Technical writing

Definition of Technical Writing paragraph organization, and declarative

 Technical writing is a written communication sentences with third-person pronouns.
which by nature has the characteristics of  factual data, statistics and measurable elements
business, science and technology. It focuses on (use of graphic organizers).
audience selection, makes use of precise,
economical and unemotional language and
employs technical jargon. Likewise, it uses
certain conventional and organizational
format.

Technical writing may be defined and

described in the following manner (Mills &
Walter, 1981).
 characterized by certain formal elements such
as its scientific and technical vocabulary, its
use of graphic aids and its use of conventional
report forms.
 exposition about scientific subjects and about
various technical subjects associated with the
sciences.
 ideally characterized by the maintenance of an
attitude of impartiality and objectivity, by the
extreme care to convey information accurately
and concisely, and by the absence of any
attempt to arouse emotion.
 there is a relatively high concentration of
certain complex and important writing
techniques – in particular, definition,
description of mechanism, description of a
process, classification and interpretation.

Purposes of Technical Writing

 It gives information in decision-making and
task accomplishments.
 It analyzes events and their implications, the
failure of systems (educational,
socioeconomic, political, etc.)
 It persuades and influences decision-making.

Characteristics of Technical Writing

 information flows easily and clearly.
 emphasizes objective reporting with no room
for different interpretations (proper words,
specific and concrete), sentence structure and

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Basic Principles of Good Technical Writing they read it. A picture always reinforces the
concept: normalize including images to
To achieve this, writers should focus their craft on five buttress your point.
basic principles of good technical writing, namely: o Define acronyms on first use.
1. Writers should always have in mind a specific o Avoid excessive abbreviations.
reader, real or imaginary, when writing their o Break your ideas into paragraphs.
report and always assume that they are  Make it relatable: If you are writing for
intelligent but uninformed. beginners, you should highlight likely
2. They should decide on their exact purpose in problems they’ll face or things they’ll
writing. overlook so they know they are not alone.
3. They should use simple, concrete and familiar Make it relatable.
language.  Use a grammar checker: Ensure that your
4. They should check/review their writing from writing is error-free grammatically. Wrong
time to time. punctuation can mislead a reader; bad
5. They should make the paper as neat and as grammar can make a reader lose interest.
attractive as possible. 5. Get an Editor.
6. Be consistent (Practice and make conscious
Dos & Don’ts in Technical Writing by Olamide efforts to get better):
'Pearl' Makinde  Take a technical writing course.
Do’s  Read.
1. Understand your audience:  Attend events.
How you write for beginners in a field differs from  Talk to people.
how you write for people in the intermediate level in  Partake in writing challenges.
terms of explanation, so you must factor that into your  Seek feedback, filter and implement relevant
writing and tailor it to suit your audience. Before you ones.
write a piece, you must answer the following Don’ts
questions: 1. Plagiarize:
 Whom are you writing for? Plagiarism is both legally and morally wrong. It
 What skillset does your audience possess? is unethical, unprofessional, and
 What level is the write-up targeted at? distasteful to steal someone’s ideas and present them as
Beginners or Intermediates? yours.
 What problem do you intend to solve with this 2. Assume:
write-up? Ensure that you have a solid understanding of the topic
 What’s their average attention span? you are writing about. If it’s a documented process
2. Choose a style: (e.g. an instruction manual or a how-to-XYZ article), it
Be unique, stand out and write like you. is vital to try it out or, at least, witness the process. If
3. Have a checklist/process outline: you have access to techies in that field, you could also
You are less likely to skip a process or forget consult them. If you are stating facts or citing statistics,
something when you have a checklist you follow. It make sure that they are from a reliable source and
helps you to stay accountable to yourself. confirmed. Do not make up ‘facts’. The internet
4. Write clearly and concisely: houses truckloads of relevant information; make good
 Go straight to the point: Steer clear of use of it. People are banking on you; you can’t afford
unnecessary or confusing words. Don’t say in to lead them astray.
a paragraph what you can say in five words. 3. Be in haste:
 Format properly: Use lists, heading tags, Although, as earlier stated, you should endeavor to be
bold, and italics for a better explanation, for consistent with your publishing. However, in a bid to
readability’s sake, and to keep your reader meet the deadline you’ve set for yourself, you should
interested and not bore them. not rush. Go over your work, take time to gather
 Write sequentially: When writing about a information, and do not publish unedited pieces.
process, don’t joggle up steps. Write them out Switch roles: put yourself in the shoes of your readers
in a consecutive manner to not confuse the and read your draft. If you were without any
readers. knowledge of that topic, does reading it help you in
 Include Images: In appliance instructional any way? If possible, you can even get a friend to read
manuals, you’ll see that there is usually an through it and critic it constructively.
image for every step. It helps to assure the 4. Put pressure on yourself:
reader that they are on the right track and also You may find yourself comparing yourself and you’re
clarify things if they did not understand when writing to others; it is crucial to take it easy on
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yourself. As long as you make intentional efforts to get

