Full Two-Hour Lecture – Technical Communication (Unit I,

Chapters 1–4)

Part 1 – Foundations of Technical Communication

Technical communication is the process of creating, designing, and sharing information that
allows people to complete specific tasks, solve problems, or make informed decisions. It is
practical by nature, meaning that its purpose is always tied to real-world action. This type of
communication exists in almost every profession because no work can be done without clear,
accurate, and timely exchange of information. Technical communication may appear in the form
of written documents, spoken presentations, or visual materials, and often, these modes are
combined. A safety manual may include written instructions, diagrams, and step-by-step
photographs. A training session might include spoken explanations, visual slides, and printed
handouts. All these are forms of technical communication.

The primary goal of technical communication is usability. The reader or user must be able to
understand the information and use it effectively in their context. This is what makes technical
communication different from many other forms of writing. Creative writing, for instance, may
aim to evoke emotions, entertain, or express artistic ideas. Academic essays may focus on
building an argument or analyzing literature for scholarly purposes. Personal letters might be
written to share feelings or personal updates. Technical communication, in contrast, is designed
with a practical, problem-solving mindset. The question that guides the communicator is: “Will
the reader be able to do what they need to do after reading this?”

Because technical communication is always tied to the workplace or professional activity, it

often has a defined audience. This audience may be internal, such as coworkers or managers, or
external, such as customers, clients, or regulatory agencies. Understanding the needs, knowledge
level, and expectations of that audience is essential to producing effective communication. For
example, a maintenance guide for electrical engineers can use industry-specific terms and
detailed diagrams without lengthy explanations of basic concepts, because the audience is
already familiar with them. However, a guide for homeowners on how to reset a household
circuit breaker must explain terms in plain language and use simple illustrations. Both are
technical documents, but they differ greatly in style, tone, and detail because they are aimed at
different audiences.

The workplace value of technical communication is enormous. When it is done well, it saves
time and money, reduces errors, improves safety, and enhances relationships between people and
organizations. In some cases, effective communication can mean the difference between success
and failure. A proposal that is well-organized and clearly written can secure funding for a
project, while a poorly written one can lose support even if the underlying idea is sound.
Similarly, accurate and clear medical instructions can prevent mistakes that might harm patients,
while unclear instructions can lead to dangerous errors. The stakes are high, and this is why
professionals in every field need to master technical communication skills.
One of the pillars of technical communication is ethics. Ethics refers to doing what is right, fair,
and honest. In this context, ethical communication means telling the truth, presenting
information completely, avoiding bias, and respecting the rights and dignity of all readers. It also
means protecting confidential or sensitive information from being disclosed without proper
authorization. For example, when writing a user guide for a chemical product, it would be
unethical to hide information about potential hazards in order to make the product seem safer
than it is. Similarly, when preparing a project report for a government agency, all relevant data
must be presented, not just the data that supports a positive conclusion. Ethics in technical
communication builds trust and ensures that decisions are made on accurate, complete
information.

Another important feature of technical communication is collaboration. Unlike some forms of

writing, which are often done by one author working alone, technical documents are frequently
produced by teams. This is because complex projects require multiple areas of expertise.
Consider a product manual for a new car. Engineers might provide technical descriptions of
systems like the engine or braking system. Technical writers would transform this information
into clear instructions for the user. Graphic designers would create illustrations and layouts to
make the document visually appealing and easy to navigate. Legal experts would review safety
warnings to ensure compliance with regulations. Without effective collaboration, such a manual
would be incomplete or inconsistent. Successful collaboration requires clear communication
within the team, respect for each member’s contributions, agreed timelines, and consistent style
guidelines.

Technology has greatly shaped modern technical communication. Today’s technical

communicators use a variety of digital tools to write, edit, design, and distribute their work.
Word processing software, desktop publishing programs, and graphic design tools are standard.
Many teams now collaborate online using cloud-based platforms that allow multiple people to
work on the same document at once, regardless of location. In addition, the rise of mobile
technology means that technical documents must often be designed for small screens, where
space is limited and reading habits are different. For example, mobile-friendly documents may
require shorter sentences, larger font sizes, and concise headings to ensure readability. Videos
and interactive tutorials have also become common, as they can convey complex procedures
more effectively than text alone.

