Introduction process, classification, cause and effect, comparison and

contrast, analogy, and interpretation.

“The present world has astonished us with its new
development. From the nuclear weapons to space age, man
has made enormous strides in technology. With the
Technical writing highly utilizes technical vocabulary. In
everincreasing complex demands of modern society,
order to clarify and support textual discussion, technical
expanded economic and technical advancements and
writing makes use of tables, graphs, and figures.
progress have created the indispensable need for technical
writers. Purpose of Technical Writing

Skill in writing technical reports is an invaluable asset not The following are the primary purposes of technical writing:
only in college but also in the professions. As the country’
1. To inform. Technical writing is done to make
industrialization program grows space, skill in this type of
another person understand or do something. It is designed
writing will be a highly vital personal asset, not only in
to fulfill a need to tell and a need to know.
business and industry, but also in science and technology as
well as the in the government service. 2. To analyze events and their implications. Technical
writing aims to explain how certain systems failed. These
For instance, engineers submit reports on the progress of
systems may be education, socio-economic, political, and
their projects they are undertaking to their superiors.
within the technical article, the recommended change or
Architects attach explanations with their design plans for the
changes.
information to their stockholders. So, to be an effective
professional, one should have enough knowledge on making 3. To persuade and influence decisions. Technical
technical reports, for him to communicate with his writing seeks to show how a business or an industry
superior.” (Manalo, 2008) succeeds.

Nature of Technical Writing Technical writing is ideally characterized by the

maintenance of impartiality and objectivity, by extreme care
Technical Writing, according to the book, Technical and
to convey information accurately and concisely, and by the
Report Writing by Manalo (2008), is a communication
absence of any attempt to arouse emotions.
which is written for and addressed to specific entities or
individuals to attain desired objectives. It is a Functions of Technical Writing
communication in the field of business, industry, trade,
1. To serve as a basis for management decision.
science, technology, engineering, and government.
2. To furnish needed information.
Furthermore, Manalo identified main objective as a means
to convey a specific piece of information for a specific 3. To give instructions.

purpose to a specific reader or group of readers. It is writing 4. To explain techniques.

that requires special knowledge. The specific information is
5. To report achievements.
technical, that is, it is the formal aspect of the fields above,
written from a specific point of view. 6. To analyze problem areas.

Characteristics of Technical Writing 7. To determine design and system requirements.

Technical writing presents and explains a subject matter in a 8. To serve as a basis for public relation.
clear, objective, accurate, concise, and unemotional manner.
9. To provide report to stockholders of companies.
Technical writing uses a relatively high concentration on
10. To develop a product.
certain complex and important writing techniques,
particularly description of a mechanism, description of 11. To provide service.
12. record business through proposals. A good technical writer emphasizes the facts and the
important data. An effective technical writer practices the
13. To procure business through proposals.
impersonal style of writing. He presents the facts, figures,
Basic Principles of Effective Technical Writing and statistics supporting the subject matter or the central
theme and writes it in an impersonal manner.
1. Understanding the reader.
Using Correct Format
2. Knowing the purpose of teach article or report.
The readers’ attention is initially on the format and style of a
3. Knowing the subject matter.
report. Most companies require neatly-typed
4. Organizing the material. communication, reports, and project proposals and
feasibility studies. It is the common and apt trend to require
5. Writing objectively.
a computerized or typed report.
6. Using correct format.
Adopting Ethical Standards
7. Adopting ethical standards.
A technical writer must undergo comprehensive research
Understanding the Reader work to gather the needed data through interviews, surveys,

Knowing the target audience is one of the basic things to referrals and related publications. He must present the

consider in technical writing. A technical writer must learn required facts and figures gathered and must use only those

to adapt his way of writing and to learn specific that are relevant to the report. An effective technical writer

terminologies according to the type of the intended audience acknowledges the hard work and the help from sources and

or readers. Technical terms which may be deemed difficult cites them as references.

by the readers must be carefully defined throughout the text, Style in Technical Writing
for the reader to thoroughly and easily understand the
Style is the writer’s way of writing, a manner in which he
information being conveyed by the writer. The writer fails in
expresses his thoughts and feelings in a language. Below
his mission to inform if the reader also fails to understand
are the guidelines for clear technical writing.
what he’s reading. The writer should be aware of the
reader’s importance. The target audience and readers would 1. Be selective, focus on the essential information and
help the writer to know what to write about and how to go significant detail.
about writing it.
2. Develop a clean, direct style; avoid inflated
Knowing the Purpose of Each Technical Report language and scrambling sentences.