better, you will. Do not put unhealthy pressure on
yourself.

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Mastering the Art of Technical Writing Dignity: Elevating Professionalism in

(Unlocking the Key Properties for Clear Writing
Communication)  Dignity in technical writing manifests through
formality and respect for the subject matter.
Precision in Language: The Backbone of • Thoughtful choice of words reflects a sense of
Accuracy authority and professionalism.
 Accuracy in technical writing revolves around • Avoiding contractions maintains the formal
the use of specific words and coherent tone necessary for technical documents.
sentences. • Showing dignity ensures your work is taken
 It is about crafting well-developed paragraphs seriously and viewed as credible.
that create balanced reports. • In essence, dignity is integral to the perception
 Precision prevents misunderstandings and of your expertise.
ensures the message is conveyed accurately.
 Technical documents must reflect meticulous Emphasis: Steering Readers Through Key
attention to detail to uphold credibility. Points
 In essence, accuracy is about clarity and  Emphasis in writing helps highlight significant
dependable content. ideas for the reader’s attention.
• As a writer, direct your audience’s focus to
Brevity: The Heart of Effective essential elements of your report.
Communication • Identify and stress key points to guide readers
 Brevity champions conciseness, allowing on their intellectual journey.
writers to get straight to the point. • Effective emphasis enhances understanding
 It is about delivering information without and retention of information.
unnecessary fluff or ambiguity. • Ultimately, your emphasis shapes the reader’s
 Each word counts, contributing value to the experience.
overall message being communicated.
 Effective technical writing eliminates jargon to Grammatical Correctness: The
enhance understanding. Foundation of Clarity
 In short, brevity respects the reader’s time and  Grammatical correctness is crucial in all forms
keeps them engaged. of writing, especially technical.
• Incorrect grammar disrupts the flow, leading
Coherence: The Glue that Binds Ideas to confusion and loss of credibility.
 Coherence in writing ensures a logical flow of • Readers expect a standard of writing that
thoughts and ideas. reflects their understanding of grammar rules.
• It is about arranging sentences and paragraphs • Maintaining grammar standards demonstrates
for seamless transitions. professionalism and attention to detail.
• A coherent document makes it easy for readers • In summary, grammatical correctness is non-
to follow your argument or explanation. negotiable.
• Effective use of transitions aids navigation and
reinforces the narrative. Honesty: The Ethical Anchor of Technical
• Ultimately, coherence builds a solid Writing
foundation for understanding.  Honesty involves giving credit to original
sources and respecting intellectual property.
Confidence: Authority in Your Voice  Acknowledging others' contributions enhances
 Confidence denotes solid knowledge of the your credibility as a writer.
subject and authority in your writing.  Your own research outcomes should also be
• A confident writer communicates conviction reported transparently, correct or not.
through their tone and content.  An honest approach fosters trust and promotes
• Readers can sense credibility through your a culture of integrity in writing.
command of the material you present.  In essence, honesty is paramount for ethical
• Being confident in your writing fosters trust writing.
and respect from your audience.
• In summary, confidence enhances the impact Illustrations: Visual Aids for Enhanced
of your message. Understanding
 Illustrations like graphs, charts, and diagrams

