LESSON 2: THE NATURE OF TECHNICAL WRITING

Technical writing may be defined and described in the following manner (Mills & Walter, 1981)
1. Technical writing is exposition about scientific subjects and about various Technical
subjects associated with the sciences.
2. Technical writing is characterized by certain formal elements such as its scientific and
Technical vocabulary, its use of graphic aids and its use of conventional report forms.
3. Technical writing is 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 motion.
4. Technical writing is writing in which 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

Technical writing has three important purposes:
1. It gives information in decision making and task accomplishment.
2. It analyzes events and their implications, the failure of systems
(educational, socioeconomic, political, etc.)
3. It persuades and influences decision making.

SUBJECT MATTER OF TECHNICAL WRITING

All formal aspects of professional areas, data in business, science, industry, technology
and engineering are the subject matter of technical writing.

CHARACTERISTIC OF TECHNICAL WRITING

1. Technical writing information flow easily and clearly.
2. Technical writing emphasizes objective reporting with no room for different interpretations
(proper words, specific and concrete), sentence structure and paragraph organization,
declarative sentence with third-person pronouns.
3. Technical writing emphasizes factual data, statistics and measurable elements (use of
graphic organizers)

1
BASIC PRINCIPLES OF GOOD TECHNICAL WRITING
To achieve this, writers should focus their craft on five basic principles of good Technical writing,
namely:
1. Writers should always have in mind a specific reader, real or imaginary, when writing their
report and always assume that they are intelligent but informed.
2. They should decide on their exact purpose in writing.
3. They should use simple, concrete and familiar language.
4. They should check/review their writing from time to time.
5. They should make the paper as neat and as attractive as possible.

2
MODULE IN TECHNICAL WRITING ( T.E. 103)
LESSON 3
PROPERTIES OF TECHNICAL WRITING (ABC’s)

 ACCURACY
in technical writing means the use of precise words. Coherent sentences, well-
developed paragraphs and a balance report.
 BREVITY
means a concise, straight-to-the point type of writing. Information is delivered
without mincing words and zeroes in on the subject.
 COHERENCE
refers to the logical agreement of sentences, paragraphs and groups of
paragraphs. Transition from one thought to the next is done smoothly and
consistently throughout the written work.
 CONFIDENCE
is being an authority on the subject of your report. You yourself must have a solid
conviction in your report.
 DIGNITY
refers to terms used in technical writing conveying formality. Ideas are well-
thought of and translated into writing using succinct words.
 EMPHASIS
in technical writing means being discriminating. As the writer of the report, you
act as the captain of the ship and the readers, your crew.
 GRAMMATICAL CORRECTNESS
is critical, not only in technical writing, but also in other writing activities. Incorrect
grammar is the bump that disturbs the smooth flow of words and ideas in any written
work.
 HONESTY
is acknowledging the use of the work of other people because you know that is
their intellectual property. They spent considerable time researching and writing
their work, therefore, only they can claim ownership of a particular idea or
concept.
 ILLUSTRATIONS
include figures, graphs, charts, diagrams and photographs. These should be
labeled properly. Illustrations provide the visual support the text needs.
 JUDGMENT
made by a writer either makes or breaks his career. The writer must make sure
that the data he has gathered will hold up under close scrutiny.
 KNOWLEDGE
is different from data. Data are just bodies of information regarding a particular
subject. They may or may not be always factual knowledge.
 LOGIC
is the systematic way of organizing the different parts of the report. Sentences
and concepts must be in agreement. There is order in the way things happen or
how ideas are presented.

3
 MECHANICAL NEATNESS
in a report means that proper margins are observed with each word neatly encoded.

 NORMAL PROCEDURE
refers to consistently in the style or format used. Readers have come to rely on
this consistency, therefore, any departure from the usual format will disrupt their
reading.
 OBJECTIVITY
involves the detached approach of a writer to his subject. The use of a first
person pronouns such as I, my and me is avoided to avoid giving the impression
that the work is tainted by the writers biased opinion rather than by dispassionate
interpretation of data.
 QUALIFICATION
is determining the validity of your report given a specific time frame and the
surrounding circumstances. These will determine the accuracy and duration of
validity of the writers works.
 STRAIGHT SENTENCES
refer to the smooth flow of sentences contained in a technical write-up.
Sentences and paragraphs are arranged in much a way as to encourage the
reader to finish reading your work without requiring much effort.
 THOROUGHNESS
in one’s report leaves little room for error because every step executed has
already been planned, analyzed and reviewed.
 UNITY
in writing is like the clothes one wears-they should look pulled together to avoid
being an eyesore. Similarly, a word, a sentence or a concept that is irrelevant
destroys a writer’s purpose and confuses the reader.
 VERACITY
refers to written works or information that can be verified because they are
factual. There is no room for ambiguity or false information. Concepts are clearly
stated and corresponding explanations are delineated.
 VIEWPOINT
is the perspective from which something is written. The first sentence establishes
the viewpoint and is supported by succeeding statements. Technical words are
used in technical writing.
 YOU-POINT
involves writing for a target audience. Consequently, the writer’s familiarity with
the target audience-their level of comprehension-dictates how he/she will write
the report.
 And lastly, a technical writer should approach his or her work with solid enthusiasm.
He/she be driven by ZEST. This positive attitude is reflected in a writer’s work. Such zeal
is infections and the reader feels it while reading. Although maintaining one’s
enthusiasm is not always easy, it is the thought of finishing the work knowing one has
given it his/her best that makes everything worthwhile.

