the audience. This may include using headings,
subheadings, and bullet points to break down complex information.
iv. Language and style: Technical writers should use clear, concise language that is easy to
understand, avoiding jargon and technical terms that the audience may not be familiar
with. The tone and style of the writing should also be appropriate for the audience.
v. Visual aids: Visual aids such as diagrams, charts, and images can be used to enhance the
audience's understanding of the technical content.
Overall, meeting the audience's need in technical writing is critical to ensuring that the
content is effective and useful for the intended audience.

3. Types of Audience 
Before beginning your technical writing, it is better to know about the types of your
audience, whether they are educated or not, they are business people or any other
academicians, they are university students or teachers, etc. Sometimes, they may be
customers, coworkers, managers, subordinates (juniors), or the general public. Usually, your
relationship to your readers determines how you write your document—the tone you use,
the formality of the language, and its medium. So, knowing your audience types helps to
prepare the right content for them. Writers determine their audience types by considering:
 Who they are (age, sex, education, economic status, political/social/religious beliefs)
 What Level of Information they have about the subject (novice, general reader,
specialist or expert);
 The Context in which they will be reading a piece of writing (in a newspaper,
textbook, popular magazine, specialized journal, on the Internet, and so forth).
Considering all of these facts, there can be varieties of audience classification. Some of them
are:
a) Lay reader: This category implies for a general reader without expert knowledge but
with an interest in a subject. They may be academic or non-academic both.
b) Technician: A person with skilled knowledge in an area who implements the ideas or
plans of the expert can come in this category. Technicians, like lathe operators and
network administrators, operate equipment, repair machinery, and train others. They
read manuals, schematics, blueprints, and technical reports.

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c) Expert: An authority in a particular field who is highly skilled and professional, perhaps
with an advanced degree comes into this category. Experts can design equipment,
conduct research, and create new products. Experts such as medical doctors and
engineers contribute to professional journals such as the Journal of the American
Medical Association and the Journal of Applied Physics, respectively, and they read
professional journals.
d) Manager: A person who organizes personnel (employees or workers) and is responsible
for the day-to-day operations as well as long-range planning, comes to this category.
Upper-level managers are leaders responsible for creating a vision and moving the
organization forward. Depending on their level of expert knowledge, managers may read
feasibility reports, research reports, financial reports, or professional articles.

4. Audience's Analysis
Once we have identified the types of readers for a specific document, it is important to
determine some of the qualities of these groups. If we are writing to a known, specific
audience (e.g., Hiring Manager Mr. Keshar Lal; Director of University Dining Services Madam
Lalita Upadhyaya; the corporate board at Sony Inc.; etc.) versus a general, unknown
audience (e.g., people who want to learn how to change their car’s oil) we may need to do
some research on the individual (if available), the company or organization they work for, or
even the industry your audience is a player in. Determining these characteristics will help
guide our document creation. We can decide what information need to be included or
eliminated, which terms to use or which need to be defined, an effective design for the
document, and so on. Regardless of which type of reader we identify (experts, technicians,
executives, etc.), we should analyze these groups in terms of their characteristics. So, they
can be analyzed as follow:
a) Background—knowledge, experience, and training: One of your most important
concerns is just how much knowledge, experience, or training you can expect in your
readers. If you expect some of your readers to lack certain background, do you
automatically supply it in your document? Imagine you are writing a guide to using a
software product that runs under Microsoft Windows. How much can you expect your
readers to know about Windows? If some are likely to know very little about Windows,
should you provide that information? If you say no, then you run the risk of customers
getting frustrated with your product. If you say yes, you increase your work effort and
add to the document’s page count (and thus the cost), and could annoy users with more
knowledge. Obviously, there is no easy answer to this question—part of the answer may
involve just how small a segment of the audience needs that background information.
b) Needs and interests: To plan your document, you need to know what your audience is
going to expect from that document. Imagine how readers will want to use your
document. What will they demand from it? For example, imagine you are writing a
manual on how to use a new smartphone—what are your readers going to expect to
find in it? Do they want to quickly find answers to specific user questions, or do they

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 expect a comprehensive breakdown of each phone function? Make decisions on what
readers want to read about as well as what they do not want to read about.
c) Culture and values: Culture refers to the shared beliefs, customs, practices, and
behaviors of a particular group or society. It encompasses the way of life of a group of
people, including their language, social norms, religion, arts, and traditions. Culture is
transmitted from one generation to another and plays a significant role in shaping the
identity and worldview of individuals within that society.
Values, on the other hand, are the principles or standards that a person or society
considers important and desirable. They are the beliefs and attitudes that guide
behavior and decision-making, and they reflect what is considered right or wrong, good
or bad, in a particular context. Values can be individual or collective and are often
influenced by cultural, social, and environmental factors.
In summary, culture is the broader context within which values exist. Values are a
part of culture and are shaped by it. Culture encompasses a wide range of elements that
define a society, while values are the guiding principles that influence individual and
collective behavior within that society. But these two are inter-related to each other.
When analyzing the reader’s culture, remember these five things:
 It is learned: The conscious and unconscious learning we undergo, over time, turns
into beliefs that we consider to be valid. We then teach each other that these beliefs
are cultural norms. They are expressed in our daily lives as behaviors and actions.
 It is shared: Although you may think of yourself as an individual, you share beliefs,
rituals, ceremonies, traditions, and assumptions with people who grew up or live in
similar cultural backgrounds.
 It is dynamic: Culture is dynamic and complex. Culture is fluid rather than static,
which means that culture changes every day, in subtle (distinct) and tangible ways. It
is important to pay attention to the cultural context of a communication to
understand the depths of its dynamic properties.
 It is systemic: There are patterns of behavior and deeply rooted structural systems
which are beneath the waterline. What we see at the top of the iceberg are the
behaviors; we do not see what contributes to those behaviors. Changes to the
system are slow and gradual; visible changes may not appear until later.
 It is symbolic: Symbols are both verbal and nonverbal in form within cultural
systems, and they have a unique way of linking human beings to each other. Humans
create meaning between symbols and what they represent; as a result, different
interpretations of a symbol can occur in different cultural contexts.
There are two levels of culture and values we should
consider: personal and corporate. Personal culture may be created by shared religion,
race, ethnicity, region, and/or social groups. A classic example is the culture within a
religious group—this can lead to specific types of dress, language, and
celebrations. Personal values are the beliefs held by the individual, but they are
influenced by culture as well as other factors.