Before moving to the next part, think about this: Have you ever received instructions—maybe
for a piece of equipment, a form you needed to fill out, or a process you had to follow—that
were unclear or incomplete? How did that affect your ability to complete the task? That is the
result of poor technical communication.

Part 2 – Genres in Technical Communication

In technical communication, the word “genre” refers to a specific type of document that is
created for a specific purpose and audience. Understanding genres is important because it helps
communicators select the right format and style for their message. Choosing the wrong genre can
make a message ineffective, even if the content itself is accurate. For example, if you need to
announce a change in workplace safety rules, an informal chat message may be too casual and
easy to ignore, while a formal report may be too long for people to read promptly. In this case, a
well-crafted email or memo might be the most effective genre because it is direct, official, and
easy to distribute quickly.

Genres in technical communication are shaped by workplace conventions and reader

expectations. Most workplaces have established norms for how certain types of documents look,
how long they should be, and what information they must include. These conventions help
readers quickly recognize the purpose of a document. For example, a proposal will usually have
sections such as an introduction, a background statement, a proposed plan, and a budget. If a
reader opens a document labeled “Proposal” and finds none of these sections, they may be
confused or distrust the document’s quality. In this way, genres act as templates that guide both
writers and readers.

One of the most common genres in technical communication is the email or memo. Emails are
used for both internal and external communication, though memos are usually internal. They are
ideal for short, focused messages that need to be shared quickly. A good email has a clear subject
line that tells the reader exactly what the message is about. The body of the email should be
concise, direct, and well-organized. Bullet points can be useful for listing items or instructions.
Because emails are so common, they may be taken lightly, but poorly written emails can cause
misunderstandings and even harm professional relationships.

Formal letters are another key genre. Letters are often used for communication with external
audiences such as customers, suppliers, or government agencies. They have a formal structure
that includes the sender’s and recipient’s addresses, a greeting, a clear body of text, and a
closing. Formal letters are often used for making requests, providing official information, or
responding to inquiries. For example, a company might write a formal letter to a supplier to
confirm an order or to address a quality issue with delivered goods.

Reports are a major genre in technical communication. They can be informational, presenting
data and facts without interpretation, or analytical, where the writer examines the data and makes
recommendations. Reports are often used to record progress, evaluate performance, assess
feasibility, or present research findings. For example, an annual financial report provides detailed
information on a company’s revenue, expenses, and profits, while a feasibility report might
evaluate whether a new product line is worth pursuing. Reports are usually structured with clear
headings, sections, and sometimes visual aids such as tables or charts to make complex
information easier to understand.

Proposals are persuasive documents that suggest a plan of action and seek approval or funding.
They can be solicited, meaning they are prepared in response to a request from an organization,
or unsolicited, where the writer proposes an idea without a prior request. A proposal typically
includes an introduction, a statement of the problem or opportunity, a detailed plan or solution, a
timeline, a budget, and a conclusion that reinforces the benefits of the proposal. For example, a
nonprofit organization might write a proposal to a donor explaining how a grant would be used
to support community education programs.
Instruction manuals are designed to teach the reader how to perform a task or operate a
product. They usually break down a process into clear, numbered steps and often include
diagrams, photos, or other visuals to aid understanding. Good instructions anticipate possible
questions or problems and provide solutions or tips. For example, an instruction manual for a
new smartphone will include details about setting up the device, using its features, and
troubleshooting common issues.

Brochures and flyers are short, visually appealing documents often used for marketing,
promotion, or awareness campaigns. They use persuasive language and attractive design to catch
attention and convey information quickly. A brochure promoting a health clinic might include
information about services, operating hours, contact details, and special programs, all presented
with inviting images and design elements.

Web content is increasingly important in technical communication. This includes website pages,
online help systems, FAQs, tutorials, and blogs. Web content must be easy to navigate and read,
especially since many users scan rather than read word-for-word. This means using short
paragraphs, clear headings, bullet points, and hyperlinks to guide readers to related information.
Web content should also be optimized for different devices, as more people access the internet
from mobile phones and tablets.

Each genre has its own conventions for organization, style, and format, and part of a technical
communicator’s skill is knowing how to adapt these conventions to fit the specific needs of a
project. The choice of genre depends on factors such as the complexity of the information, the
urgency of the message, the relationship between writer and reader, and the medium through
which the message will be delivered.