4
 EXERCISE 1 : WRITE YOUR ANSWER IN A SEPARATE SHEET OF PAD PAPER.
 Explain EACH in your own words the properties or ABC’s of technical writing.
EXERCISE 2 :
 Using your cell phone, VIDEO and record yourself while you are Reading all the
properties or ABC’s of technical writing. Send it through to my GMAIL account.
miran_marites05@gmail.com (100 pts.)

LESSON 4
BASIC TECHNIQUES OF TECHNICAL WRITING
Technical writing frequently uses five writing techniques:
1. definition
There is a need to define technical terms in reports which the readers are not familiar
with. There are two types of definition:
1. Informal Definition – consists of one or more synonymous expressions substituted
for the unfamiliar term used.
2. Formal Definition – has three parts: TERM refers to the word to be defined. a
GENUS, to the group or class to which the term belongs: and DIFFERENTIA to the
distinctive characteristics of the term , distinguishing it from the other members of the
same class.
Example:
Term Genus Differentia
* Refrigeration is a proper whereby heat is transferred from a place
where it is undesirable to a place where it is
unobjectionable.
Technical writing best benefits from formal definitions because of the need for
wording precision.

2. Classification – is a systematic process of dividing materials into kinds or classes. Aside

from dividing subjects into classes, similar units are also grouped in a subclass which falls under
a large class.
3. Partition – The analysis that divides a singular item into aspects, parts or steps is called
Partition. Only singular subjects ( a concrete subject like a tree) and an abstract subject (like
inflation), can be partitioned .

5
4. Description of a Mechanism
A mechanism is an assembly of movable parts having one part fixed with respect to a
frame of reference and designed to produce an effect.
Mechanism are combinations of such moving members as links, gears, caws, belts,
chains and spring held in a rigid frame.

5. Description of a Process
A process consists of a series of steps to be followed in getting something done. So that
steps can be effectively shown, visual aids are used. A discussion of equipment and materials
used is included in the description of a process.

____________________________________________________________________________
EXERCISE 3: Give 1 example of each Basic Techniques of Technical Writing.
___________________________________________________________________________

CHAPTER 2
TECHNICAL REPORTS
The objective of technical reports is to provide useful information. Analysis of information
serves as basis for recommendations. In technical writing, ideas are presented in an organized
pattern with strong interval corrections, proper balance and appropriate expression.

LESSON 1
FEATURES OF TECHNICAL REPORTS

 FUNCTIONAL
technical reports provide useful information either for permanent record, later
reference or for immediate use. Technical writing is essentially an industrial,
commercial or military activity and is expensive.

 INFORMATIVE
Technical reports limit interpretations to one literal, accurate meaning.
 FACTUAL
The Technical writer may summarize, simplify but must avoid distorting
information. To distort information is to commit professional suicide.
 EFFICIENT
Technical reports must have a balance between brevity and thoroughness.

 PRECONCEIVED DESIGN
Information must be presented in a way that it can be easily used for its purpose.
Device like illustration, indentions, headings, tabulations, cross-reference and so
on, are employed.

6
LESSON 2
QUALITIES OF A TECHNICAL WRITER
Technical writing demands a great deal from writers. Technical writers must be honest.
thorough, accurate, objective, positive, constructive and alert against prejudice.
Technical writers should tackle their topic as comprehensively as their finances warrant.
They must see to it that their findings are accurate. They must be open-minded and objective
when doing research. They must be resourceful and systematic in note-taking and must also be
analytical. When writing, they must present their findings fairly and objectively. Each statement
of their results must have a tone of certainty and not be shaded by their opinions. Their
suggestions must be based upon sound knowledge and judgment. Their attitudes should be
that of a scientist.
Technical writers should be conscious of the length of their sentences. Since technical
subject matter requires the use of technical vocabulary and complex ideas, Technical writers
must use simple sentence structures and short words to facilitate readability of their work.
Effective technical writers must always consider the easy and clear information flow in
their Technical writing, emphasizing objective reporting of their findings with strict adherence to
the conventions of standard English.

LESSON 3
STEPS IN WRITING A TECHNICAL REPORT
Writing a technical report is like cooking—it involves a procedure and it requires the use
of ‘’ingredients’’. Following the procedure and using the ’ingredients’’ result in a ‘’palatable’’ and
‘’ filling’’ written work. These include planning, collecting information and designing.
PLANNING
Planning is the first step in writing a technical report. It is in this step that writers
determine the scope of their work, their purpose and their target audience. When these are
identified, they may proceed with adding the details that will substantiate their written.
1. Identify the real subject
Technical writers must be sure of what they want to say about the subject they
are set to tackle.
2. Pinpoint your purpose
The purpose of the report should be contained in the statement of purpose. This
provides the focus and explains the thrust of the writer’s work.
3. Aim at an audience
The audience or the reader will partly determine the purpose of the report.

