Technical writing

‘’A type of writing where the author is

writing about a particular subject that
requires direction, instruction or
explanation.’’

Effective technical writing is very significant aspect in modern day world, as it

helps the researcher to disseminate knowledge. Also, it may help in taking
decision. This is because they deal with such documents for multi-faceted aspects
related to their organization.
If the writer is preparing a written presentation in the form of a report / paper or
brochure then in that case, there should be 3 questions to focus on, as given below.
A clear cut, answer to these questions will determine how the technical report
will be written.

• Why am I going to write? (purpose)

• For whom am I going to write? (audience)
• What am I going to write? (content)

The purposes of technical writing is to inform, persuade, help in taking decision

and disseminate information for advancement of knowledge in a research field.
If the advancement of knowledge is the prime purpose, a research paper should
be written. Researchers may write Ph.D Thesis”, after intense literature review
and the investigation, analysis and or experiments done by them. Moreover, the
purpose of technical writing is to communicate complex concepts in a way that
allows others to understand them easily. Technical writing is especially useful
when communicating information that is difficult to understand without
additional context. For example, suppose that you have been assigned to create
training manual for a new product. You could simply describe what the product
does, but doing so might not allow people to fully grasp all of the details.
Effective technical writing is writing that meets the needs of its intended
audience. In other words, it provides information that helps readers to understand
a topic. Here are some examples of good technical writing:
Technical documentation – written documents used to explain how something
works. Examples include user manuals, help files, installation guides, etc.
Business reports – written documents used to summarize financial data.
Instructions – written instructions used to guide users through tasks (e.g.,
software installation).
There are two main differences between good technical writing and bad technical
writing. First, good technical writers focus on their audience. Second, good
technical writers write with clarity and conciseness. Bad technical writers often
fail to meet these criteria. Good technical writing is important because it helps
people solve problems. Similarly, a brochure may be written to publicize a
product. Feasibility studies may be written to ascertain if a technical plan is
implementable.
The second most important aspect in technical writing is the audience for whom
you are preparing a technical report. The audience may be a specific person, or
group of people or an organization. It is commonly believed that the audience is
intelligent, but don’t know much about the topic. Hence, the technical writing
must take into cognizance, their concerns, background and attitude.
The answer to the third question, “what am I going to write?” will decide the
content. The content should always be written keeping in view the purpose and
audience.

Characteristics of an effective technical writing

Effective technical writing must have the following distinct characteristics.

1. Clear and capable of being understood easily

The writer should say exactly what he means, and should say this so clearly that
they may not be misunderstood. A technical report must be clearly
understandable by the expected readers or audience. The use of adequate
vocabulary, along with prevalent technical terms of the field should be used. An
appropriate syntax and style of writing may help in increasing the clarity.

2. Well organized and structured

The technical report must be well organized and structured. If the author is not
able to organize his material properly and in logical sequence, it may lead to total
confusion and lack of clarity.

3. Use of prevalent technical terms in the field

Technical terms which are being used in the field should be preferred to be used
in technical writing. If the technical report is intended for readers not acquainted
with the specialized words, then the technical terms should be explained in a foot
note. The writer should never assume that the audience knows everything.
4. Use of an appropriate language
The language of the technical report should be direct and straight to the point.
The difficult word, cliches or jargon must be avoided. Grammar, punctuation and
syntax should be proper and adequately taken care.
The perfect example of a technical report is a text book. All the relevant
information up to a particular level is provided in text books. A text book intended
for graduate level may be entirely different from the one, designed for research
purposes. A research purpose book may contain the total review of scientific work
done in that field. Such advanced-knowledge text books may help in exploring
the new frontiers of technology. However, if the technical writing is for a
brochure to promote a product, it should be brief and precise. At the same time,
it must not miss necessary information. In such cases precision and brevity are
important.

5. Action oriented
The basic purpose of effective technical writing is to convey the net findings of
the investigation or research or analysis carried out in the present case. Also, it
focuses upon actions not only on assumptions.

6. True and based on actual facts

Technical writing must always be based on truth and truth alone. Whatever be the
situation, a technical report should never resort to the falsehood.

7. It must serve the purpose for which it is written

Effective technical report must serve the interest or purpose of the audience, for
whom it is written.
Technical writing is a type of writing where the writer uses specific language to
explain a particular topic. This kind of writing is used for technical documents
such as manuals, instructions, and tutorials. A Technical writer uses specialized
terminology and complex sentence structures to communicate ideas effectively.
In documentation writer makes sure that every document has been prepared
correctly before submitting it. They write documentation for various reasons.
It is important to understand the form of writing required for each document. For
instance, if you need to write a manual, it will require you to use simple sentences,
short paragraphs, and bullet points. You also have to make sure that you include
all the details about your product. The best way to do this is by using diagrams
and images, because they can show you exactly what you want to say.
Understanding the intended audience will help you determine the most suitable
style for your document. When writing, remember that there is no right or wrong
way to do things; however, certain conventions are followed when
communicating with others. These conventions are called Standard English.
Standard English is the set of rules and conventions that people follow when
speaking and writing.
A good writer should know how to write clearly and concisely. There is a
difference between clear writing and concise writing.