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 Corporate culture and values are similar, but on a micro level. Corporate culture is
created by the employees and how they interact. Within a company, different
departments may have their own cultures, in addition to the company’s collective
culture. Corporate values are set by the company, and are often reflected in their
mission statements, policies, and other structures. These are the principles that guide
the company’s decisions and goals. When considering culture and values, identify both
personal and corporate factors which can influence the reader.
d) Other demographic characteristics: Of course there are many other characteristics
about your readers that might influence how you should design and write your
document—for example, age groups, type of residence, area of residence, gender,
political preferences, and so on.

5. Planning Your Document's Purpose, Scope, and Medium 

When planning a document, it's essential to define its purpose, scope, and medium. This
ensures that the document meets the need of the audience and communicates the desired
information effectively. There are three different points to remember during the planning of
a technical document. They are:
1. Purpose: Before we begin our writing process, it is essentially important to know about
the purpose of our writing, why and for whom we are writing. The purpose of technical
writing is to communicate complex technical information to a specific audience in a
clear, concise, and easy-to-understand manner. It involves the creation of documents,
such as manuals, reports, proposals, specifications, and procedures, that provide
information about technical processes, products, or services. The goal of technical
writing is to convey technical information effectively to the intended audience, which
may include engineers, technicians, scientists, or other technical professionals. So, we
must be sure about the final purpose of our writing before we begin it.
2. Scope: Defining the scope of technical writing is the process of identifying the
boundaries and limitations of the document that is being created. The scope of technical
writing can include a range of factors, such as the topics covered, the intended audience,
and the level of detail provided.
Here are some tips for defining the scope of technical writing:
i. Identify the topics to be covered: Determine the specific technical topics that will be
covered in the document, and ensure that they are relevant to the intended
audience. For example, a writing about 'How to use 5G supported mobile?' can have
more scope than 'How to operate a generator?'.
ii. Determine the depth of coverage: Decide on the level of detail that will be provided
for each topic, and consider the audience's level of technical knowledge.
iii. Consider the purpose of the document: Determine the specific purpose of the
document, such as providing instructions, explaining a technical process, or
describing a product or service.
iv. Define the audience: Identify the intended audience for the document, including
their technical knowledge, experience, and information needs.

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 v. Establish any limitations: Determine any limitations on the scope of the document,
such as a specific timeframe or budget, and ensure that the document remains
within those limits.
In this way, by defining the scope of technical writing, technical writers can create
documents that are focused, relevant, and useful to the intended audience.
3. Medium: When determining the medium for delivering a technical message, it is
important to consider the audience, the purpose of the message, and the constraints of
the delivery method. Here are some steps to help define the medium of delivering a
technical message:
 Identify the audience: Understanding the audience is crucial to selecting the
appropriate medium. Consider the audience's demographics, technical knowledge,
and preferences.
 Determine the purpose: Consider the purpose of the message and what you want to
achieve by delivering it. This will help you identify the most effective medium to
reach your goals.
 Consider the constraints: Think about any constraints or limitations that may affect
the delivery of the message. This could include the time, budget, resources, or
technical limitations.
 Evaluate the available mediums: Identify the available mediums for delivering the
message, such as print, digital, or multimedia, and evaluate their strengths and
weaknesses.
 Choose the most appropriate medium: Based on the above considerations, select
the most appropriate medium for delivering the message. This could include creating
a printed manual, developing an online tutorial, or producing a video demonstration.
 Plan the content for the chosen medium: Once you have identified the appropriate
medium, plan the content for that medium. Consider how the message will be
presented and the structure and organization of the content.
By following these steps, you can define the medium for delivering a technical message
and create a document that effectively communicates technical information to its intended
audience.

Unit 3: Writing Process (4 Hrs.)

1. Introduction
In technical writing, the term "writing process" refers to the steps and strategies that
technical writers use to create a document or piece of writing. The writing process typically
involves several stages, including planning, researching, drafting, revising, and editing. But
the writing process may vary depending on the specific requirements of the technical
writing project, as well as the preferences and experience of the writer. However, following

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a structured writing process can help ensure that the document is clear, accurate, and
effective in communicating technical information to the intended audience.

2. Planning, Drafting and Revising

Planning, drafting, and revising are essential steps in technical writing. It is important for a
writer to work through each of the steps in order to ensure that he/she has produced a
polished, and complete piece. The writing process is not always linear. A writer may move
back and forth between steps as needed. For example, while you are revising, you might
have to return to the planning step to develop and expand your ideas again.
a) Planning: This step involves defining the purpose, scope, and audience of the document.
It also includes outlining the main points and organizing the structure of the document.
In technical writing, planning is particularly important as it helps to ensure that the
document is clear, accurate, and effective in communicating technical information to the
intended audience. The planning stage also involves research to gather information and
data that will support the content of the document.
b) Drafting: Once the planning stage is completed, the writer can begin drafting the
document. This involves writing the initial version of the document using the plan and
research as a guide. During the drafting stage, the writer should focus on developing a
clear and concise message and using appropriate technical language. So, in this stage,
the writer begins to put the content into a written form. He/she focuses on generating
ideas and getting them down on paper (or screen). The writer may use the outline
created during the planning stage as a guide, but it's also common to diverge (deviate)
from the outline as new ideas emerge during the writing process.
c) Revising: After completing the draft, the writer should review and revise the document
to refine the content, structure, and language. The revising stage involves checking for
accuracy, clarity, and coherence (logical unity). The writer should also consider the
needs and expectations of the audience and make sure that the document meets those
needs. During the revision stage, the writer may reorganize sections, add or delete
content, clarify confusing points, and improve sentence structure and word choice too.
The goal of this stage is to refine the document until it effectively communicates the
intended message to the targeted audience. The writer should be open to feedback
from colleagues or subject matter experts, and be willing to revise the document as
needed to ensure that it meets the needs of the audience and effectively communicates
the intended technical information.

3. Copyediting and Publishing

Copyediting and publishing are also important stages in the technical writing process, as
they ensure that the final document is polished and ready for distribution in the appropriate
format. These stages require attention to detail, adherence (devotion) to style guides, and
effective communication with other members of the publishing team.