7
 Lay people would mean the general public. Their need to read is driven by their desire
to make sense or to learn more about the world they live in.
Executive do not differ much from lay people when it comes to reading
practices/preferences.
Experts primarily refer to individuals with post—GRADUATE degrees and have become
authorities in their respective fields.
Technicians breathe life into the works of scientists and engineers. They help make
their labors come into fruition. These are people who are skilled with their hands and whose
imaginations are brought to reality.
4. Prepare a Target Statement
This reiterates the writer’s subject, purpose and target audience.
5. Plan a program
An impressive work is only as good as the time and effort spent in its preparation.

COLLECTING INFORMATION
Information collected by the writer provides the meat of the report. It will substantiate the
claims made using materials analyzed and synthesized. Gathering information involves great
care and discernment.
1. Recording Data
involves the use statistics. The result of statistical data is interpreted and given meaning
to determine how it supports or negates a claim.
2. Library research
is a very useful tool once you get the hang of it. The library is the oasis for information-
hungry writers.
3. Note-taking
this part has been previously discussed in part 1. Anyway, note-taking, for the most part
is really for your convenience so it is better you avail of it.
4. Direct inquiry relies more on a first-hand data gathering method. It may be in the form of
interview.

DESIGNING
This entails the overall arrangement or organization of all the elements of report writing.
1. Brainstorming involves wracking your brain for ideas you can use as subject for your written
work. There are no hard and fast rules in brainstorming.

8
2. Basic Pattern provides the skeletal framework and the flesh of your report. It is organized in
such a way as to hold everything in place to give it form and substance.
3. Outlines are very important in technical writing and in other writing activities.
4. Report Formats refer to the presentation of a written work. Different institutions require
different formats depending on what they need to know.

ROUGH DRAFTING
a well-written work is not a product of a spur-of-the-moment effort. It is something that
takes time to write and it may require several tries.
REVISING
This allows the writer to review what is written in the rough draft. Revising gives the
writers the opportunity to see his work in its totality and to incorporate corrections.

LESSON 4
TECHNICAL LITERATURE
Technical Literature consists of the following:
1. Instructional manuals
2. articles found in technical books or journals
3. abstracts
4. treatises
5. proposals
6. specification
7. brochures
8. pamphlets
9. monographs
10. memoranda
11. business letters
12. types of technical reports

9
4 GENERAL TYPES OF TECHNICAL REPORT
1. The Progress Report - gives information on the history of a particular project
over a limited period of time.
2. The Preliminary Report - indicates the validity of a particular project. It takes into
account the basic requirements when putting up a project.
3. The Periodic Report - is written for the sole purpose of providing updates for the
client who accomplished it. The report includes details pertinent to
the project’s status. It primarily uses statistical data that reflect the
dealings made for the subject.
4. The Annual Report - Most private Filipino companies comply with the
preparations annual reports as required by pertinent government
regulatory and monitoring agencies.
FINAL REPORT
is submitted after the completion of a project. It shows how the proposal was carried out. It
is detailed and contains relevant illustrations. It serves as a
permanent record of a project.

Below is the outline showing the elements contained in the final report (Vicente,
et.al.,1997)

I. History of the project

II. Design
a. Factors involved
b. Methods used
III. Results
a. Description of the finished project
b. Illustrations
IV. Costs (actual and estimated)
a. Labor
b. Material

EXAMINATION REPORT
are quite powerful written works because they can influence decision-making strategies
and outcomes. The premise for any examination report is that it is
well-researched and well-written.
are written primarily by those considered as experts on the subject. The client expresses
the purpose of the report, then chooses the expert or writer who
will make the report.
There are three general classifications of examination reports.

1. Reader -- may deal with readers whose line of work involves technical/scientific knowhow.
2. Contents -- may involve groups dealing with persons, processes, structure or materials.
3. Purpose -- the report reflects the type of information target readers would want to know.

Before any actual writing can be done, the research materials would have to be
prepared and validated for accuracy. Preparation entails
plenty of brainwork and legwork.

10
Name: __________________________________________________ Date: ______________
Year Level/ Course: ________________________________________

EXERCISE 3: Give 1 example of each Basic Techniques of Technical Writing.

11
Name: __________________________________________________ Date: ______________
Year Level/ Course: ________________________________________
EXERCISE 4. Explain the following questions. (WRITE YOUR ANSWERS ON THE SPACE
PROVIDED.)

1. Make an example of annual report based/RELATED to your course, (cursive style)

12
2. Cut an articles found in technical books/newspaper or journal and paste it here.

3. What is Pamphlets? Make your own pamphlets regarding to your course.

13
4. Make an example of Memoranda.

14
 SOUTHERN INSTITUTE OF TECHNICAL EDUCATION AND DRIVING SCHOOL INC.
Corner de Pedro & Street, City of Koronadal
Email add: sitekoronadal1978@gmail.com
Tel No. (083) 228-2910

PRELIMINARY EXAMINATION
(Technical Writing)
T.E. 103
Gen. Direction: Write your answer legibly and clearly.
NO erasures allowed.

Name: ___________________________________________________ Score: ______________

Course: ___________________________________________________ Date: ______________

TEST I: EXPLANATION: Answer the following questions.

1. What is the primary aim of technical writing?

____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________

2. Name the purposes of technical writing.

____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
3. What professional fields are covered by technical writing?
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
4. State the characteristics of technical writing.
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
5. Discuss the five basic principles of technical writing.
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________

15
TEST II: ENUMERATION: Give what is asked:
1. What are the tips when you are making your writing?

16
 SOUTHERN INSTITUTE OF TECHNICAL EDUCATION AND DRIVING SCHOOL INC.
Corner de Pedro & Street, City of Koronadal
Email add: sitekoronadal1978@gmail.com
Tel No. (083) 228-2910

PRELIMINARY EXAMINATION
(grammar and composition)
T.E. 101
Gen. Direction: Write your answer legibly and clearly.
NO erasures allowed.