• The writing style can be classified into two types – formal and informal.
Formal writing is characterized by using correct grammar and good
vocabulary. Informal writing is characterized by poor grammar, incorrect
usage of words, and bad spelling.
• There are four main styles of writing – expository, persuasive, narrative,
and descriptive. Expository writing is used when you want to give details
about something. In case of a Technical content, it is used to inform people
about the products features. Persuasive writing is used to persuade
someone to do something. Narrative writing is used to tell a story.
Descriptive writing is used to describe things.
• There are three parts of technical writing – introduction, body and
conclusion. Introduction is the first part of any technical document. Here,
the author tells the reader about the subject matter and its
importance. Technical documentation writers need to have a thorough
knowledge of their subject area because they will be required to provide
clear explanations of concepts and procedures. Technical writers also need
to understand how to make information easy to read and understand.
• Technical writing includes both academic and non-academic writing.
Academic writing is used in colleges and universities. Non-academic
writing is used in other places like government agencies, business firms
etc.
• Technical writing is usually divided into two categories: informative and
instructional. It is important to make sure that the table of contents.

For instance, they might need to provide a user manual for their software
application. Or, they might have to create a detailed instruction manual for a
hardware device. Regardless of why you’re creating documentation, there are
certain things you can do to make your job easier.
Technical writing examples include:

• Instructional materials
• Tutorials
• User manuals
• Instructions
• Guidelines
 • Reports
• Presentations
• Brochures
• Articles

Training design and development is a process of planning the learning experience

for learners. The purpose of designing training is to increase learner engagement
and retention. Designing training is also about making it easy for learners to
understand what they need to learn.
Technical writing is a skill that requires specialized knowledge and skills. It
involves using a particular set of techniques to write effectively, which can be
used by anyone who wants to communicate with others about technical topics.
The following characteristics define effective technical writing, writing skills
must involve:

• It must be clear
• It must be concise
• It must be accurate
• It must be written in an appropriate style
• It must be structured well

The first step in writing a technical document is to understand what it’s supposed
to do. This might seem like common sense, but many people don’t think about
this until they begin the writing process. They start out with a general idea or
concept and then try to figure out how to turn it into something specific. This can
lead to lots of rewrites as you go along.
Once you know what your document will accomplish, you need to decide on a
format. Communication skills are improvised as well. A technical writer might
write a document describing the features of a car model, but also provide
instructions on how to buy the car online.
Technical writing skills would include :

• Understanding the audience

• Writing for clarity
• Using good grammar and punctuation
• Being consistent
• Having a logical flow
• Making sure all information is correct
• Including enough detail so readers won’t have to look up anything
• Being organized
• Following the standards of whatever organization you work for
• Knowing when to use tables and figures
 • Knowing when not to use them

Technical writing process has evolved over time. In the past, technical writers
were often hired for their ability to translate ideas from one language to another.
Today, however, most technical writers are employed to write documents that
explain products and services. As such, they focus more on communicating
product features and benefits than translating concepts.
To make matters even more complicated, today’s technology makes it possible
for companies to produce multiple versions of their products. For example, a
company may sell different models of its cars.
What are the 4 general characteristics of technical writing ?
The following is a list of four general characteristics that I have found to be
effective in technical writing. They are not all-inclusive, but they cover most of
what you need to know about technical writing.

• Be Clear and Concise: The first characteristic of effective technical

writing is being clear and concise. This means that you should use simple
language and avoid using too many words. You should also make sure that
the information you provide is accurate. If you don’t do this, then people
will think that you don’t care about accuracy or that you’re just trying to
cut costs by providing inaccurate information.
• Use Short Sentences: Another characteristic of effective technical writing
involves using short sentences. A sentence should contain only one idea.
It’s okay if there are multiple ideas within a sentence as long as each idea
is clearly defined. For example, it would be incorrect to say “We can’t
afford to buy new equipment.” Instead, you should write something like
“We cannot afford to purchase new equipment.”
• Use Active Voice: The third characteristic of effective technical writing
includes using active voice. When using active voice, you should state an
action rather than a noun. For example, instead of saying “I bought a car,”
you should say “I purchased a car.”
• Write for Your Audience: The final characteristic of effective technical
writing requires you to write for your audience. This means that you must
consider who will read your content before you start writing. Who will read
your content depends on how much time you want to spend writing. If you
want to save time, then you should probably write for yourself.