When we understand genres well, we can also combine them when needed. For instance, a
project launch might involve multiple genres: a proposal to get approval, a report to track
progress, an email to update the team, and a flyer to promote the project to the public. Knowing
how each genre works allows us to choose and combine them effectively to meet communication
goals.

Part 3 – The Technical Writing Process

Technical writing is not just about putting words on paper; it is a structured process that ensures
the final product is accurate, clear, and useful to its audience. This process has several stages,
and skipping any of them can result in a document that confuses readers or fails to meet its
purpose. The stages are not always strictly linear. In practice, technical communicators often
move back and forth between them as they refine ideas, gather new information, and adjust to
feedback.

The first stage is planning. Planning is where the writer decides what needs to be
communicated, why it needs to be communicated, and who will be receiving the information.
Without a clear plan, a technical document can become unfocused and fail to address the
audience’s needs. In the planning stage, the communicator asks key questions: Who is my
audience? What do they already know? What do they need to know? What is the purpose of this
document—are we informing, instructing, or persuading? What action do we want the reader to
take after reading it? For example, if you are writing a maintenance guide for a new type of
engine, the planning stage will involve identifying the mechanics who will use it, the kind of
training they already have, and the specific tasks they need to perform.

The second stage is research. Research involves gathering the information needed to create an
accurate and complete document. Depending on the project, research may include consulting
subject matter experts, reading technical manuals, observing processes, or testing equipment.
The credibility of a technical document depends heavily on the accuracy of the information it
contains. For example, if a user manual contains an incorrect instruction for operating
machinery, it can cause costly damage or even injury. Good research ensures that every claim,
fact, and instruction in the document can be trusted.

The third stage is organization. Once the information is gathered, it must be arranged in a
logical structure that guides the reader smoothly from one point to the next. Organization is
about making sure the document’s structure supports its purpose. There are different
organizational patterns depending on the type of document. For example, chronological order is
useful for instructions or processes, cause-and-effect structure works well for analytical reports,
and problem-solution structure is often used in proposals. Clear headings, subheadings, and lists
can help readers find the information they need quickly.

The fourth stage is drafting. Drafting is where the communicator begins to write the first version
of the document. At this stage, the focus is on getting the ideas down without worrying too much
about perfection. The draft is a working document that will be revised later. In drafting, clarity
should be the priority, even if the language is still rough or repetitive. Many technical writers use
templates to save time and maintain consistency. For instance, most companies have standard
report templates that include pre-defined sections and formatting.

The fifth stage is revising. Revising means looking at the draft with fresh eyes to improve its
clarity, accuracy, and effectiveness. This is not just about correcting grammar mistakes; it’s
about making sure the content truly meets the audience’s needs and the document’s goals.
During revision, the writer may reorganize sections, rewrite sentences for clarity, add missing
details, or remove unnecessary information. Feedback from colleagues or subject matter experts
is often essential at this stage.

The sixth stage is editing and proofreading. Editing focuses on polishing the language,
ensuring that grammar, punctuation, and word choice are correct. Proofreading is the final check
for small errors in spelling, formatting, and layout. A single typo or misplaced decimal point in a
technical document can change its meaning entirely and cause serious problems. For example, an
error in a dosage instruction could be dangerous for patients.

The seventh and final stage is publishing or delivery. This is where the finished document is
shared with its audience in the chosen format—print, email, web, or another medium. The choice
of delivery method depends on the audience and the purpose of the document. An interactive
web guide may be ideal for training employees across multiple locations, while a printed manual
may be better for use in environments where digital devices are impractical, such as on a factory
floor.

One important point to remember is that technical writing is a recursive process. Writers often
revisit earlier stages as new information emerges or feedback is received. For example, while
revising, you might discover that some instructions are unclear, leading you to go back to the
research stage to verify details. This flexibility is a strength, allowing technical communicators
to produce documents that truly meet the needs of their audience.

The technical writing process also benefits from audience testing. Before releasing a document
widely, some organizations test it with a sample of the intended audience to see if they can use it
successfully. This might involve observing users as they follow instructions or asking them to
locate specific information in the document. The feedback from this testing can reveal confusing
sections, missing details, or formatting issues that the writer may not have noticed.

Finally, good technical writing is supported by tools and resources. Writers use style guides,
such as the Chicago Manual of Style or in-house documentation standards, to ensure consistency.
They might also use software for grammar checking, readability analysis, or translation if the
document will be used by audiences who speak different languages.

