TECWRITE
TECHNICAL WRITING
Module 1
Understanding
the Nature of
Technical
Writing
Institute of Education
Duration: 1 Week
Mode of Learning:
Synchronous, Asynchronous,
Face-to-Face
Prepared by:
Maria Teresa S. Bonggot
Instructor
SAN MATEO MUNICIPAL COLLEGE No part of this module may be
General Luna St., Guitnang Bayan I, San Mateo, Rizal reproduced in any form without prior
[Link] permission in writing from the
“Home of Achievers” Instructor/Author.
San Mateo Municipal College
Gen. Luna St. Guitnang Bayan I, San Mateo, Rizal
[Link]
Module 1
Understanding the Nature of Technical Writing
Learning Objectives
Upon completing this module, you are expected to:
• define Technical Writing;
• enumerate the end products of Technical Writing;
• explain the qualities of good Technical Writer; and
• appreciate the importance of the interdependence of Technical Writing among other types of
communications towards workplace
Input Information
“Communication leads to community, that is, to understanding, intimacy and mutual valuing.”
–Rollo May
to your first module!
“I know that you believe that you understood what you think I said, but I am not
sure you realize that what you heard is not what I meant.”
–Robert J. McCloskey, former State Department spokesman
COMMUNICATION
• is the act of giving, receiving, and sharing information -- in other words, talking or writing, and listening or
reading. Good communicators listen carefully, speak or write clearly, and respect different opinions
• The root of the word “communication” in Latin is communicare, which means to share, or to make
common (Weekley, 1967). Communication is defined as the process of understanding and sharing
meaning (Pearson & Nelson, 2000).
Acclaimed proponents of technical writing Mills and Walter (1981) gave several definitions to aid us in
understanding the nature of technical writing. According to them:
• Technical writing is writing about scientific subjects and about various technical subjects associated
with the sciences.
• 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.
• Technical writing is ideally characterized by the maintenance of an attitude of impartiality and objectivity,
by extreme care to convey information accurately and concisely, and by the absence of any attempt to
arouse emotion.
• Technical writing is writing in which there is relatively high concentration of certain complex and
important writing techniques, in particular description of mechanisms, description of process, definition,
classification, and interpretation.
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College of Arts and Sciences Prepared by: Maria Teresa S. Bonggot
To students, perhaps, Technical Writing may just be a requirement to pass an assignment, but to professionals,
it may be any of the following which is required to fulfill a task.
These are the products of technical writing:
1. A business letter is a type of written communication. It is written using formal language and follows
formal elements of letter writing. People usually write business letters to communicate with companies,
organizations, or individuals with the purpose of applying for job, making requests, seeking appointments,
etc.
2. Contract is a written agreement between two people under mutually agreed terms.
3. Monograph is a detailed essay or book on a very specific topic. It is usually written by professionals or
academicians on topics of interest concerning their specific fields.
4. Printed action memo is a ready-format memorandum that only requires a checkmark on the appropriate
box that contains the message. This is especially useful for busy people who need to make quick
decisions and act on the circumstance or situation.
5. Graphic aids are drawings, sketches and illustrations that aid the readers in understanding the presented
data.
6. Instructional manuals are written to guide the readers on how to assemble, maintain, and operate an
apparatus, machine or gadget.
7. Brochures are pamphlets or flyers that endorse a product in such a way that the potential customer will
be convinced that the product is effective and eventually avail of the product.
8. Proposals are written suggestions on how to make the company or organization more productive and
successful. Most companies and organizations require this before an agreement is reached.
9. Memoranda are inter-office written communication used to disseminate information.
The Basic Process of Communication Cycle
The communication process has these elements:
Message. It is the body of information that creates the communication process. Without this element, no
communication takes place.
Sender. The source of message that has the full authority to explain or decode the meaning of the information
created.
Channel. It is the way by which the message may be carried or communicated. The letter carriers, relay stations
or transmitters are some common channels.
Receiver. The party who accepts the message from the sender. This also makes feedback out of the information
taken from the source.
Feedback. It is the response that is sent back by the receiver or decoder to the sender or encoder. The feedback
reveals the effectiveness of the communication undertaken. Also, the feedback tells whether the message is
accepted favorably or unfavorably.
Goals of Communication
1. To seek understanding
2. To elicit response
3. To establish good will
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College of Arts and Sciences Prepared by: Maria Teresa S. Bonggot
METACOMMUNICATION VS KINESIC COMMUNICATION
Metacommunication
- It is a verbal message that although not expressed literally accompanies a message that may be
translated literally. The meaning of the verbal message is entirely different from the literal definition of the
used words. Skillful minds need prudently scan the surrounding words or previous related messages in
order to understand the appropriate meaning of the message
MESSAGE POSSIBLE MEANING
1. Don’t be absent tomorrow. - You are frequently absent.
- I am orally reprimanding you for your
absences.