Name: ___________________________________________________ Score: ______________

Course: ___________________________________________________ Date: ______________

17
 TECHNICAL WRITING (SEMI-FINAL)
ENGLISH 103

CHAPTER 3 PROPOSALS AND PROJECT STUDIES

LESSON 1: PROPOSALS

Proposals may be simple that they can be presented in a letter format , or they may
take on an outline format. The more complex proposals require a full-length discussion.
According to Alcantara & Espina (1995),’’a proposal is a written offer to solve a technical
problem in a particular way under a specified plan of management for a certain sum of money.”
A technical proposal discusses in detail solutions offered to a technical problem,
supported by alternative plans and designs.
A management proposal, on the other hand, gives a project idea with discussions on
how such project is to be carried out, the persons who will be involved and the time schedule for
its different phases.

LESSON 2 FEASIBILITY STUDY

A feasibility study determines the commercial viability of any given project. Before
engaging in any actual work on a complex project, business firms hire professionals and experts
of different specialization to conduct feasibility studies.

COMPONENTS OF A FEASIBILITY STUDY

The standard components are:
1. The Plan
2. The Cost
3. The Source of Funding
4. The Manpower/Personnel Requirements
5. The Market
6. Profitability

1. The Plan
The project and its objectives should be described in detail and, if necessary, a sketch or
plan should accompany the description. The plan answers the questions what, why and how

18
about the project. It should also include the duration or approximate time to complete the
project.

2. The Cost
Cost of equipment and facilities needed for the project should be determined. Based on
technical specifications drawn up, the proponents must undertake reliable canvassing using at
least two or three suppliers. Particulars as to models and capacities of equipment, their
availability and where these could be purchased should be determined early on.

3. The Source of Funding

Project approval is 50 percent assured if there is a prior provision for it in the company’s
budget. If there is no allocation, or if the allocation is insufficient, a bank loan may be
considered. in this case, the loan amount and its interest must be factored into the financial
documents of the study. Realistic income targets from the venture must be projected.

4. MANPOWER OR PERSONNEL
The size and particulars of manpower needed for the project should be noted. The
personnel’s job descriptions, job titles and credential standards should be determined. These
should be properly set out in an appropriate organizational chart. Salary rates and allowances, If
any, should also be drawn up.

5. The Market
The stability of the market of the market determines the viability of projects. A survey
should be conducted to find out to whom the commercial venture will cater and if there would be
enough customers or clients.

6. Profitability/ Benefit
Needless to say, a commercial venture should, first and foremost, be profitable. A 10- to
20- percent return of investment (ROD) is usually regarded as profitable enough. This does not
apply, however to humanitarian projects. For socially-oriented undertakings, there is a need to
discuss how a project will benefit a specific group of people or a community.

THE FEASIBILITY STUDY PROCESS

1. Determine purpose and scope of the study. 4. Undertake data analysis.

19
 2. Establish sources of data 5. Formulate conclusions and recommendations
3. Gather and verify information

THE FEASIBILITY REPORT

The feasibility report reflects the findings and conclusion of a feasibility study. It defines
the study in terms of its objectives and identifies the factors that determine whether a project is
feasible or not. Pertinent data are presented, interpreted and summarized by the feasibility
report.
The feasibility report has a choice of options: GO or NO GO.

ELEMENTS OF A FEASIBILITY REPORT

A typical feasibility report contains the following elements:
1. Title Page
2. Abstract
3. Introduction
4. Data Presentation and Discussion
5. Analysis
6. Factual Summary
7. Conclusion
8. Recommendations
9. List of Charts/ Illustrations
10. References
11. Appendix
MODERN-Day feasibility report writers present feasibility reports in this order:
1. Introduction
2. Factual Summary
3. Conclusions
4. Recommendations
5. Discussion (Details and Analysis)

EXAMPLE OF FEASIBILTY STUDY

for AUTOMOTIVE STUDENTS (Open the Link)
https://www.slideshare.net/rubel2012/feasibility-study-of-an

20
CHAPTER 4 BUSINESS LETTERS

The language of the business letter is highly specialized. Business letters are terms
specifically designed to cater to a definite reader because communication is important. Well-
written, it can be an instrument that ‘’can ion out business deals or negotiations at once’’.

LESSON 1 PURPOSES OF BUSINESS LETTERS

Business letters vary according to the purposes of the writer.
They are written:
1. to convey a message
2. to give essential information
3. to elicit a response; and
4. to give a impression of the organization’s goal, name and reputation
Business letters are essentially written in a diplomatic and often persuasive tone.

LESSON 2 CHARACTERISTICS OF A BUSINESS LETTER

A business letter must be well-planned, attractive, impressive, neat and direct to the
point.
Successful business letter must possess the following characteristics (Macabuhay,
1989):
1. The business letter must elicit response from readers.
2. It must give the impression of goodwill.
3. It must exude courtesy and sincerity.
4. It must reflect careful organization and attention to every detail.

