CA

Lesson 3: Purposes, Readers and Principles of Technical Writing

Lesson Objectives

  • 01 Determine the purposes of technical writing.

  • 02 Identify the readers / audience of technical writing.

  • 03 Determine the basic principles of good technical writing.

Engagement / Diagnostic Activity: Word‐Pair Analogies

Purpose: Activate prior knowledge on relationships & functions—an essential skill in analyzing the purpose and audience of any text.

  • Format: A :: B means “A is to B as ____”

  • Items & Expected Matches

    • 1. ballpen : writing :: scissors : cutting

    • 2. gloves : hands :: shoes : feet

    • 3. scalpel : doctor :: chalk : teacher

    • 4. house : shelter :: memory card : storage

    • 5. cellphone : communication :: vehicle : transportation

  • Pedagogical insight: Each analogy stresses the tool–function or object–purpose relationship, mirroring the way writers must link document to reader need in technical communication.

Purposes of Technical Writing

Technical writing is functional; every sentence should enable a reader to perform, decide, or understand something technical.

  1. Information for Task Completion & Decision-Making

    • Delivers clear, actionable data (e.g., step-by-step instructions, procedural manuals).

    • Significance: Reduces errors, saves time, and ensures safety when performing tasks.

  2. Analysis of Events, Systems, & Implications

    • Investigates causes of success/failure in domains such as education, socio-economics, or politics.

    • Drives change by presenting evidence-based recommendations.

    • Example: A white-paper analyzing why a supply-chain system failed and proposing restructuring.

  3. Persuasion & Influence on Decisions

    • Uses logical evidence (not emotional appeal) to advocate fair labor practices, ethical standards, or adoption of new technologies.

    • Practical outcome: Convincing stakeholders to invest, comply, or reform policies.

Readers / Audience of Technical Writing

Knowing the reader precedes crafting the document.

  • Profiles

    • May be managers, supervisors, secretaries, engineers, scientists, sociologists, psychologists, technicians, or any discipline-specific professional.

    • Can be a specific individual (e.g., the QA manager) or a homogeneous group (e.g., biomedical researchers at a conference).

  • Why They Read

    1. Assignment / Obligation – Preparing a report, attending a conference, fulfilling coursework.

    2. Personal Need – Understanding an ailment, validating or refuting a theory.

    3. Prior Knowledge Expansion – They may already be experts who require updated or specialized data for a lecture.

    4. Information-Seeking, Not Entertainment – Efficiency and clarity outweigh stylistic flourish.

  • Implication for the Writer: Tailor depth, terminology, and organization according to reader expertise and purpose.

Basic Principles of Good Technical Writing

  1. Audience Specificity

    • Always write with a specific reader or defined group in mind.

    • Ask: Who will act on this information?

  2. Purpose Alignment

    • Define a singular, explicit purpose.

    • Ensure every section, figure, and sentence contributes to that purpose—no filler.

  3. Precision & Clarity

    • Favor specific, single, concrete, familiar words.

    • Avoid jargon unless the audience is known to understand it; if unavoidable, define it on first use.

    • Aim for language that cannot be misinterpreted.

  4. Logical Organization (First–Then–Last)

    • Structure information so that introduction & conclusion frame and reinforce key points.

    • Use headings, numbered steps, and signposts for navigability.

  5. Professional Presentation & Formality

    • Format documents with consistent typography, spacing, and visual aids (tables, graphs).

    • Use formal tone yet remain accessible—professionalism fosters credibility.

Practical & Ethical Connections

  • Real-World Stakes: Technical documents often guide high-risk operations (e.g., medical procedures, engineering specs). Errors can cost \$\$ millions or endanger lives.

  • Ethical Responsibility: Honest reporting and clear language prevent misinformation and protect users.

  • Interdisciplinary Influence: Techniques overlap with academic writing, business communication, and UX design, reinforcing the universal value of clarity and audience awareness.

Quick Reference Checklist for Writers

  • \checkmark Identify specific reader(s) & their knowledge level.

  • \checkmark State the document’s purpose in one sentence.

  • \checkmark Draft, ensuring each part serves that purpose.

  • \checkmark Employ precise, unambiguous language.

  • \checkmark Organize logically (intro → body → conclusion).

  • \checkmark Format professionally; include visuals where they clarify.

  • \checkmark$$ Review for ethical accuracy and completeness.

“Be Prepared” – Concluding Reminder

Success in technical writing—and in professional life—begins with preparation: know your audience, purpose, and the principles above before typing the first word.