A technical paper must focus on a central theme. The reader 3. Use examples and comparisons to clarify
should be aware of the main purpose of the text after reading descriptions and explanations.
it. The purpose may be to describe a thing, to report on a
4. Repeat words and phrases for clarity or emphasis
specific problem or project or to analyze and solve a
or to ease transitions, but avoid needless repetition.
problem.
5. Delete unnecessary words and phrases, but avoid
Knowing the Subject Matter
short cuts that sacrifice meaning.
A technical writer must have a complete knowledge of the
subject that he or she must write about. For example, if the
report is regarding the result of a technical experiment, the Sentence Structure and Length
technical writer must explain what the problem is all about,
Technical writing does not require a unique style. Instead,
what causes the problem and how the problem is solved.
technical writing uses the natural word order, simple
Writing Objectively sentence structure and well-written short sentences.
Although the technical subject matter requires the use of 3. Is it fact and not opinion?
complex, technical vocabulary and the expression of
4. Do I have all the facts?
complex ideas, it would prove beneficial for the reader and
his understanding of the subject matter if the writer uses 5. Are they up to date?
shorter words and sentences and simple structure.
6. Is the generalization verifiable? Would I get the
Paragraph Structure and Length same result if I do it again?

In technical writing, the topic sentence opens the paragraph 7. Is it significant?

or closes the report after whatever transitional sentences.
The principles to be observed in organizing the material as
Sometimes, the writer does the opposite by giving the
cited by Alvarez (1980) are as follows:
details at the very beginning and concludes at the end by
stating the main idea. The use of one or more very short 1. To organize the material of a subject, first break it
paragraphs helps in achieving an impact on the readers. down into the component aspects.

Scientific Attitude 2. To organize a report paper, choose a suitable

approach and make an outline that implements it.
Judicious weighing of evidence is vital in a technical report.
The best evidence, according to various authors, is one 3. The basic unit of organization is the paragraph.
which is the most sufficient, the most relevant and the
4. Use these paragraphs to present related data, graphs
simplest explanation of facts with the least supplemental
to show trends and visuals to clarify description.
evidence and most in harmony with the rest of the available
evidence. At the end, the conclusion or recommendation 5. Plan a report or paper thoroughly before starting to

should incorporate all the evidences from which the write it.

judgment is made. 6. Gather the necessary data through basic library

The technical writer must be aware of when not to research and primary services.

overwrite. As a writer of the materials, he should know what 7. Write a first draft.
to present, what to emphasize, what to rewrite and what to
8. Revise and rewrite as often as necessary.
amplify.

9. Write a final draft.

Generalization

10. Place footnotes to acknowledge references and

When the technical writer makes generalizations, he is
include a bibliography at the end of a report or paper.
giving probable conclusions derived from the observation of
factors. Since the report is based on generalizations, it is Other attributes of good technical report writing are:
necessary to describe the circumstances surrounding the
1. appropriateness
report. Provide enough evidence, data and samples to
enable the reader to evaluate the generalizations for himself. 2. functional

To be certain that you have followed ground rules and not 3. informative
“jumping to conclusions”, test the validity of your data and
4. factual
samples. Here is the suggested checklist by Nem Singh and
Calixihan (1994). 5. efficient

1. Can I prove its accuracy? 6. correct

2. Can I show the direct bond between the facts and The Role of the Technical Writer
generalizations?
A good technical writer possesses insights, perceptiveness, as doubts over the whole text. A writer should always aim
is quick to determine probabilities, and has the ability to to be understood.
adapt to requirements. He must have the ability to identify
Brevity
developments that may affect his project.
Being brief is a courtesy to the reader. The reader should
The technical writer must understand the nature of his work.
find it easy to group the main idea of the report. In the same
He should be able to help his principals attain the target
manner, accuracy of the statements can easily be
objectives. He must not only possess the technical writing
maintained. The reader can get the essence of your thinking
ability and technical expertise, but he must also have the
in a compressed form.
capability to grasp, to analyze and to interpret unexpected
events and situations that may occur throughout the writing Confidence
of the technical report.
A good report writer must have the quality of self-
The technical writer should have the ability to state facts confidence. He cannot only communicate but he has to be
clearly and accurately, to organize a variety of elements into also decisive or sure what he is writing about. After
a unified structure, and to describe logical generalizations. finishing the last page of his report, he is an authority.