2. Your work is excellent. - You are a desirable worker.
3. Our stocks do not stay long in our store. - Well sell quality items
- Our merchandise are highly saleable.
Kinesic Communication
- This is an idea expressed through non-verbal behavior, situation, or even action. A smile, a jolly face, a
wink, a frown, a sigh, and a nod convey multifarious possible messages.
Action Possible Meaning
1. The office staff act immediately upon the request - The office staff are highly inefficient.
of the manager if there are follow ups only. - The office staff procrastinates work.
2. A long line of payors, customers and clients faces - The cashier acts sluggardly.
the cashier - There is a need to assign more cashiers
3. After reading the price tag, the customer leaves - Items being sold are expensive.
immediately.
Five Categories of Non-Verbal Communication
1. Facial Expression and Visual Interaction
2. Body movements and Gestures
3. Paralanguage
4. Proximity Behavior
5. Multichannel Communication
TYPES OF AUDIENCE
• Internal Audience – are other people in the same organization: sub-ordinates, superiors, and peers.
• External Audience – are people outside the organization: customers, suppliers, unions, stockholders,
potential employees, government agencies, the press, and public.
TWO MAIN FORMS OF COMMUNICATION
Internal Communication – all communication which occur in the workplace is categorized as internal
communication. This is the communication between and among people in an organization. This includes letter
recommending an idea to a supervisor, letter recommending an employee to be promoted, orders and
instructions that superiors give their workplace. This also includes reports that employees write concerning sales,
production, inventories, finance, maintenance, and so on.
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College of Arts and Sciences Prepared by: Maria Teresa S. Bonggot
Emails that employees write in carrying out three different types - downward, upward, and horizontal
communication.
TYPES OF INTERNAL COMMUNICATION
Downward Communication – written by superiors.
Examples: Letters of order or instructions, memos, policies of the organizations, etc.
Upward Communication – written by employees to their superiors or the management.
Examples: Letters of complaint, recommendation, suggestion, request, reports and research assigned by
superiors or management.
Horizontal Communication – written between or among peers or people in an organization having the same
rank or position. These people usually share ideas in solving particular problem or similar conduct activities
common to everyone.
Examples: A director to another director, a supervisor to another supervisor.
External Communication - Communication written outside an organization or workplace. This includes all
business’ efforts at direct selling. Some examples are: letters sent to prospective buyers, brochures, follow-up
service calls, and other activities done outside an organization.
FIVE IMPORTANT PRINCIPLES OF GOOD TECHNICAL WRITING
1. Always have in mind a specific reader, real, or imaginary, when you are writing a report. Always assume
that he is intelligent, but uninformed.
2. Before you start writing, always decide what the exact purpose of the report/correspondence is, and make
sure that every paragraph, every sentence, every word makes a clear contribution to that purpose.
3. Use language that is simple, concrete and familiar.
4. At the beginning and end of every section of your report, check your writing according to this principle:
"First you tell the reader what you're going to tell him, then you tell him what you've told him.
5. Make your report attractive.
PURPOSES OF TECHNICAL WRITING
1. It serves as basis for management decision.
2. It furnishes needed information.
3. It gives instructions.
4. It records business transactions through proposals.
5. It procures business proposals.
6. It serves as basis for public relations.
7. It provides report to stockholders of companies.
PROPERTIES OF TECHNICAL WRITING
1. Subject matter. In writing technical papers, you must ask the question, "What will I write about?"
The subject matter is an essential element in technical report writing. Some examples of this are
description of a process, writing about a theory, or submitting a policy.
2. Audience. When thinking about the audience, ask "Whom am I writing for? Or who are my intended
readers?" This is a property which pertains to a particular reader of a technical literature.
3. Expression. This property refers to two basic modes in which a technical report has to be delivered -
writing it or reading it. Your expression of the content will depend on your awareness of your audience's/
reader's psychology and your style in writing to be able to reach your audience's/ reader's understanding.
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College of Arts and Sciences Prepared by: Maria Teresa S. Bonggot
4. Style. This refers to how the material is written. A technical writer uses clear, specific point of view,
objective, impartial, and unemotional style in writing.
5. Arrangement of materials. This pertains to how ideas should be organized in chronological, spatial or
logical order, from general to specific or specific to general, and use illustrations to present the
information.