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Copyediting involves reviewing the document for grammatical errors, punctuation, spelling,
and syntax. It also includes checking the consistency of style, formatting, and terminology
throughout the document. The goal of copyediting is to ensure that the document is error-
free, easy to read, and adheres (follows) to the appropriate style guide.
Once the copyediting is complete, the document moves on to the publishing stage.
Publishing involves preparing the document for distribution in the appropriate format, such
as print, electronic, or online. This stage may involve converting the document into different
formats, such as Printed, PDF, HTML or XML, JPEG, etc. depending on the intended use and
distribution channels.
During the publishing stage, the document may also undergo additional reviews, such as
proofreading, to ensure that any remaining errors or formatting issues are addressed. This
final review helps to ensure that the document is error-free and meets the required
standards for distribution.

4. Writing Collaboratively
This is a process of writing together on the same topic and same platform. It is an essential
aspect of technical writing, as it allows for the pooling of expertise, ideas, and perspectives
from different writers. Collaborative writing brings together individuals with different skills
and backgrounds, who can contribute to the document in various ways. 'Google Docs' is an
example of collaborative writing.
Here are some key reasons why collaborative writing is important in technical writing:
i. Combining expertise: Technical writing often involves complex subject matter that
requires specialized knowledge in different areas. Collaborative writing brings together
individuals with different expertise, who can contribute their knowledge and insights to
create a more comprehensive and accurate document.
ii. Improved accuracy and clarity: Collaborative writing allows for multiple perspectives to
be considered and incorporated into the document. This can result in a more accurate
and clear document that effectively communicates the intended message to the target
audience.
iii. Enhanced creativity: Collaborative writing can encourage brainstorming and idea
generation, leading to more creative and innovative solutions to complex problems.
iv. Increased efficiency: Collaborative writing can help to divide the work among team
members, reducing the workload of any single writer and allowing for the completion of
the document in a more timely and efficient manner.
v. Better quality control: Collaborative writing allows for multiple rounds of review and
feedback, leading to a more polished and error-free final document.

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Question Practice
1. "Technical writing is written for both internal and external audiences." Justify with
examples. (Long question – 10 Marks)
Ans. Technical writing is a type of communication that is used to convey technical
information in a clear and concise manner. It is used to explain complex concepts,
processes, and procedures to different audiences. Technical writing can be for both internal
and external audiences, and each audience requires a different approach.
Internal audience: Technical writing for an internal audience is intended for employees,
managers, and other members of an organization. It can include manuals, reports, memos,
and other forms of documentation that are used within the company.
Examples of technical writing for internal audiences:
i. Employee handbook: This document provides information about the company's policies
and procedures, including employee benefits, code of conduct, and safety guidelines.
ii. Standard operating procedures (SOPs): SOPs are detailed instructions that outline how
specific tasks should be performed in a consistent and safe manner. They are used in
industries such as healthcare, manufacturing, and construction.
iii. Project report: A project report documents the progress and results of a specific project.
It is used to communicate the project's objectives, outcomes, and lessons learned to
management and other stakeholders.
External audience: Technical writing for an external audience is intended for customers,
clients, investors, and other stakeholders outside of the organization. The goal is to
communicate complex information in a way that is easy to understand and informative.
Examples of technical writing for external audiences:
i. User manuals: User manuals provide instructions on how to use a product or service.
They are typically included with products such as electronics, appliances, and software.
ii. Technical specifications: Technical specifications provide detailed information about a
product or service's features, functionality, and performance. They are used in industries
such as engineering, construction, and IT.
iii. White papers: White papers are authoritative reports or guides that provide in-depth
information on a specific topic. They are used to educate customers and investors about
a company's products or services, or to provide insight into industry trends and best
practices.
In conclusion, technical writing serves different purposes for different audiences. It can be
used to inform and educate internal stakeholders, or to communicate with external
audiences about a company's products, services, or industry expertise.
2. Considering audience and purpose, write a short speech you are going to deliver in the
inaugural session of the College IT Fair. (Short question – 5 Marks)
Ans. Good morning, and welcome to the inaugural session of the College IT Fair. I am thrilled
to see so many enthusiastic students, faculty members, and industry experts gathered here
today to celebrate the world of technology.
As we look around us, we can see that technology has transformed the way we live, work,
and interact with each other. From smartphones to social media, from virtual reality to
artificial intelligence, the possibilities are endless.

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This IT Fair is a platform for us to showcase our talents, share our ideas, and learn from each
other. It is an opportunity for us to explore the latest trends in technology, and to discuss
how we can use technology to solve real-world problems.
As we embark on this journey, let us keep in mind the audience we are serving. We are not
just catering to the needs of the tech-savvy, but also to those who are new to the world of
technology. Let us communicate our ideas clearly, concisely, and in a way that is easy for
everyone to understand.
Moreover, let us remember the purpose of this IT Fair. We are not just here to showcase
our technical skills, but also to demonstrate how technology can be used to make a positive
impact on society. Let us use this opportunity to explore ways to bridge the digital divide, to
promote digital literacy, and to foster innovation.
In closing, I would like to thank the organizers, sponsors, and participants for making this IT
Fair a reality. Let us make the most of this opportunity, and let us continue to inspire each
other to push the boundaries of what is possible with technology. Thank you.

Unit 4: Brief Correspondence (4 Hrs.)

1. Introduction
Brief correspondence in technical writing refers to written communication that is concise,
focused, and to-the-point. It typically includes emails, memos, letters, and other short
documents that are used to convey information or to request action from the recipient,
especially in routine business communication.
It should be written in a professional and formal tone, with attention given to grammar,
punctuation, and spelling. It should be structured in a logical and organized manner, with
the most important information presented first. The purpose of brief correspondence is to
convey information quickly and efficiently, without wasting the reader's time or attention.
The primary goal of brief correspondence is to communicate the necessary information in a
clear and concise manner. This is achieved by using simple language, organizing the content
in a logical manner, and avoiding unnecessary details or jargon.

