Chapter 5:
Writing Common Engineering
Documents
Engineers : Neda Al Daher & Fadia ELIssa Chapter 5 Technical Writing & Communication Skills
Slide content based on A Guide to Writing as an Engineer , D. Beer and D. McMurry, Wiley: 2014. 4th edition
Instructions
• Instructions (or procedures) tell the reader how to do something.
• This could include programming a VCR, repairing a broken bicycle,
installing speakers in a car, making a clock in industrial technology, or
performing a science experiment.
Components of Instructions
• The steps of procedure are the most
important aspect of any instructions.
o Each step should be numbered.
o An action verb should be used to begin
each step.
o Each step should have specificity of detail
for clarity.
o Short words and sentences help achieve
conciseness.
o The use of graphics helps the reader
understand each step.
Example
Printing in MS Word
You can print your documents in MS Word in order to get a paper copy of your work.
You can also print to PDF.
To print in MS Word
From the menu bar
1. In File, click Print. (Every step must tell the user to do one thing. Bold the interface items).
The printer dialogue box appears. (This is a feedback statement that helps explain the result of step
one, but does not tell the user to do anything so it is not numbered.)
2. Click Print in the bottom right-hand corner.
The printer will print your document.
Note: you may need to select the appropriate printer in Printer.
Worksheet 10
Proposal
• It is a bid, offer, or request to do a project plus supporting
information necessary to gain approval to do the project.
• Proposals sometimes must convince the recipient that the project
needs to be done, but proposals must always convince the recipient
that the proposer is the right individual or organization to do the
project.
RFP
• Request for proposal (RFP) is a formal proposal and might be published on
newspaper; sent by mail to a select list of vendor or organizations; or
conveyed by various informal means such as telephone or email.
• The organization receiving the RFP then writes and submits a proposal
presenting its qualifications and making case for itself as a good choice
(highlight the organization’s strengths).
• The recipient of the proposals select one of the proposals and enters into
contract negotiations.
Types of Proposals
• Based on whether the recipient requested them:
• Solicited: if the organization issues a request for proposals.
• Unsolicited: if the individuals or organization initiate proposals without a
formal request from the recipients.
• According to the context in which they occur:
• Internal: within the organization. The memo format is appropriate.
• External: to an organization outside of your own. A business letter and formal
report formats.
Progress Reports
• Its job is to present to your clients or supervisors the status of your
work.
Importance of Progress Reports
• In most projects, changes, new requirements, problems, and
miscommunications are bound to occur.
• Client (or supervisor) may worry that the work is not being done
properly, is not on schedule, or is not within budget.
• You may worry that clients will not like how the project is developing,
that new requirements jeopardize the schedule and budget for the
project, or that unexpected problems have arisen.
Progress Reports Content and Organization
• Introduction: start with the purpose and topic of the report, its
intended audience, and a brief overview of the contents.
• Project Description: briefly describe the project; summarize details
such as purpose and scope of the project, project start and end dates,
• Progress Summary: discussion of what work you’ve completed, what
work is on progress, and what’s yet to come. can be handled several
ways:
• Time-period approach.
• Project-task approach.
• Combined approach.
• Problems Encountered: state the problems that arisen in the project
you think may jeopardize the quality, cost, or schedule of the project.
• Changes in Requirements: such as schedule shifts and new
requirements.
• Overall Assessment of the Project: give an opinion as to how the
project is going.
• GANNT Chart