TECHNICAL WRITING AND THE OTHER DISCIPLINES OF WRITING
• Business writing is a type of writing that is used in a professional setting. It is a purposeful piece of
writing that conveys relevant information to the reader in a clear, concise, and effective manner. It
includes client proposals, reports, memos, emails, and notices
• Creative writing is fiction poetry, short stories, plays, and novels and far different from technical writing.
• Expressive writing is a subjective response to a personal experience journals and diaries whereas
technical writing might be objective observations of a work-related experience or research.
• Expository writing "exposes" a topic analytically and objectively, such as news reports. Like technical
writing, the goal of expository writing is to explain or reveal knowledge, but expository writing does not
necessarily expect a response or action from the reader.
• Persuasive writing depends on emotional appeal. Its goal is to change one's attitudes or motivate
him/her to action.
TECHNICAL WRITING VS CREATIVE WRITING
Technical Writing Creative Writing
Content factual, straight-forward imaginative, metaphoric, symbolic
Audience specific general
Purpose inform, instruct, persuade entertain, provoke, captivate
Style formal, standard, academic informal, artistic, figurative
Tone objective subjective
Vocabulary specialized general, evocative
Organization sequential, systematic arbitrary, artistic
RELEVANT LAWS AND ETHICAL CONSIDERATIONS IN WRITING
1) Copyright law - covers the protection of the rights of the author
2) Trademark law ~ pertains to federal protection (different from registered trademarks).
3) Contract law - covers written warranties or their implied warranties.
4) Liability law - pertains to responsibilities or obligations of writers especially claims they made on their paper.
PRINCIPLES OF ETHICAL COMMUNICATION
Do's
1. Abide by relevant laws.
2. Abide by the appropriate corporate or professional code of conduct.
3. Tell the truth.
4. Be clear.
5. Avoid discriminatory language.
6. Acknowledge assistance from others.
Don’ts
1. False implications- assuming the outcome of a project or making sweeping generalizations.
2. Exaggerations - expressing situations in extreme proportions.
3. Euphemisms - writing about situations in seemingly good conditions even though they are not.
4. Don't mislead your readers.
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College of Arts and Sciences Prepared by: Maria Teresa S. Bonggot
THE WRITING PROCESS
Pre-Writing Stage
This is the first stage in the writing process. It is what the ~ writer does before he writes the first draft. In this
stage, the writer composes or supplies information pertaining to:
a. Purpose of the paper. This is necessary to determine the content of the paper to be included, the
organization and style of the paper.
b. Choice of topic. A writer has to explain or justify his/her chosen topic.
c. Gathering information. A writer must be able to find sources of information to enrich his/her topic.
Pre-writing Techniques: Below are some techniques which will help you get started in writing:
1. Keep writer's journal by recording personal experiences, perceptions, and ideas.
2. Do free writing. Write about whatever comes to mind.
3. Brainstorm by listing ideas as quickly as they occur.
4. Cluster by drawing lines and circles to show connections between ideas. It is also called webbing or
making connections.
5. Ask questions using the news reporter's 5Ws -Who? What? Where? Why? When? and How?
6. Read with focus. This entails reading efficiently to locate and collect specific information.
7. Listen with focus. This means listening efficiently to locate and collect specific information.
8. Observe by noticing details around you through the senses.
9. Imagine. Probe your imagination for ideas, often use a "what if?" approach.
Writing Stage
The writing stage is the part where we begin to write our first draft. We know that not everything that we write is
perfect at the first go. Hence, you must remember what to do and what not to do during this stage.
Do's and Don'ts of Writing a First Draft
1. Don't overanalyze your writing.
2. Do feel free to follow the flow of ideas where it is leading you, even if it is not what you initially
planned.
3. Don't exaggerate details.
4. Do work on the details as much as possible to keep the story fresh in your mind.
5. Don't worry yet about how good your writing is.
6. Do have fun!
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College of Arts and Sciences Prepared by: Maria Teresa S. Bonggot
Re-Writing Stage
This stage is also known as the "revision" stage. We revise to ensure that:
1. the content of the paper is relevant;
2. there is organization and coherence in the arrangement of the ideas; and
3. grammar and mechanics are clearly observed.
Learning Activities
Link to be provided in the Google Classroom after the lesson.
Assessment/Evaluation
30-item quiz will be provided
Assignment
Link to be provided in the Google Classroom after the lesson.
Learning Resources
✓ Technical Writing: A Resource Guide to Writing Across Disciplines
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College of Arts and Sciences Prepared by: Maria Teresa S. Bonggot