Hallmarks of an Effective Technical Writer Dignity

The hallmarks of an effective technical writer is represented Dignity is courtesy to your readers as professionals. This is
by this acronym REPORTER (Mosura and Tenorio, 1999) an ethical standard. The writer must be certain that all
grammatical constructions are correct. In report writing,
R - Resourceful
you need to be formal with words and how these words are
E - Energetic used. You should be sure that the ideas or information are
well-organized, simplified, summarized, and expressed in
P - Patient
straightforward manner.
O - Observant
Facility
R - Responsible
This refers to the devices used by the writer, to make his
T - Trustworthy report easy to read and understand. In most cases, report
writing depends more on pacing, sequence, arrangement,
E - Evaluative
and continuity of ideas as well as information. A
R - Responsive grammatical correction is important. He should make his
writing straightforward, logical and clear. The thought from
one part to another should be clearly established, illustrated
The Wholistic Guide to Technical Writing or stated.

For effective technical writing, the ABC’s of report writing Emphasis

was provided by Zall (1980) to identify if the way of writing
The writer has to feel what is important to the reader and
can be considered in-depth.
should never expect how the reader finds it out for himself.
Accuracy He has to lead him from point to point, clearly making every

A report writer must be tactful in the recording of data, step, directs the reader to the right way and gives him the

statement or calculating mathematical figures. He must reason for stopping at a particular portion.

check every statement in its final form. An error committed Honesty

and illogical statement written can create confusion as well
Honesty is expected in a report. When a writer has
borrowed some statements, ideas or quotations, he has to
acknowledge them either in footnotes, endnotes or cite the This is the general appearance of the report. It must be
source or author of the borrowed ideas or statements within neatly encoded or typed, properly margined, free from
the running text. typographical errors, erasures, crossing-outs and smudges.

Illustration Headings and subheadings and indentions are mechanical

devices, which help make the organization of the content
Illustration materials such as charts, graphs, diagrams, and
clear.
photos are always helpful. The writer should use them to
clarify and support the text. They can be used to show Normal procedure
situations or trend or movement.
The report is easier to understand if it conforms to the
Judgment standard practices. The writer must follow the acceptable
arrangement of the different parts of a report. If the writer
The writer should qualify the data and information gathered
deviates from the normal procedure, he should inform his
by judicious weighing. This can be done by following these
readers by explaining his reasons for doing it.
criteria: (1) Most ample (2) Most pertinent or relevant (3)
Objectivity
The simplest in explaining the facts with the least additional
evidence (4) Most harmonious with the rest of the data and In technical writing, the writer should consider himself as
information. In every case, the evidence used as a basis of another person, uninterested observer or an innocent
judgment (as in conclusions and recommendations) should bystander. In this instance, the third person point of view is
be included in the report. preferred. The writer should treat his subject matter the way
he sees or observes it. Technical reports avoid the use of the
Knowledge
first person (I, me, my).
The communication of knowledge is the primary objective
Planning
of the report, but knowledge is not only a collection of data
or information. It involves interpretation and formulation of This is primary in all activities. This gives the purpose and
conclusions. Without sound interpretation, the data will direction to what the technical writer has to write. This
become useless. involves thinking ahead of what one has to do, when to do it
and who is to do it. This will be reflected in a well-
Logic
organized report.
Logic is chiefly a process of classification. It is putting
Qualification
things in their proper places. It shows the relations among
groups of things and classes of groups. By thinking The technical writer should select only those statements that
logically, one can avoid the following trouble areas: (1) have direct relationship with the topic being discussed. The
Statements must not contradict each other (2) Words must writer should evaluate the ideas or statements he will
be used in consistent sense (3) Statements must move in one include in the writing of the report.
direction whether space, time or relation (4) Statements
Revision
must make sense (5) Judgments must not be based on few
data. (6) Cause and effect should be clearly distinguished This consists of more than merely correcting the spelling,
from simple sentence (7) Conclusions should not be inferred punctuation, spacing, and margin errors. The writer must
if they have no connection with the data (8) An authority also check every statement for sense and relevance and be
should not be accepted if he is biased or he is not an expert sure that he has said all that must be said. An effective
in the particular field. report is all that is required to perfection. The secret of good
writing is rewriting.
Mechanical Neatness
Straight Sentences
 Important “End” Products of Technical Writing