A good business letter is one that is able to achieve its purpose. It is one that has the following
basic elements.
1. CLARITY
The business letter must be clear, straightforward or direct to the point.
Examples:
 I am willing to order…
 I am cancelling…

21
2. CONCISENESS
Ideas must be completely expressed by using the last least number of words.
Examples:
Wordy Concise form
 accordingly so
 based on the fact because
 at present writing now
 from the point of view for
 in view of the foregoing therefore
 with the result that so that
 to summarize the above in summary
 the only difference being that except

3. CONSIDERATION
Use the ‘’you’’ point of view.
Examples:
 You may wish to consider the following offer…
 I would like to refer you to the following…

4. COURTESY
Always use polite expression to show respect.
Examples:
 Dear Sir: or Dear Madam:
 Please include in your list the…
 Thank you so much for your benevolence…
 I would appreciate it so much if you could accommodate our employees on their planned
field trip…
 Sincerely yours,

5. CONCRETENESS
Choose words that give vivid, specific descriptions that they may appeal to the senses.
Example:
 …the 50th third year Biology students will visit your company on April 20, 2020…

22
6. CHEERFULNESS
Positive expressions always signal lively disposition in life.
Examples:
 I am indeed happy to inform you that…
 It is my pleasure to consider your request…

7. CORRECTNESS
Facts must be accurate, figures, spelling, grammar, format, etc.
Example:
 I wonder if you can send us two boxes with 20 pieces each of surgical masks…

8. CHARACTER
It must show the writer’s own style of uniqueness in writing as reflected in his/her:
Example:
 Overall Style
 Choice of Words
 Format

LESSON 3 TECHNIQUES IN WRITING BUSINESS LETTERS

Techniques in writing business letters (Abulencia, 2001)

1. Jot down ideas or phrases you want to include in your business letter.
2. If you have a lot of materials, for example, a whole report, or if tight logic is crucial, as in a
problem solving or negative message, write a formal outline before drafting your business
letter.
3. Brainstorm. List as many ideas as you can. You can later go back to these book of notes and
decide which ideas the reader can be benefit from and which attention-getter is the best.

Your business letters represent you and your company. They should present their
messages clearly and must be well-written to obtain the desired result (The World Book of Word
Power 2, 1997).
1. Avoid using slang language or sounding too casual in a business letter.
2. Avoid language that is overly stiff and formal. Your language must not be casual but neither
should it be stiff.

23
3. Avoid clichés
4. Organize your letter in a clear, logical manner.
5. Be courteous. Even if you are angry, choose your words carefully. You can express
displeasure and register a complaint without creating an enemy. If you wish positive action to
result from your letter, avoid annoying the intended recipient.

LESSON 4 PARTS OF A BUSINESS LETTER

24
HEADING
Consist of your address ( includes city and zip code) and the date. It is arranged in block
form (each aligning with the one above) and placed at the upper right hand corner of the letter.
The date is placed two or three spaces below.

INSIDE ADDRESS
1. The inside address includes the recipient’s name and title, the name of the office or
department, if any, the name of the company or the institution.
2. Always include the proper title before a recipient’s name, such as Mr. and Ms.
If you use a title after a person’s name, such as M.D. or D.D.S., Do not use a title before
the name.

SALUTATION
The salutation serves as the greeting of the letter.
1. Place the salutation two lines below the inside address.
2. End the salutation with a colon.
3. Address the recipient with his/her appropriate title and hi/her last name.
Example:
Dear Mr. Marcos:

BODY OF THE LETTER

The body of the is the meat of the letter. It contains the message.
1. Write the body two lines below the salutation.
2. When using the block style, do not indent paragraphs but always keep two spaces between
paragraphs.

COMPLIMENTARY CLOSE
The complimentary close are the words that end the letter.
1. The following complimentary closes are appropriate for business letters: Sincerely, Sincerely
yours, Respectfully yours, Yours truly, Very truly yours.
2. Place the complimentary close two lines below the body of the letter.
3. Type your name four lines below the complimentary close.
4. Sign your name in black or blue ink between the complimentary close and your typed name.

25
SIGNATURE
This is placed four lines below the complimentary close. Type your name (in capital
Letters) and your organizational title or profession below your name, then use the official ink
(blue or black) for signature.

LESSON 5 FORMAT OF A BUSINESS LETTER

There are varied ways of packaging a business letter. The format depends on the
intention of the letter sender and to whom it is addressed. In addition, the presentation of format
reflects the personality of the writer.
The forms below are the commonly used formats of a business letter.
Note:
The differences of each forms and determine which among the forms suit your purpose best.

FULL BLOCK FORM SEMI-BLOCK FORM BLOCK

This style is efficient for the writer This type is diff. from the block all lines of the
is not bothered to indent. All lines form only on one aspect- the heading and
are flushed to the lefthand margin indention of the paragraphs inside address
of the page. opening. Lines which begin new
paragraphs should be uniformly
intended either for five or ten spaces.