Alright — let’s wrap this up with Part 4 – Profiling the Reader in the same expanded,
paragraph-based style so the entire lecture flows continuously and pushes the total well beyond
5,000 words.

Part 4 – Profiling the Reader

Profiling the reader, also called audience analysis, is one of the most important skills a technical
communicator can develop. The quality of a technical document depends not only on the
accuracy of its information but also on how well that information is tailored to the needs,
background, and expectations of the audience. Even the most well-researched, beautifully
designed document will fail if the reader cannot understand it, does not trust it, or cannot use it
effectively.

Audience profiling begins with asking a series of questions about who the readers are. First, we
must determine the primary audience—the main group for whom the document is intended. For
example, if you are creating an installation manual for solar panels, your primary audience might
be professional installers. These readers will likely have technical training and experience with
similar equipment, so they will understand industry-specific terms and diagrams. However, if the
same manual will also be used by homeowners who want to understand the process, a secondary
audience emerges. In this case, the communicator must ensure the document includes
explanations and plain-language summaries so that non-experts can follow along.
Understanding the reader’s knowledge level is essential. If readers already know the basics,
there is no need to include lengthy explanations of common concepts. On the other hand, if
readers are beginners, the document must include more background information and possibly
even step-by-step definitions of terms. For example, a medical device’s user guide written for
trained nurses can assume knowledge of basic medical terminology, while a guide for patients
must avoid jargon and use simple language.

Another factor to consider is the reader’s role and purpose in engaging with the document. Is
the reader using it to learn a new skill, make a decision, or simply confirm information they
already know? A reader who is making a decision—such as a manager reviewing a project
proposal—needs concise summaries, clear comparisons, and persuasive evidence. A reader who
is using instructions to assemble a product needs precise step-by-step guidance and visual aids.

Reader attitudes also play a big role in shaping communication. Some readers may be eager and
open to the information, while others may be skeptical, resistant, or even hostile. For example, if
you are writing a report recommending changes to workplace safety rules, some employees
might welcome the improvements, but others may see them as unnecessary or burdensome.
Understanding these attitudes allows the communicator to anticipate objections and address them
respectfully in the document.

Cultural background is another key aspect of profiling. Readers from different cultural contexts
may interpret language, tone, and visuals differently. A gesture or color that is positive in one
culture might carry negative connotations in another. Units of measurement, date formats, and
even the direction of text can vary across regions. A communicator must be sensitive to these
differences, especially when preparing documents for an international audience.

The reader’s environment—the physical or digital setting in which the document will be used
—also influences design choices. A printed manual used in a factory might need large text and
durable pages to withstand wear and tear. A mobile app used outdoors may require high-contrast
colors and large buttons for readability in bright sunlight. Understanding where and how the
reader will access the document ensures that it remains practical and user-friendly.

In audience profiling, we also distinguish between primary, secondary, and tertiary

audiences. The primary audience is the main user of the document. The secondary audience
might not be the direct user but still needs to access the information. For instance, in a technical
report about a new chemical process, the primary audience might be the engineers implementing
the process, the secondary audience might be managers overseeing the project, and the tertiary
audience could be regulatory agencies reviewing compliance. Each audience may have different
priorities and information needs, so the communicator must decide how to address all of them
without overloading the document.

A useful tool for profiling is the audience profile sheet. This is a structured document that
records details about the readers, such as their professional background, education level,
familiarity with the subject, preferred communication channels, and possible concerns or biases.
Creating an audience profile sheet helps ensure that the document stays focused on real user
needs throughout the writing process.
Profiling the reader also involves anticipating how they will navigate the document. Will they
read it from start to finish, or will they scan it for specific information? Many technical
documents, such as troubleshooting guides or FAQs, are designed for quick scanning. This
means using clear headings, bullet points, and indexing systems so readers can find what they
need instantly.

Finally, reader profiling is not just a one-time activity. It is an ongoing process. As projects
evolve and new feedback is received, communicators may need to adjust the document to better
meet the audience’s needs. For example, if user feedback shows that certain instructions are
unclear, the communicator should revise them immediately and perhaps add more visuals or
alternative explanations.

The principle to remember is simple: Technical communication begins and ends with the
reader in mind. If the communicator understands the audience deeply, the document will likely
succeed. If the communicator ignores the audience’s needs, even the most technically accurate
document can fail in practice.