2. Introduction to Text Messages, Emails, Memos, and Letters

Communication is a fundamental aspect of human interaction that allows individuals to
exchange information, ideas, and emotions. Effective communication is essential in both
personal and professional settings, as it enables individuals to build relationships, resolve
conflicts, and achieve common goals. There are several types of communication, each with
its own unique characteristics and importance. Although some communication can take
place face-to-face, a great deal of communication is conducted through text messages, e-
mails, memos, and letters. All four of these may be used for brief correspondence. However,
each one has its own distinguishing characteristics.
a) Text Message: Text messages are the short, and informal messages that are typically
sent through the electronic devices like mobile phones. They are often used for quick,

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 and real-time communication between individuals or teams, and are not typically used
for official or formal communication.
Text messages have become a common and efficient mode of communication in today's
fast-paced world. They are especially useful for brief correspondence in technical
writing, where clear and concise communication is essential. Technical writers often use
text messages to quickly communicate with colleagues, clients, and customers regarding
project updates, deadlines, and other important information. Text messages are also
ideal for sending short instructions or reminders. However, it is important to note that
text messages should be used appropriately in a professional setting and should adhere
(follow) to the company's communication policies. In this way, text messages can be a
valuable tool in technical writing for conveying information quickly and efficiently. SMS
and text messages passed through the messenger groups are the examples of text
messages.
b) Emails: Emails are a widely used form of written communication in both personal and
professional settings. They are electronic messages sent and received through an email
server using an email address. Emails are versatile and can be used for a variety of
purposes, including formal and informal communication, marketing, customer service,
and more. It can be formatted in a variety of ways, from simple text-only messages to
richly formatted messages that include images, graphics, and hyperlinks. Emails typically
include a subject line, greeting, body paragraph, and closing, and can be sent to
individuals or groups of people.
One of the advantages of email is that it allows for asynchronous communication,
meaning that the sender and recipient do not need to be communicating in real-time.
This makes it a convenient and efficient way to communicate across different time zones
and schedules. However, it is important to remember that emails are a form of written
communication and should be professional in tone and content, especially in a
professional setting. It is also important to be mindful of email etiquette, such as using a
clear subject line, avoiding all caps or excessive punctuation, and using proper spelling
and grammar.
Overall, emails are a powerful tool for communication and can be used to efficiently and
effectively convey information, ideas, and messages in both personal and professional
settings.
c) Memos: A memo, short for memorandum, is a written communication that is typically
used for internal communication within an organization. Memos are often used to
convey important information, such as policy changes, project updates, meeting
summaries, or instructions.
Memos are usually brief and to the point, often no longer than one page. They typically
follow a specific format, including a heading, a message section, and a closing section.
The heading includes information such as the date, the recipient(s), and the subject of
the memo. The message section includes the main content of the memo, which is often

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 organized into bullet points or short paragraphs. The closing section may include a call to
action or a summary of the main points.
One of the advantages of memos is that they are a quick and efficient way to
communicate important information within an organization. They can also serve as a
record of communication and be referred to in the future if needed. However, it is
important to remember that memos are a form of written communication and should be
professional in tone and content. They should also follow proper grammar, spelling, and
formatting guidelines to ensure that the message is clear and easy to understand.
Overall, memos are a useful tool for internal communication within an organization, and
can help to ensure that important information is communicated quickly and efficiently.
d) Letters: Letter is also a written communication that is typically used for formal or official
correspondence. Letters can be used for a variety of purposes, such as job applications,
business proposals, legal matters, or personal communication. Letters usually follow a
specific format, which includes the sender's and recipient's addresses, a formal
salutation, a body paragraph, and a closing. The sender's address and date are typically
included in the upper-right corner of the page, followed by the recipient's address and a
formal salutation. The body of the letter contains the main content of the message,
which is often organized into paragraphs. The closing section includes a formal closing,
such as "Sincerely" or "Best regards," followed by the sender's signature and name.
One of the advantages of letters is that they are a formal and professional way to
communicate important information or make requests. They can also be used as a
record of communication and can be referred to in the future if needed.
However, it is important to remember that letters are a form of written communication
and should be professional in tone and content. They should also follow proper
grammar, spelling, and formatting guidelines to ensure that the message is clear and
easy to understand.
Overall, letters are a useful tool for formal or official correspondence and can help to
convey important information or requests in a professional manner.
3. Prewriting, Formatting, and Composing the message
i. Prewriting: Prewriting is the initial stage of the writing process where you brainstorm,
plan, and gather ideas before putting them into a formal message. It helps you
organize your thoughts, identify your purpose, and determine your audience. Some
common prewriting techniques include outlining, freewriting, clustering, and
researching. During prewriting, you can also gather any necessary information, data,
or resources that will be relevant to your message.
ii. Formatting: Formatting refers to the visual presentation and layout of your message.
It involves organizing your message in a clear and visually appealing manner that is
easy to read and understand. Formatting includes elements such as font style and
size, margins, spacing, headings, and bullet points. Proper formatting can enhance the
readability and professionalism of your message.

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 iii. Composing the Message: Composing the message is the actual process of writing the
message using the ideas and information gathered during prewriting. It involves
structuring your message with a clear introduction, body, and conclusion. In the
introduction, you should state the purpose of the message and grab the reader's
attention. The body of the message should contain the main points, supporting
details, and any relevant evidence or examples. Finally, the conclusion should
summarize the main points and provide a clear call to action or closing statement.

Procedures for each step may vary depending on the type of message we are writing,
such as an email, letter, or memo. It's important to consider the tone, language, and style
appropriate for our audience and purpose. Additionally, proofreading and revising the
message after composing it, is crucial to ensure accuracy, coherence, and effectiveness.

Question Practice
1. Requesting him or her to increase incentive for the hardworking employees, write a
letter to your employer. (Short 5 Marks question 2078)
Prasun Gurung
Dhungeshanghu
Pokhara - 15
[email protected]
9 April 2023

Mr. Himal Madhoshi

Chairman and Director
Gandaki Pharmaceutical Industry Pvt. Ltd.
Kaski, Pokhara-17

Subject: Request for Increased Incentives for Hardworking Employees

Dear sir,
I hope this letter finds you well. I am writing to express my appreciation for the
opportunities I have been given at Gandaki Pharmaceutical Industry and to request your
consideration for increasing incentives for our hardworking employees.
As an employee at company, I have witnessed firsthand the dedication and hard work
exhibited by our team. The commitment and effort put forth by our employees have
significantly contributed to the success of our company, and I believe that recognizing their
achievements through increased incentives would be a meaningful gesture of appreciation.
I would like to highlight the exceptional performance of our team members who
consistently go above and beyond their job responsibilities. They have demonstrated a
strong work ethic, achieved outstanding results, and consistently exceeded expectations.
Their dedication and contributions have positively impacted our team's morale and overall
performance.