26
LESSON 6 TYPES OF BUSINESS LETTER

Every letter is a sales letter, that is, even the most humble and routine documents can
send out powerful messages about the competence and attitude of the organization they
emerge from.
The practice of letter writing considerably diminished starting in the late 20th century,
probably resulting from the influence of mass communication technology such as telephones
including cellular phones and electronic mail (e-mail)
Nevertheless, some types of correspondence remain in use such as:
1. formal invitation and replies
2. letters seeking information/ assistance
3. letters giving information
4. reply letter on inquiry or instruction letter
5. letters f application
6. sales letter
7. order letters

FORMAL INVITATIONS AND REPLIES

Formal Invitations
People in organizations write letter for efficient and effective management. Notices of
seminars, conferences, commencement exercises and other speaking engagements are usually
sent to concerned individuals and to prospective participants.
 the occasion
 the purpose of the occasion
 the audience and participants
 the theme of the occasion
 the time, data and venue of the activity.
Reply letter
It is only right and ethical to respond every time someone sends you a letter. Whether
the answer is favorable or unfavorable, the recipient should respond. In case the response is
positive, the addressee will not find any difficulty in answering a letter.
If it is a negative response, it needs thorough explanation with justifiable reasons.
Two types of reply letters:
1. ACCEPTANCE LETTER
2. REJECTION LETTER

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LETTER SEEKING INFORMATION AND ASSISTANCE
A letter seeking information and assistance must possess the following characteristics:
a. It must state why they need for the information.
b. The overall tone of the letter must be courteous or tactful.
c. It must be specific and concise and must omit unnecessary details.
d. It must show appreciation.
The purpose of a letter seeking information is to obtain detailed information in as much you are
asking the recipient to spend some time researching and gathering information.
A letter seeking information should be written in the following manner:
1. First, identify yourself.
2. Explain why you are asking for the information and your plan to use it.
3. Ask questions be specific and thorough so that the recipient understands exactly what you
need to know.
4. List and number your questions, if there are several
5. If you need the information by a certain date, mention the date in the letter.
6. Allow the recipient a reasonable amount of time to reply.

LETTER GIVING INFORMATION

Here are some important suggestions in writing a letter that gives information.
1. Give the reply as soon as possible
2. Give the complete information
3. Be polite
4. Assure assistance.
The sender of the letter is eager to know the answers to his query. As much as
possible , the receiver should empathize with the sender’s need for information. A reply should
be sent in the soonest possible.

Types of letter that give information

Most often the sender of the letter expects a positive response. However, there are instances
when this cannot happen for some circumstances.
1. a letter granting a favor
2. a letter refusing a request
3. a letter in response to an inquiry that is not clear
4. a letter in response to an inquiry that requires very long answers.

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LETTER GRANTING A FAVOR
Express your gratitude to the writer for importance given to you. Emphasize your
willingness to grant the favor and give him the needed information. If you have booklets and
brochures, enclose them in your response.

A LETTER REFUSING A REQUEST

The letter of refusal says ‘’no’’ in a polite and positive manner. It should contain the
following :
1. a positive opening to often the refusal
2. reasons for the refusal: and
3. possible, an offer to help at other time or in some other way if you wish to do so.

A LETTER TO A VAGUE (OR UNCLEAR) INQUERY

It is worthwhile to acknowledge the receipt of a letter of inquiry though it is unclear. The
receiver, just the same, must answer the letter promptly and ask inquirer to clarify the object of
his inquiry to enable the respondent to respond to the request properly.

LETTER OF INQUIRY THAT REQUIRES LONG ANSWERS

A letter of inquiry is a letter asking for information. It must observe the following
1. Ask the information right after the solution.
2. State the reason why you need the information
3. Ask specific and thorough questions so that the recipient understands exactly what you need
to know.
4. List and number your questions, there are several
5. If you need the information by a certain date, mention the date in the letter . Allow the
recipient a reasonable amount of time to answer.
6. Express your appreciation
7. End the letter by stating your immediate need for a reply.

REPLY LETTER TO AN INQUIRY OR INSTRUCTION LETTER

This is a letter to reply to an inquiry or an instruction letter. There are two of reply letters:
1. letter granting information
2. letter refusal to grant the information sought.
These types of letters must be written as politely and diplomatically as possible.

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SALES LETTER
Earlier, we said that every letter is a sales letter. It is written to sell goods, services,
proposals or ideas.
There are several approaches to writing sales letters:
1. attract attention
2. arouse interest
3. create desire
4. compel or stimulate action
Sales letters have several objectives, namely
1. to present the variety of merchandise
2. sending sales letters is a far more inexpensive method than maintaining a sales force.
3. sales letters receive prompt attention. Remember the acronym used in the structure of a
sales letter:
A - TTENTION
I - NTEREST
D - ESIRE
A - CTION

ORDER LETTER
An order letter is a letter made in purchasing goods, services or ideas. In writing this
type of letter, observe the following:
1. Description of the merchandise or goods like:
a. quality d. color
b. quantity e. shape and color
c. brand f. dimensions
2. Place and date of the shipment of delivery
3. Method of payment
4. Method of shipment – Cash on Delivery (C.O.D.), check, credit card or money order
5. Credit references

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EXERCISE 1:
1. What is proposal and its purpose?

2. What do you mean by feasibility study? Cite an example.

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EXERCISE 2:

A letter of Complaint
Using your own individual address, write a letter of complaint about the improper
disposal of garbage on the street pavement of Brgy. Paraiso, City of Koronadal, South
Cotabato. Use the other given data below for your letter.

1. Recipient
Hon. Margarita P. Subaldo
Barangay Captain
Barangay Paraiso, City of Koronadal
9510

2. Facts of the Complaint

Household garbage in plastic bags are scattered on the pavement on the main street of
Barangay Paraiso. Some of these bags are dragged by the street dogs causing trash to be
exposed resulting to an awful smell.