Interactive Additions and Nepali Context for Each Part

Part 1 – Foundations of Technical Communication (Nepali Context)

Activity – Identify Local Technical Communication Examples

Ask students to think of a time in Nepal when they encountered technical communication. It
could be instructions on how to pay electricity bills through the NEA mobile app, guidelines
from the Ministry of Health during COVID-19, or safety signs at construction sites in
Kathmandu. Have them share whether those communications were clear, complete, and useful.
Discuss why or why not.

Case Study – COVID-19 Safety Guidelines

During the pandemic, the Government of Nepal distributed safety leaflets and posters in multiple
languages, including Nepali, Maithili, and Tamang. Some were effective because they used
simple language and clear visuals. Others were less effective because they contained too much
text or medical jargon. This shows how important language choice and design are for different
audiences in Nepal.

Example – Hydropower Project Reports

Hydropower companies in Nepal often prepare technical reports for investors and the
Department of Electricity Development. These reports must balance technical detail (for
engineers) with financial summaries (for investors) and compliance sections (for regulators). The
mix of audiences shows the multi-layered nature of technical communication.

Part 2 – Genres in Technical Communication (Nepali Context)

Activity – Match the Genre to the Situation

Give students short descriptions of Nepali workplace scenarios. For example:

1. A municipality wants to inform residents about waste segregation rules.

2. An NGO is applying for a grant from an international donor.
3. A trekking agency wants to promote a new Annapurna Circuit package.
Students must decide which genre—memo, proposal, brochure, web content, or report—
would be most effective and explain why.

Case Study – Earthquake Safety Manuals

After the 2015 Gorkha earthquake, NGOs and government agencies produced manuals and
posters about earthquake safety and building codes. Many rural communities needed visual-
heavy materials because literacy rates varied. In these manuals, diagrams showing how to make
buildings earthquake-resistant were more effective than text-heavy explanations.

Example – Mobile Banking User Guides

Banks in Nepal now produce online and printed guides for using mobile apps like eSewa, Khalti,
or ConnectIPS. The best ones use step-by-step screenshots and avoid complex English terms,
making them accessible to a wider audience.

Part 3 – The Technical Writing Process (Nepali Context)

Activity – Revise a Government Notice

Give students a real government notice from the Nepal Gazette or a municipality website (one
that is overly formal or difficult to read). In small groups, students will rewrite it in simple, clear
Nepali or English, keeping all important details but making it user-friendly. Discuss how the
planning, research, and revision stages would work in real life.

Case Study – Trail Signage in the Everest Region

Tourist boards and local municipalities install trail signs for trekkers. Some signs are confusing
or placed too far apart, leading to tourists getting lost. A good technical writing process would
involve researching the terrain, testing the signs with trekkers, revising based on feedback, and
ensuring durability for harsh weather.

Example – Agriculture Extension Leaflets

In rural Nepal, agriculture extension offices distribute leaflets on pest control, seed use, and
irrigation. The best ones are created through careful planning, farmer interviews (research), clear
organization, and field testing to see if farmers can follow the instructions without additional
help.

Part 4 – Profiling the Reader (Nepali Context)

Activity – Audience Profile Sheet for a Hydropower Safety Manual

Ask students to imagine they are preparing a safety manual for workers at a hydropower plant in
Dolakha. Have them list:

 Primary audience: Skilled plant workers (technical knowledge high).

 Secondary audience: Office administrators (low technical knowledge).
 Tertiary audience: Government inspectors (legal focus).
Students then decide how to adjust the content for each group.

Case Study – Multilingual Election Voter Guides

During national elections, the Election Commission of Nepal produces voter guides in multiple
languages for different provinces. Profiling is essential because urban Kathmandu voters may
have higher literacy in Nepali, while remote voters in Karnali may rely more on radio broadcasts
or pictorial guides.

Example – Weather Alerts for Farmers

The Department of Hydrology and Meteorology sends weather alerts via SMS to farmers before
heavy rain. If the audience profile is done well, the message will be short, in simple Nepali, and
relevant to their region. Poor profiling might result in alerts in English or containing technical
terms farmers cannot interpret.

Now, with these additions:

 You have real Nepali cases that MA students can instantly relate to.
 You have interactive tasks to keep them engaged for the full two hours.
 You can encourage group discussions that connect theory to practice.