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In light of their remarkable efforts, I kindly request your consideration for increasing the
incentives provided to our hardworking employees. A higher level of recognition in the form
of increased incentives would serve as motivation for our team to continue their exceptional
work and further contribute to the success of the company.
I would like to emphasize that this request is not only for my personal benefit, but for the
entire team that has consistently demonstrated their dedication and hard work. I believe
that by acknowledging their efforts through increased incentives, we can foster a positive
work environment and reinforce our team's commitment to achieving the company's goals.
I am open to discussing this matter further and providing any additional information or data
that may be needed to support this request. I am confident that your support in recognizing
and rewarding the hard work of our employees will be greatly appreciated and will further
enhance our team's motivation and performance.
Thank you for considering my request. I look forward to discussing this matter with you at
your earliest convenience.
Sincerely,
Prasun Gurung
2. You are working as the manager of an IT company. Write an email encouraging your
staff to work for some additional hours every week so that the company and staff equally
benefit. (Short 5 Marks question 2078)
Subject: Request for Additional Hours for the Benefit of the Company and Staff
Dear Team,
I hope this email finds you in good spirits. As we strive for excellence in our work at Gandaki
Pharmaceutical Industry Pvt. Ltd., I would like to share an important proposal with you all.
In recent months, our company has been experiencing significant growth and increased
demand for our services. To ensure that we continue to deliver outstanding results and
maintain our commitment to excellence, we are exploring ways to optimize our operations
and maximize our productivity.
After careful consideration, I am proposing a voluntary arrangement for our team to work
additional hours each week. This would involve dedicating some extra time beyond our
regular working hours to further contribute to the success of our projects and ultimately
benefit both the company and our team.
I want to emphasize that this proposal is completely voluntary, and I understand that it may
not be feasible for everyone due to personal commitments or other reasons. However, for
those who are able and willing to participate, I believe that this arrangement can bring
mutual benefits.
For the company, the additional hours would allow us to meet the increased demand for
our services, deliver projects more efficiently, and maintain our reputation for outstanding

17
customer service. It would also help us to achieve our business goals and continue our
growth trajectory.
I want to express my appreciation and gratitude in advance to those who are willing to
participate in this voluntary arrangement. Your dedication and commitment to our team
and our company are truly valued and appreciated.
Please be assured that your efforts will not go unnoticed, and we will take appropriate
measures to recognize and reward your contributions.
If you are interested in participating in this voluntary arrangement or have any questions or
concerns, please feel free to discuss it with your respective team leaders or with me directly.
Your input and feedback are important to us.
Let's continue to work together as a team to achieve our goals and ensure the success of our
company. I am confident that with our collective efforts, we can achieve great results.
Thank you for your continued hard work and commitment to excellence.
Best regards,
Himal Madhoshi
Chairman and Director
Gandaki Pharmaceutical Industry Pvt. Ltd.
3. Write a letter to your employer requesting a two-day leave for a special event, such as
brother or sister’s wedding. (5 Marks Model Question 2079)
Pristina Gurung
Dhungeshanghu
Pokhara - 15
[email protected]
9 April 2023

Mr. Chamak Lal

Director
Nepal Bank Ltd.
Kaski, Pokhara

I hope this email finds you well. I am writing to request a two-day leave of absence from
work to attend my sister's wedding on 20 April 2023. This is a significant event for my family,
and I would be honored to be present to celebrate this joyous occasion.
I assure you that I will make all necessary arrangements to ensure that my absence will not
disrupt the team's operations. I will complete pending work or delegate responsibilities to
colleagues during my absence, and will be available for any urgent matters if needed.
I understand the importance of meeting work commitments and will ensure a smooth
transition before my leave. I will return to work promptly on 22 April with renewed energy
and focus.

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I kindly request your approval for this two-day leave, and I appreciate your understanding
and support.
Thank you for considering my request.
Sincerely,
Pristina Gurung

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Unit 5: Document Design and Graphics (4 Hrs.)
1. Introduction
Document design in technical writing refers to the process of organizing and formatting
written content in a visually appealing and easy-to-read manner. It involves using various
design elements such as headings, fonts, colors, margins, and spacing to create a cohesive
and professional-looking document. The purpose of document design is to make the
document easier to navigate and understand for the reader. In technical writing, document
design is particularly important as technical documents often contain complex information
that can be difficult to comprehend. A well-designed technical document can improve the
readability and usability of the information, making it easier for readers to understand and
retain the information. Document design can also include the use of graphics such as
diagrams, charts, and graphs, which can be used to illustrate complex concepts and make
the information more memorable. In summary, document design in technical writing refers
to the intentional formatting and organization of written content to improve readability,
usability, and comprehension.
Document design and graphics play a crucial role in technical writing for several reasons:
a) Improved readability: Well-designed documents with graphics are more visually
appealing and easier to read, which can help readers comprehend complex technical
information more quickly and accurately.
b) Emphasis on important information: Graphics can be used to highlight key points, such
as important instructions, safety warnings, and critical data. This can make the
information more memorable and help readers retain it.
c) Clarification of complex concepts: Graphics, such as diagrams, charts, and graphs, can
be used to illustrate complex technical concepts. This can help readers understand the
information more easily and avoid confusion.
d) Accessibility: Design and graphics can also help to make technical documents more
accessible to a wider audience. For example, using clear fonts, appropriate color
schemes, and appropriate formatting can make documents easier to read for people
with visual impairments.
e) Professionalism: A well-designed technical document with appropriate graphics conveys
a sense of professionalism and attention to detail. This can help to establish credibility
and trust with readers, particularly in technical industries where accuracy and precision
are paramount.
2. Design Elements of a Document
Design elements of designing a document refer to the visual components and elements that
are used to create a professional and visually appealing technical document. These elements
include white space, text, headings, graphics, and medium.
i. White space: The use of white space, or the empty space around the text and graphics,
can help to make the document more visually appealing and easier to read. Technical
writers should use white space strategically to separate sections and make the
document less overwhelming.
ii. Text: Text refers to written or printed words that convey a message or information. It
can include anything from a simple sentence to a lengthy document. Text is used in a

20
 variety of contexts, including literature, journalism, education, and technical writing. In
technical writing, text is often used to convey complex information in a clear and concise
manner. Text can be formatted and organized using various design elements such as
font size and style, line spacing, paragraph alignment, and indentation to make it easier
to read and understand. In the digital age, text is also used extensively on websites,
social media, and other forms of digital communication. Overall, text is a fundamental
component of written communication that is used to convey information, ideas, and
emotions.
iii. Headings: Headings in a document refer to the titles or subtitles that are used to
organize and structure the content of the document. Headings are typically formatted in
a larger font size and may be bold or underlined to make them stand out from the rest
of the text. They are used to break up the content into manageable sections, making it
easier for the reader to navigate the document and find the information they need.
Headings can be hierarchical, with main headings indicating major sections of the
document and subheadings indicating subsections within those sections.
iv. Graphics: Graphics such as diagrams, charts, and graphs can be used to illustrate
complex concepts and make the information more memorable. Technical writers should
choose appropriate graphics that are relevant to the content and use them sparingly to
avoid cluttering the document.
v. Medium: The medium of a document design refers to the format or platform in which
the document will be presented or published. In technical writing, the medium can vary
widely depending on the intended audience and purpose of the document. Some
common mediums for technical documents include print, digital (such as PDF or HTML),
and multimedia (such as videos or interactive presentations).
When designing a document, technical writers must consider the medium in order to
create a design that is appropriate and effective for that particular format. For example,
a document designed for print may need to have a different layout and font size than
one designed for digital publication. A document designed for multimedia may require
more visual elements such as graphics or animations to effectively communicate the
information.
Overall, understanding the medium of a document design is an important consideration
for technical writers when creating effective and accessible technical documents.