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enrich technical writing. readers. It lays the foundation for smooth

 Proper labeling of visuals ensures clarity and processing of information.
aids comprehension of complex ideas.  Any deviation from established norms can
 Visual aids complement text and help readers confuse and frustrate the audience.
grasp intricate concepts effectively.
 Illustrations serve as a bridge, making Objectivity: Writing Without Bias
information accessible and engaging.  Adopting an objective stance enhances the
 In summary, visuals are powerful tools in credibility of the work by avoiding personal
technical communication. bias.
 First-person references should be minimal to
Judgment: The Writer's Crucible maintain professionalism and impartiality.
 A writer's judgment can define their career  Objective writing fosters trust, allowing
trajectory. Accurate data scrutiny is readers to engage with the content critically.
paramount, focusing on quality over quantity.
 Concise, accurate, and sufficient supporting Qualification: Validating Your Report
data is essential for credibility. It should  Understanding the context of your report is
seamlessly blend with the overall narrative. vital for its relevance and accuracy.
 Writers must cultivate a keen sense of  Evaluation of circumstances surrounding data
evaluation to ensure their work withstands collection informs its validity over time.
critical analysis, building trust with readers.  Writers should assess the applicability of their
findings to ensure ongoing relevance.
From Data to Knowledge: The
Transformative Process Straight Sentences: The Art of Clarity
 Understanding the distinction between data  Smooth, flowing sentences are essential for
and knowledge is crucial for effective writing. reader engagement and comprehension.
 Data, while factual, can be misinterpreted;  Well-structured paragraphs encourage readers
knowledge emerges from interpreting that data to continue without exerting unnecessary
wisely. effort.
 Two writers using the same data can arrive at
vastly different conclusions, showcasing the Thoroughness: Leaving No Room for
subjective nature of knowledge. Error
 Interpretation can enrich existing data or even
 A meticulous approach to writing minimizes
give rise to completely new insights.
the chance of errors.
 Thorough planning, analysis, and review of
Logic: The Backbone of Structured information help ensure accuracy.
Writing  Constant checking of data enhances the
 Logical organization is key in presenting integrity of the work being produced.
technical documents. Ideas must flow
coherently. The Essence of Unity in Writing
 Every sentence and concept should align,  Unity in writing serves as the foundation of
creating a natural order for readers to follow. clarity. Just as a well-coordinated outfit
 Clear establishment of each part within the presents a polished look, cohesive writing
narrative prevents confusion and enhances ensures that every element aligns with the
understanding. main purpose.
 A stray word or an irrelevant sentence can
Mechanical Neatness: A Reflection of distract and confuse readers, steering them
Professionalism away from the core message. Embrace unity to
 Neatness in documents goes beyond enhance comprehension and engagement.
appearance; it signifies attention to detail.  Every piece of information should feel like it
 Proper margins, headings, and subheadings belongs, reinforcing the writer’s intent while
elevate the readability of reports. guiding the reader smoothly through the
content.
Normal Procedure: The Harmony of
Consistency The Importance of Veracity
 Consistency in style and format is expected by  Veracity stands as a pillar of technical writing.
It champions the importance of factual
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accuracy and clarity for every statement made.

 In a landscape rife with misinformation, being
able to verify information elevates your
credibility as a writer. Ambiguity must be
avoided at all costs.
 Be it data, statistics, or analysis—ensure that
your technical reports are grounded in truth.
It’s the only way to foster trust with your
audience.

Establishing a Strong Viewpoint

 Viewpoint is the lens through which your
content is perceived. The first sentence sets the
tone, guiding readers on what to expect.
 Support your initial assertion with subsequent
statements, creating a reinforced narrative that
your audience can follow effortlessly.
 In technical writing, specialized terminology
plays a critical role. Choose your words wisely
to convey complex ideas clearly and
effectively.

