OA 300 Module 1: Understanding the Nature of Technical Writing

Defining Technical Writing

• Technical Writing is defined as writing about a scientific subject and about various technical subjects associated with the sciences.
• According to the module, Technical Writing is characterized by specific formal elements:
  • Utilization of scientific and technical vocabulary.
  • The use of graphic aids to supplement text.
  • The use of conventional report forms.
• Attributes of the Technical Writer’s attitude and approach:
  • Maintenance of an attitude of impartiality and objectivity.
  • An extreme focus on conveying information accurately and concisely.
  • The complete absence of any attempt to arouse emotion in the reader.
• Concentration of Techniques: Technical Writing is identified by a relatively high concentration of certain complex and important writing techniques, specifically:
  • Description of mechanisms.
  • Description of processes.
  • Definition.
  • Classification.
  • Interpretation.

Citations and Influential Thought

• Mils and Walter ($1981$) are cited regarding the concentration of complex writing techniques in technical documents.
• The document includes an inspirational quote by Anne Lamott: ‘‘All good writing begins with terrible first efforts. You need to start somewhere.’’
• The course identified in the transcript is OA $300$: Business Report Writing, instructed by Caila R. Degracia.

Five Important Principles in Good Technical Writing

• Principle $1$: Always have in mind a specific reader, whether real or imaginary, when you are writing a report. Always assume that the reader is intelligent but uninformed.
• Principle $2$: Before beginning to write, always decide on the exact purpose of the report. Ensure that every paragraph, every sentence, and every word makes a clear contribution to that identified purpose.
• Principle $3$: Use language that is simple, concrete, and familiar.
• Principle $4$: At the beginning and end of every section of the report, check the writing against this principle: ‘‘First you’re going to tell the reader what you’re going to tell him and then you tell him what you’ve told him.’’
• Principle $5$: Make the report attractive.

Five Basic Types of Writing

• $1$. Technical Writing: Conveys specific information about a technical subject to a specific audience for a specific purpose.
• $2$. Creative Writing: Includes fiction such as poetry, short stories, plays, and novels.
• $3$. Expressive Writing: Represents a subjective response to a personal experience.
• $4$. Expository Writing: Exposes a topic analytically and objectively; example includes news reports.
• $5$. Persuasive Writing: Writing that depends on emotional appeal to influence the reader.

Products of Technical Writing

• Business Letter: Written using formal language and follows the formal elements of letter writing.
• Contract: A written agreement between two people under mutually agreed terms.
• Monograph: A detailed essay or book on a very specific topic, usually written by professionals.
• Printed Action Memo: A ready-format memorandum that requires a checkmark on the appropriate box containing a message.
• Graphic Aids: Drawings, sketches, and illustrations that aid the readers in understanding the presented data.
• Instructional Manuals: Written to guide readers on how to assemble, maintain, and operate an apparatus, machine, or gadget.
• Brochures: Pamphlets or flyers that endorse a product.
• Proposals: Written suggestions on how to make a company or organization more productive.
• Memoranda: Inter-office written communication used to disseminate information.

Technical Writing vs. Creative Writing

• Content:
  • Technical: Factual, straight-forward.
  • Creative: Imaginative, metaphoric, symbolic.
• Audience:
  • Technical: Specific.
  • Creative: General.
• Purpose:
  • Technical: Inform, instruct, persuade.
  • Creative: Entertain, provoke, captivate.
• Style:
  • Technical: Formal, academic, standard.
  • Creative: Informal, artistic, figurative.
• Tone:
  • Technical: Objective.
  • Creative: Subjective.
• Vocabulary:
  • Technical: Specialized.
  • Creative: General evocative.
• Organization:
  • Technical: Sequential, systematic.
  • Creative: Arbitrary, artistic.

Ethical Considerations and Relevant Laws

• General Principles: Technical writers are compared to researchers in that both must consider the bounds and limitations of their writing. Writers must study information carefully and exercise prudence.
• Relevant Laws:
  • Copyright Law: Covers the protection of the rights of the author.
  • Trademark Law: Pertains to federal protection (distinct from registered trademarks).
  • Contract Law: Covers written warranties or their implied warranties.
  • Liability Law: Pertains to the responsibilities or obligations of writers regarding the claims made in their papers.

Principles of Ethical Communication

• Do's of Technical Communication:
  • Abide by relevant laws.
  • Abide by the appropriate corporate or professional code of conduct.
  • Tell the truth.
  • Be clear.
  • Avoid discriminatory language.
  • Acknowledge assistance from others.
• Don'ts of Technical Communication:
  • False Implications: Avoid assuming the outcome of a project or making sweeping generalizations.
  • Exaggeration: Avoid expressing situations in extreme proportions.
  • Euphemism: Avoid writing about situations as being in good condition when they are not.
  • Misleading: Never mislead the reader.