3. Who Reads Graphics? (Importance of Graphics)

Graphics can be read and interpreted by a wide range of individuals, depending on the type
and complexity of the graphic. In general, graphics are designed to provide visual
information that complements or enhances written or spoken communication. Technical
writers often use graphics to convey complex or technical information in a way that is easy
to understand and digest for the reader. Most complex technical material can be simplified
with a graphic: a table, a drawing, a diagram, or a graph. Where academic readers rely
heavily on words to understand meaning, technical readers often rely on words and
graphics both to convey meaning.

21
Technical subjects such as engineering, marketing, and medicine rely heavily on data that is
presented visually. Therefore, readers of technical documents expect to see graphic aids in
their reading. The readers of graphics can include anyone who is consuming the content of
the document, such as students, professionals, researchers, or members of the general
public. Graphics can be particularly useful for individuals who may have difficulty processing
or understanding written or spoken language, such as individuals with learning disabilities or
those whose first language is not the language of the document.

However, it is important to note that not all individuals may be able to interpret graphics
accurately or easily. The design and presentation of the graphic, as well as the context in
which it is used, can impact its readability and effectiveness for different audiences.
Technical writers must therefore carefully consider the intended audience of the document
and design graphics that are accessible and effective for that particular audience.

4. Key Points in Graphics Design

Designing a graphic involves creating a visual representation of information or data that
complements or enhances the written or spoken communication. Graphics can be used to
convey complex or technical information in a way that is easy to understand and digest for
the reader. When designing a graphic, there are several key elements that technical writers
should consider:
i. Purpose and Audience: The first step in designing a graphic is to determine its purpose
and audience. What information or data is being presented, and how can it be best
communicated visually? The purpose of the graphic should be clear and relevant to the
overall message of the document and also it should be appropriate and accessible for
the intended audience, taking into account their level of knowledge and understanding
of the topic.
ii. Data and Information: The graphic should accurately represent the data or information
being presented. Technical writers should carefully choose the data points or
information to include in the graphic and ensure that they are clearly labeled and easy
to read.
iii. Design Elements: Design elements such as color, shape, and layout can impact the
readability and effectiveness of the graphic. Technical writers should choose design
elements that are appropriate for the intended audience and purpose of the graphic.
iv. Accessibility: Technical writers should ensure that the graphic is accessible to all readers,
including those with visual impairments or other disabilities. This may involve providing
alternative text descriptions or other accessible formats for the graphic.
v. Keep Graphics Neat and Simple: The quality of a graphic is a factor in how carefully it is
read. A neat and clean graphic is easy to read and interpret. Leave enough white space
so that the graphic looks uncluttered and make the graphic large enough so that the
reader can see all parts clearly.

5. Elements of Constructing Graphics

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Constructing graphics means creating a visual representation of information or data that
effectively communicates a message or supports the content of a document. In technical
writing, constructing graphics involves using various design elements to create visual aids
that enhance the reader's understanding of the information being presented.
The process of constructing graphics typically involves several steps, including:
i. Constructing Tables: It includes, constructing Informal Table, Formal Table, and Verbal
Table
ii. Constructing Graphs: It includes, constructing Bar Graph, Line Graph, Pictograph, and
Pie Graph
iii. Constructing Charts, Diagrams, and Pictures: It includes constructing various Flowcharts
like system flowcharts, program flowcharts, decision flowcharts, organizational
flowcharts, etc. It also includes the construction of Diagrams, Icons, and using
Photographs in our document design.

Unit 6: Writing for the Web (4 Hrs.)

1. Introduction
Writing for the web refers to the process of creating written content that is specifically
tailored for online platforms such as websites, blogs, and social media. Unlike traditional
print media, web writing requires a different approach in order to effectively communicate
information to online readers.
Web writing involves not only crafting engaging and informative content but also optimizing
it for search engines and ensuring that it is visually appealing and easy to read. Additionally,
web writers must consider the short attention spans of online readers and make sure that
their content is scannable and easily digestible.
To write effectively for the web, technical writers must have a strong understanding of their
audience and the purpose of their content. They must also be familiar with various web
writing techniques such as using headlines, subheadings, bullet points, and hyperlinks to
improve the readability and accessibility of their content.
Overall, writing for the web requires a unique set of skills and techniques that are different
from those used in traditional print media. By crafting engaging, informative, and visually
appealing content, technical writers can effectively communicate information to online
readers and create a strong online presence for their organization or brand.

2. Organizing and Designing Web Pages:

Organizing and designing web pages involves the process of creating and structuring a
website in a way that makes it easy to navigate and visually appealing to users. It involves
various elements such as the layout, color scheme, typography, images, and content of the
website.