Understanding Your Audience: The You-

Point
 You-point is about writing with a specific
audience in mind. Recognizing who your
readers are shapes how you present your ideas.
 A writer’s familiarity with his/her audience’s
comprehension level dictates the language and
complexity of the writing style employed.
 Engage with your audience by anticipating
their questions and providing responses in a
way they can easily relate to and understand.

The Power of Zest in Writing

 An enthusiastic technical writer infuses vitality
into their work. Passionate writing is
infectious, captivating readers from the first
word to the last.
 Maintaining enthusiasm can be a challenge,
yet it’s crucial for producing work that stands
out and captures interest.

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BASIC TECHNIQUES OF TECHNICAL 1. in the text

WRITING "The author explores the theme of nostalgia—a
sentimental longing for the past—through the
Parenthetical definition characters' reflections on their childhood."
is a short clarification usually placed in a sentence. It 2. in the footnote
explains the term in a word or phrase, often as a "In the analysis of the novel, the protagonist's actions
synonym in parentheses following the term: Word (a are often driven by a sense of hubris.¹"
word processor) has been updated. ¹ Hubris refers to excessive pride or self-confidence,
(http://ol.scc.spokane.edu/jstrever/tw/resources/ often leading to a downfall, particularly in classical
define.htm) Greek tragedies.
1. Word definition 3. in a special section in the introduction
The cranes are located on the starboard (right) side of Introduction
the ships. Summit Books announced its intention to In exploring the themes of classical literature, one
create a newcolophon (emblem or trademark) concept frequently encountered is hubris. This term,
2. Phrase rooted in ancient Greek tragedy, refers to a character's
Motorboating is permitted in the Jamesport Estuary, excessive pride or arrogance, often leading to their
the portion of the bay that meets the mouth of the downfall. Hubris is not merely confidence but an
Jamesport River. overestimation of one's abilities or importance,
Before the metal is plated, it is immersed in the pickle typically in defiance of the gods or moral laws.
as acid bath that removes scales and oxides from the 4. in the glossary at the end of the report
surfaces. Glossary
Hubris
Sentence Definition Definition: Excessive pride or arrogance, often leading
A definition may require one or more sentences with to one's downfall, particularly in the context of
this structure: (1) the item or term being defined, (2) classical Greek tragedies. It denotes a character's
the class (specific group) to which the term belongs, overestimation of their abilities or importance, usually
and the features that differentiate the term from all resulting in their eventual downfall.
others in its class.
Examples: Extended definition
 Acid rain(term) is secondary pollution(class) is a long, detailed clarification usually one or more
that occurs when certain chemicals in the air paragraphs.
combine with atmospheric water vapor and fall Techniques:
to the earth as rain(specific group). 1. Graphics
 A triangle is a plane figure bounded by three creating some sort of graphics, such as photographs,
straight lines having three angles. diagram, a schematic, or a flowchart, and then explain
it.
Guidelines in Writing Sentence Definition 2. Examples
1. Be specific in writing the category and the using examples to clarify an object or idea.
distinguishing characteristics. 3. Partition
2. Avoid writing circular definitions, that is, is the process of dividing a thing or an idea into
definitions, that merely repeat the key words smaller parts so that the reader can understand it easily.
or the distinguishing characteristics of the item Example:
being defined in the category. Friendship is a deep and enduring relationship
3. Be sure the category contains a noun or a noun between two or more people characterized by mutual
phrase rather than a phrase beginning with respect, trust, and affection...
when, where, what or where. Mutual respect is a cornerstone of friendship.
Friends treat each other with dignity and consideration,
Informal definition valuing their opinions and perspectives...
is a kind of definition which conveys the meaning Trust is another essential component of
quickly and does not stress the definition. (Tenorio, friendship. Friends rely on each other to be honest,
Escolastica S. and Carmel T. Mosura. Contemporary reliable, and supportive...
Technical Writing Styles and Strategies.) Affection is a natural expression of love and
Example: appreciation between friends. Friends care deeply
John Locke believed that all knowledge originates in about each other and show their support in various
experience. ways, such as spending time together, offering advice,
or celebrating each other's successes...
Placement of Definitions in Reports 4. Principle of Operation