3. Adress the letter to the recipient and write it using the present date of writing.

EXERCISE 3:

WRITING LETTERS OF INVITATION AND PROPOSAL

Write the following letter on separate sheets of paper.

1. Imagine yourself as President of the Supreme Student Government in your school.

Write a letter to the mayor in your city inviting his constituents to actively participate in the
segregation of biodegradable and non-biodegradable solid waste campaign as one of the
projects of your club.

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 FINAL MODULE
IN
TECHNICAL WRITING
(English 103)

APPLICATION LETTER

An application letter is a typical example of a sales letter since you are selling your
services or qualifications to the employer. It is a letter written seeking for a job.

Usually, the first paragraph of the application letter contains the source of the information
for the job. It also includes the desire of the applicant to fill in a specific or any desired position
in a private company or an agency, either in a government or nongovernment office.

The second paragraph usually tells about the educational qualifications, work
experiences, seminars attended and other related qualifications.

The third paragraph names people used as references in case the employer is
interested in your services, and would like to conduct an investigation of your background.

The last paragraph is where the applicants express their desire and willingness to be
invited and scheduled for an interview. They also pray that the application be given due
attention and favorable response.

There are two types of application, namely:

1. solicited application
2. unsolicited application letter written at the suggestion of someone or on the belief of
the applicant that there is a vacancy.

An application letter is usually accompanied by a biodata or resume. Ready-to-use

biodata/resume can even be bought in local bookstores although a personally-prepared biodata
gains credit points.

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November 30, 2020

MR. ROBERTO M. DELA CRUZ

Manager
YBL Company
Gensan Drive, Barangay Sto.Nino,
South Cotabato

Dear Mr. Dela Cruz:

I am responding to your job opening seeking an entry-level automotive technician at YBL

Company. As a highly trained and competent automotive technician, I would bring a strong work
ethic and a service-first attitude to the job. Since the beginning of my career as an automotive
technician, I've admired the success and growth that YBL Company has achieved, and I
appreciate the way the organization handles its business operations and customers. I seek to
align my experience with and build my career at YBL Company. I invite you to consider my
application for this position.

During my career in the automotive repair industry, I have gained valuable experience in
customer service and auto maintenance that would contribute to the overall success of YBL
Company. As an automotive technician, I worked for Company ABC where I learned to
accurately repair many systems including brakes, electrical, HVAC, and engines. In addition to
my technical skills, I also excel at problem solving, analytics, and mathematics. I can work
without supervision, and if I need direction, I'm always the first to ask.

Over the past three years at Company YBL, I've also learned to take on more responsibility and
increase my knowledge and skill set. Due to my self-starting nature, I can complete many tasks
without direct supervision, such as running diagnostics, maintaining parts inventories, and filing
necessary paperwork.

I would appreciate the opportunity to speak with you more about this automotive technician
position soon, and I invite you to contact me to schedule a meeting with you. Thank you for your
consideration, and I look forward to hearing from you.

Sincerely,

IAN PAUL VILLACENCIO APELYIDO

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RESUME

is a brief summary of your work experiences and achievements, educational background

and personal qualifications. Your resume is your introduction to a potential employer. If your
resume makes a good impression, a potential employer will be more likely to response by
setting you up for an interview.

HOW TO PREPARE A RESUME

1. Keep your resume as short as possible.

2. Include a heading on the second page giving your name and the page number if you
use two pages.
3. Types your resume perfectly.

THE CONTENTS OF RESUME

1. Include the following information: your name, address and telephone number; the position or
type of position which you are interested; your work experiences; and your educational
background.
2. Information such as fluency in foreign languages and outside activities can be included,
depending on the applicability to the position you are applying for.
3. Do not date your resume, but be sure your work experiences and educational data are up-to-
date and your address and telephone number are current.
4. Do not give your age. Your civil status or state that you have children. You may mention your
family during the interview, if appropriate.
5. Some employees consider references important. A potential employer will assume that you
have references.
6. Do not include salary requirements and other benefits in your resume. They may be
discussed in a different venue, perhaps at the interview.

THE HEADING
.
1. The heading includes your full name, your address, your city, zip code and both your work
and telephone numbers with an area code.
2. Position the heading at the top of the first page, either centered

THE OBJECTIVE

1. After the heading, list your objective or type of position you are seeking.
2. The objective can be specific or general depending on your experiences and training record.

EXPERIENCES:
1. A summary of your work experiences should be included. Use the section heading
experience.
2. List your most recent job first.
3. Includes the dates of employment, the name and addresses of your employers, your job titles
and job descriptions. If you are currently employed, use PRESENT for the end date of
your first entry.
4. State the major responsibilities and accomplishment of your present/ previous position. These
may include projects completed, production records broken.
5. Full sentences are not necessary. Cut the subject of the sentence and begin with the verb.

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RESEARCH

As research is inevitable in our daily lives, its importance cannot be ignored. Research is
a continuous, never-ending process, discovering practical solutions to problems, hence, the
reason why technology and modern science continue to advance. The technological and
scientific advancements of our time are by-products of research.