23
Distinguishing the term, organizing a web page refers to the process of arranging the various
elements and content of a website in a logical and user-friendly manner. This includes
deciding on the structure of the website, determining how to present information, and
creating a navigation system that makes it easy for users to find what they're looking for.
Designing a web page, on the other hand, involves creating an aesthetically pleasing and
visually engaging user interface for the website. This includes deciding on the color scheme,
typography, and the placement of images and other visual elements.
Effective organization and design are important because they help users quickly and easily
access the information they need, which can improve their experience and increase
engagement with the website. Good organization and design also help search engines better
understand and index the content of a website, which can improve its search engine
rankings.
There can be various ways of arranging them. Some of them are:
i. Using sticky notes or index cards: To begin organizing your website, use sticky notes or
index cards to list everything you want to include—no more than one item per note or
card. Group your items into similar categories, considering the importance of each idea
to your users. Place your notes on a white board or bulletin board so you can move
them around until you have an outline that works—with topics and subtopics.
ii. Categorizing the information: Common ways to organize information on a website are
by categorizing them on the basis of their task, product, date/time, department, etc.
iii. Deciding the structure of website: Once you have an outline, you can decide how to
structure your website. A simple site may move forward in a linear fashion from one
page to the next, similar to a flowchart. Other sites organize pages in a hierarchy, similar
to an organizational chart. In the hierarchy, information flows progressively from “top”
to “bottom” from the home page to a second or third tier in increasing levels of detail by
using hyperlinks.
iv. Grid-based layout: A grid-based layout divides the web page into a series of columns and
rows, making it easier to arrange content in a structured and orderly way. This approach
is particularly useful for websites with a lot of visual content, such as photography
portfolios or e-commerce sites.
v. Single-page layout: A single-page layout is becoming increasingly popular for websites
that don't have a lot of content or that want to create a more immersive user
experience. These pages typically include a navigation menu that allows users to jump to
different sections of the page.
vi. Card-based layout: A card-based layout displays content in a series of cards or boxes,
making it easy for users to scan and find the information they need quickly. This
approach is often used by social media sites, such as Pinterest and Instagram.
vii. Full-screen layout: A full-screen layout fills the entire screen with content, providing a
clean and immersive experience for users. This approach is often used for websites that
want to showcase a particular product or service.

24
viii. Parallax scrolling layout: A parallax scrolling layout creates a 3D effect by moving the
background and foreground at different speeds as the user scrolls down the page. This
approach is often used for storytelling or to create a sense of depth and interactivity.
ix. Minimalist layout: A minimalist layout uses a limited color palette, simple typography,
and minimalistic design elements to create a clean and uncluttered design. This
approach is often used for blogs, portfolios, and other websites that want to emphasize
content over design.
x. Responsive design: Responsive design is an approach to web design that ensures the
website is optimized for viewing on all types of devices, from desktop computers to
smartphones. This approach involves using flexible layouts, fluid images, and media
queries to adapt the website to different screen sizes.
xi. Use of Header and Footers: Headers and footers are important elements in web page
designing as they provide a consistent and structured way to display information on a
website.
xii. Line Length: Line length is an important consideration in web page designing because it
can have a significant impact on the readability and usability of a website. Line length
refers to the length of the lines of text on a web page, and it is typically measured in
characters per line or in pixels.
xiii. Graphics: Graphics like pictures, charts and graphs break up the text, attract the reader’s
attention, and offer instant identification with the purpose of the website. Use graphics
to provide visual relief, to support your content and image, and to make the site
attractive.
xiv. Proper use of Multimedia: Multimedia content, such as images, videos, and audio, is an
important component of web page design as it can enhance user engagement and
understanding of the content. By providing visual or auditory stimuli, multimedia
content can capture and maintain users' attention and make complex or technical
information more accessible and easier to comprehend. Additionally, the strategic use of
multimedia content can improve the overall aesthetic appeal of a website and help to
differentiate it from competitors. However, it is important to use multimedia content
thoughtfully and purposefully, ensuring that it is relevant, high-quality, and optimized
for web performance to avoid negatively impacting the user experience.
xv. Accessibility Whenever possible, follow Web Content Accessibility Guidelines (WCAG)
2.0. These guidelines are part of the Web Accessibility Initiative (WAI). Its goal is to make
web content available to users with a wide range of disabilities, including visual and
hearing impairments, learning disabilities, cognitive and movement limitations, speech
disabilities, and combinations of disabilities.

3. Writing Text for Web (IMP)

In many ways, writing for the Web is similar to writing text for any other technical
document. But still, there are some differences. Writing text for the web involves creating
content that is specifically designed to be read and consumed online. Unlike traditional print

25
media, web content needs to be optimized for online consumption, with a focus on
readability, scanability, and engagement.

Here are some key principles to keep in mind when writing text for the web:

i. Keep it concise and to the point: Web users are often looking for information quickly,
so it's important to keep your writing concise and avoid unnecessary details.
ii. Use headings, subheadings, and bullet points: Organize your content into small
chunks with clear headings and subheadings, and use bullet points to make
important information stand out.
iii. Use plain language: Avoid jargon and technical language that might be difficult for
your audience to understand.
iv. Be visually appealing: Use white space, images, and other visual elements to break
up large blocks of text and make your content more visually appealing.
v. Use active voice: Use active voice whenever possible to make your writing more
engaging and direct.
vi. Optimize for search engines: Use relevant keywords and meta descriptions to ensure
that your content is easily found by search engines.

4. Special Web Pages

The term "special web pages" refers to web pages that are designed for a specific purpose
or function, such as landing pages, error pages, login pages, contact pages, about pages,
sitemap pages, and FAQ pages. These pages are typically designed with a specific goal in
mind, whether it's to capture the user's attention, provide information, or encourage a
specific action. Special web pages often have unique design and content elements that are
tailored to their specific purpose, and they play an important role in shaping the user's
experience on a website. Five elements or characteristics of special web pages:
a) Home Page: The home page of a website is typically the main landing page that users
first see when they visit the site. It serves as an introduction to the website, providing an
overview of what the site is about and what the user can expect to find on it. The home
page should be designed to grab the user's attention and encourage them to explore the
site further.
b) Blogs: Similar to a journal or diary, a blog (short for weblog) is a website with periodic
commentary or news posted in reverse chronological order. A blogger is usually an
individual with special knowledge or passion about a topic. Because viewers can
respond, a blog is not only a source of information, but also an online community. In
addition, a blog may include links and graphics
c) FAQ: FAQ, pronounced fak or f-a-q, is an acronym for Frequently Asked Question (and
Frequently Answered Question). A FAQ is what its name implies— questions asked often
enough to warrant publishing so that other people can benefit from the answers. The
assumption is that if a sufficient number of people have asked these questions, the
questions must be common enough that others will have the questions too. FAQs are
found all over the Internet.

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d) Wikis: A wiki uses special software that allows a number of users to collaboratively
author web pages, usually according to a set of guidelines. Some wikis, such as
Wikipedia and BookShelved, provide open access to anyone. Other wikis are closed, and
only people granted access can contribute. Medpedia, for example, is a medical wiki that
allows only professionals to edit content. A wiki can foster creative collaboration for a
process, such as programming code. Writers use wikis, too, to post articles and allow
other writers to edit them
e) Discussion Forum: Operating like an electronic bulletin board, a discussion forum is a
place where users can discuss items of interest or get specific questions answered. On
the Apple website, for example, a discussion forum attempts to answer questions about
Apple products and applications. A person who is having difficulty downloading iTunes
might post a question and receive responses through this forum. Online discussion
forums exist for nearly every topic imaginable—the stock market, art, architecture,
business, family, science, and more.