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 Technical writing

is an effective way to develop an extended definition, in response to historical events or technological

especially that of an object or process. advances.
Example: Example:
A refrigerator operates on a thermodynamic cycle Democracy is a system of government in
that involves the transfer of heat. A refrigerant, such as which power is vested in the people, who exercise it
Freon or ammonia, is compressed, increasing its either directly or through elected representatives. The
pressure and temperature. This hot refrigerant is then term "democracy" originates from the Greek words
cooled in a condenser, releasing heat to the outside demos (people) and kratos (power or rule), which
environment. The cooled refrigerant expands, together mean "rule by the people." The concept of
becoming a cold liquid... democracy can be traced back to ancient Athens in the
5. Comparison and Contrast 5th century BCE, where it was implemented as a form
A rhetorical strategy and method of organization in of direct democracy. In this early form, citizens
which a writer examines similarities and/or differences participated directly in decision-making processes and
between two people, places, ideas, or things. governance. The Roman Republic, which emerged
Example: later, introduced a representative form of democracy
Transistors and diodes are both semiconductor where elected officials, such as senators, made
devices used in electronic circuits, but they have decisions on behalf of the citizens.
distinct structures and functions. A transistor has three 9. Description
terminals and can act as both a switch and an amplifier, It calls for a shared understanding of terms but is also
while a diode has two terminals and primarily filled with descriptions-verbal and visual
functions as a rectifier, allowing current to flow in only representatives of objects, mechanics and processes.
one direction. Both devices are essential components Example:
in various electronic applications, with transistors Resilience is the capacity to recover from or
being used in a wider range of devices due to their adapt to adversity, stress, or challenges, and it
versatility. encompasses more than merely bouncing back to one's
6. Analogy prior state. It involves a dynamic process of growth
The writer compares the item that is being defined to a and adaptation. Resilient individuals are characterized
similar one, or to an item that in some way completely by their adaptability...;
different but shares some essential characteristics. 10. Mechanism
Example: is a synthetic object consisting of a number of
Machine learning, a subset of artificial movable, identifiable parts that work together as a
intelligence, can be likened to a child learning to walk. system.
The algorithm, the core component of a machine Example:
learning system, is akin to the child. Just as a child A clock is a mechanism designed to measure
learns from experience, the algorithm also learns by and display time through a coordinated system of
being exposed to data. This data acts as the movable parts. Central to its operation is the
environment for the algorithm, providing it with mainspring, which stores and releases energy to power
information to analyze and understand. As the child the clock. This energy is transferred through the gear
learns to balance and walk through trial and error, the train, which regulates the movement of the clock's
algorithm adjusts its behavior based on the feedback it hands. The escapement mechanism controls the release
receives from the data. This iterative process allows of energy, ensuring that the gears advance at a
the algorithm to improve its performance over time, consistent rate, while the balance wheel and spring
becoming more accurate and effective in its tasks. maintain precise oscillations to ensure accurate
7. Etymology timekeeping.
The derivation of a word; it is a popular way to begin a 11. Process
definition of acronyms. Which are abbreviations is a series of steps of an activity that takes place over
pronounced as words. time.
Example: Example:
The word "technology" derives from the Greek Scientific research is a systematic process
terms "techne" and "logos." "Techne" means "art, craft, designed to explore and understand phenomena
or skill," while "logos" means "word, reason, or study." through empirical investigation. It begins with
When combined, "technology" essentially means "the observation, where researchers identify and scrutinize
study of the arts and crafts." phenomena that spark curiosity or highlight problems.
8. History of the term This is followed by question formulation, where
to explain its history. It explains the original use of the specific research questions or hypotheses are
term, and then describes how the meaning is changed developed based on initial observations. The next stage
is experimentation, where controlled experiments are

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conducted to test the hypotheses. During

experimentation, variables are manipulated, and data is
meticulously collected. Once data is gathered, data
analysis is performed using statistical methods to
identify patterns or significant findings. Based on this
analysis, researchers draw conclusions...