LESSON 1

THE NATURE OF RESEARCH

Research means searching for a theory, for testing theory, or for solving a problem. It
means that something exists that needs investigation and inquiry which later has to be solved.
Research is defined in various ways-for one, ‘’to search again, to take another more
careful look, to find out more’’ (Selltiz, et al., 1976).
This means that research is a practical way of discovering answer and solutions to
existing problems. As one goes into the research process, questions arise.
Research may also be defined as simply ‘’a systematic quest for undiscovered truth’’
(Leedy, 1974). Hence, It is the search for an answer to an unanswered question.

‘’ Research is a systematic attempt to provide answer to questions’’ (Tuckman, 1972). It is a

systematic attempt to obtain adequate solutions to problems.

PURPOSE OF RESEARCH

Every scientific and technological advancement of the new millennium is a by-product of

research. With such improvements in science and technology, the quality of life progresses.
Research provides solutions to problems we encounter. Since problems are endless, research
is a continuing process.

CHARACTERISTICS OF RESEARCH

1. Research is logical and objective.

The researchers must strive to eliminate and suppress their feelings and preferences in
their analysis. They should elevate logic and clear thinking.

2. Research is expert, systematic and accurate investigation.

The researchers must be able to identify the problem and then, carefully plan their
procedures. The data gathered must be accurately recorded and analyzed. Valid data gathering
instruments should be utilized by the researchers.

3. Research gathered new knowledge and data from primary and secondary sources.
It places emphasis upon the discovery of general principles. It goes beyond subject and
situations that are being investigated. With the use of valid sampling procedures, research infers
qualities of the entire population used in the study.

4. Research endeavors to organize data in quantitative (measurable) terms if possible

and to express these data in numerical measures.
A sound conclusion must be arrived at by the presentation of significant findings.

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5. Researchers require courage.
The researchers must not be afraid to present their conclusions, even if they may be
unpopular and unacceptable to society.

6. Research is carefully recorded and reported.

All data, procedures, limiting factors, references and results must be carefully
documented and objectively recorded. Conclusions and recommendations are carefully arrived
at taking into consideration the limitations of the study.

Source: Alcantara, Rebecca D. and Felicidad P Espina.

Technical Writing for Filipino Students. Katha Publishing Co., Inc.
1995.

LESSON 2

TYPES OF RESEARCH
Attempts have been made to categorize research according to different bases (i.e.,
inquiry, purpose, method). Specific types are (Catane, 2000):

BASED ON INQUIRY

RATIONALISTIC

Rationalistic inquires are the established traditional systems in systematic inquiry. The
Rationalistic inquires begins with an existing theory. Formal instruments are used in
categorizing the basis for collecting data and transforming such data into quantitative measures.

Findings are generalized.

The problem is converted into dependent and independent variables after which the
researcher develops strategies and instruments to control relationship between and among
naturally occurring variables. Once the steps of the research design are completed, the
researcher returns to the theory formulated to interpret the results.

NATURALISTIC

Naturalistic inquires state that we must understand the framework within which the
subjects under the study interpret their environment to be able to understand human behavior.
The individuals thoughts, values, perceptions and actions are studied.

BASED ON PURPOSE
The type of research on the basis of purpose refers to the extent to which the findings
are used.

BASIC RESEARCH
Also known as ‘’fundamental’’ or ‘’pure’’ research, is directed towards developing new or
fuller scientific knowledge or understanding of the subject rather than its practical application.

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 Theories and hypotheses containing abstract and specialized concepts are developed
and tested. The researcher’s intellect is triggered and social implications of existing social
problems are uncovered.

APPLIED RESEARCH
Also known as action research is directed towards the practical application of
knowledge. The theory may be supported, modified or revised. A new theory may even be
provided.
Applied research, covering mostly social science areas, entails, large-scale studies with
subsequent problems on the data collection.

DEVELOPMENTAL RESEARCH
Refers to the systematic work drawing on existing knowledge gained from research
and/or practical experience that is directed to producing new materials, products and devices; to
installing new processes, systems and services; and to improving substantially those already
produced or installed. This type of research is often used in engineering and technology areas.

BASED ON METHOD

HISTORICAL RESEARCH
According to Kerlinger (1972), historical research is the critical investigation of events,
developments and experiences of the past, the careful weighing of evidence of the validity of
sources of information on the past and the interpretations of the weighed evidence.
The difference between this type of research and others is that the focus of the subject is
the past. Data are gathered through the collection of original documents or interviewing eye
witnesses.

DESCRIPTIVE RESEARCH
Describes the population’s characteristics. Exploratory or normative surveys fall under
this type of research. Selltiz, et. al. (1979) define it as a study where the major emphasis is on
the discovery of ideas and insights.

QUALITATIVE METHODS (Case studies, content analysis ethnographic studies) and

QUANTITATIVE RESEARCH (survey research, cross-sectional survey, cohort study,

correlational research, longitudinal survey) are used.

CORRELATIONAL RESEARCH
Involves the collection of two or more sets of data from a group of subjects with the
attempt to determine the subsequent relationship between those sets of data (Tuckman,1972)

EVALUATION RESEARCH
Judges the value, worth or merit of an existing program. Formative and summative
evaluations are applied in training programs, textbooks, manuals or curriculums.

EXPERIMENTAL RESEARCH
Is a study conducted in the laboratory. Field experiments and quasi-experimental
research fall under this type. This type of research involves two groups; the experimental group
and the control group.

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