Unit 7: Information Reports (5 Hrs.)

1. Introduction

An information report is a type of written document that provides factual information on a

particular topic or subject. The purpose of an information report is to provide readers with a
clear and concise overview of the topic, often using headings, subheadings, and bullet points
to help organize and present the information.

There are different types of informative reports, which are used in different contexts.
Summaries and abstracts, mechanism descriptions, progress and periodic reports, and news
releases, are also the types of reports.

2. Summary and Abstract

A summary and an abstract are both types of brief summaries that are used in informative
report writing. Although they are similar in nature, there are some key differences between
them.
A summary is a brief summary of the key points of a report or document. It is typically
written after the report has been completed and provides an overview of the main findings
and conclusions. A summary is usually a few paragraphs long and is designed to give readers
a quick understanding of the report without having to read the entire document.
An abstract, on the other hand, is a brief summary that is typically included at the beginning
of an informative report. It provides an overview of the report's main purpose, scope, and
findings. An abstract is usually a single paragraph, around 150-250 words long, and should
provide a clear and concise summary of the entire report. The abstract is usually the first

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section of the report that readers will read, and it is important to make it engaging and
informative to capture their attention and encourage them to read further.
Overall, both summaries and abstracts are important tools for communicating the main
points of an informative report quickly and effectively. They are designed to give readers a
quick understanding of the report's main purpose and findings, and should be written in a
clear and concise manner.

To write a summary or an abstract:

i. When an oral presentation is given, take notes during the presentation or soon
afterward. Thus, you are less likely to forget what the speaker said.
ii. With a written document, read the document twice—or as many times as necessary to
fully understand the content. As you read the second time, highlight the main ideas or
cross out everything (all details) except the main ideas. Paraphrase main ideas. For
longer summaries, choose a few important details to include. For abstracts, condense
the paraphrased material.
iii. In the summary’s first sentence, include the thesis or main point of the document using
your own words and sentence structure.
iv. Make clear what you are summarizing. With an article, introduce the source in the first
sentence by including the title and author’s name. For a speech or meeting, credit the
speaker in the opening sentence.
v. Decide whether your audience needs a few details or only main ideas. For long
summaries, include only details that are especially important. For short summaries,
leave out details. For abstracts, include only the most important general ideas. Be
concise. Reduce the original document to the main idea in a few sentences.
vi. Keep your summary information proportional to the original. If the author spent four
paragraphs on one topic and two paragraphs on another, your summary should give
proportional time and emphasis. For example, in your summary or abstract, do not
include more information from the two-paragraph topic than from the four-paragraph
topic.
vii. Write in present tense.
viii. Paraphrase; do not copy word for word.
ix. Quote sparingly, if at all, and use quotation marks correctly.
x. Provide transitions to keep the summary from sounding choppy.

3. Mechanism Description
A mechanism description describes the main parts of a device or machine. It explains what
the purpose of the mechanism and overall design is, what the parts are, what they look like,
and what their function is. Mechanism descriptions are used in catalogs, instruction
manuals, and employee training. Examples of mechanisms in the workplace include car
parts, furniture, kitchen tools, doorstops, pencil sharpeners, and more sophisticated

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machines such as an engine and a DVD player. Mechanism descriptions are often included
with instructions in product packaging.

4. Periodic Reports
Periodic reports are reports that are prepared on a regular basis to provide information on
the progress, performance, or activities of an organization or project. They are typically used
to keep stakeholders informed and up-to-date on the status of ongoing initiatives.
Some common types of periodic reports include:
a) Weekly reports: These reports are typically prepared at the end of each week and
provide an overview of the activities and accomplishments of the previous week, as
well as any challenges or issues that arose.
b) Monthly reports: These reports are typically prepared at the end of each month and
provide a summary of the progress and achievements of the previous month, as well
as any ongoing challenges or concerns.
c) Quarterly reports: These reports are typically prepared every three months and
provide a more in-depth analysis of the organization or project's progress and
performance over the past quarter.
d) Annual reports: These reports are typically prepared once a year and provide a
comprehensive overview of the organization or project's activities, achievements,
and financial performance over the past year.
Periodic reports are an important tool for monitoring progress and keeping stakeholders
informed. They should be well-organized, clearly written, and provide relevant information
that is easy to understand. Additionally, they should be based on reliable data and should be
presented in a way that is visually appealing and engaging to the reader.

5. Progress Reports
In technical writing, progress reports are used to provide updates on the status of ongoing
projects or initiatives. They are typically written by project managers or team leaders and
are used to keep stakeholders informed about the progress being made on a project.
Progress reports may include information on:
i. Accomplishments: What has been accomplished since the last report, and what progress
has been made towards project goals?
ii. Challenges: What challenges or obstacles have been encountered, and how are they
being addressed?
iii. Milestones: Have any significant milestones been achieved since the last report?
iv. Budget and resources: Are the project's budget and resources being used effectively?
v. Schedule: Is the project on track to be completed on time, or are there any delays or
potential delays that need to be addressed?

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Progress reports should be clear, concise, and easy to understand. They should provide
enough detail to give stakeholders a clear understanding of the project's progress, but not
so much detail that they become overwhelming or confusing. Additionally, progress reports
should be written in a way that is objective and focused on the facts, rather than subjective
opinions or emotions. Finally, they should be submitted on a regular schedule, such as
weekly or monthly, to ensure that stakeholders are kept up-to-date on the project's
progress.

6. News Release
A news release, also known as a press release, is a type of technical writing used to
communicate news or information about a company, organization, or event to the media.
News releases are typically written by public relations professionals and are distributed to
journalists and news outlets to generate publicity and media coverage.
A typical news release includes the following components:
i. Headline: A short, attention-grabbing statement that summarizes the main point of
the release.
ii. Dateline: The date and location of the release.
iii. Lead paragraph: A brief summary of the most important information in the release.
iv. Body: The main content of the release, which provides additional details and context
for the news being announced.
v. Boilerplate: A short paragraph at the end of the release that provides background
information on the company or organization issuing the release.
News releases are an important tool for generating media coverage and publicity. They
should be well-written, concise, and focused on the most important news or information
being announced. Additionally, they should be written in a way that is easy for journalists to
understand and use in their reporting. Finally, they should be distributed strategically to
ensure that they reach the appropriate audiences and generate maximum media coverage.

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