Sentences carry the full weight of the meaning in a report. 1. Technical Report. This provides useful information
The sentence to be employed must be limited to only one about a complete program of work, for reference and
idea or to closely related ideas. To avoid monotony, vary permanent record.
your sentence structure and employ appropriate transitional
2. Contract. This is a formal agreement between two
devices. By employing such devices, there will be a smooth
or more persons; organization or parties to do something on
transition from sentence to sentence. They will show the
mutually agreed terms.
readers the writer’s thoughts leading him to what the writer
wants to communicate. 3. Feasibility Report. This represents facts and
information intended to make the reader realize that the
Thoroughness
proposed project or plan is financially, economically, and
The writer should treat well his subject matter. The writer technically, significant as well as beneficial.
should check the thoroughness of his report from initial
4. Business Letter. This is a written communication or
thinking to final submission. The writer is obliged to go over
message used to transact business, which cannot be
the subject, analyze and investigate it, organize and interpret
conveniently conducted orally.
the results and draw conclusions whether it is positive or
negative. 5. Brochure. This is a pamphlet or printed information
material given to a customer in order to convince or
Unity
persuade him to take action on the company’s services,
A report is unified when everything is clearly relevant to the ideas or products offered.
main point under discussion. Nothing should be left
6. Abstract. This is a summarized form of resume of a
hanging. No question should be left unanswered. After all,
long piece of writing.
the main objective of a unified report is to let the readers
feel that they have read everything essential to the subject 7. Instructional Manual. This contains directions for
undertaken. work procedure or policies, or for the use of technical
equipment or appliances. Instruction relies on clear, specific,
Viewpoint
complete directions presented in sequential order. Directions
A report is written from a certain viewpoint: that of a of complicated step-bystep procedures should be
reporter, proponent, researcher or an author. The viewpoint accompanied by graphic illustration.
is established in the first sentence and should be maintained
8. Proposal. This contains suggestions for actions,
consistently throughout the report. Voice unity should also
usually involving change or performance. It may be to solve
be observed.
problem, suggest a new project site, revise a policy or
Word Choice initiate a researcher report project or terminate a project.

The writer should choose the words that are fit to the 9. Progress Report. This contains an account of what
reader’s undertaking. Avoid words that are difficult to has been accomplished on a project over a specific period of
understand. time and what may be expected in the next period.

Zest 10. Policy. A plan of action adopted or preserved by an

individual, government, party, business, and industry or it
Write only about things that are worth writing and which are
may be a document containing a contract of insurance.
invigorating. Write as though you were performing a
service that only you can perform. 11. Article for a Technical Journal. A technical paper
which will be published in a journal. It contains an abstract,
Writing should not be regarded as something difficult but
something that is enjoyable and pleasurable.
an introduction, discussion and summarizing, concluding The type of communication that one writes must consider
sentence or paragraph. the direction of a communication which can be upward (to
supervisors), lateral (to peers), downward (to subordinates),
12. Monograph. This is a thorough textbook treatment
and outward (to customers, public interest groups,
which requires full illustration and documentation.
stockholders, and government and others). Upward
13. Memorandum. This is an important form of written communications are usually addressed to the managers and
communication circulated within the company and its supervisors who are often busy. The communication should
branches which is used to disseminate a message or be concise and direct. They need thorough information. The
information. definition of technical terms and brief summary of the whole
communication are needed to save reading time.
14. Graphic Aids. This refers to all pictures, graphs,
diagrams and other materials used in illustrating important Lateral communication is addressed to peers who may share
details in a report. the writer’s expertise in the field. It may be ideas or projects
that effect their own research or jobs. Since one cannot
15. Specification. This contains detailed information
invade a peer’s territory, the tone should only suggest, not
about performance courses, materials for construction,
command. If the reader shares the writer’s professional
theory of operations, sample calculations, table and
background, then the technical may not need to elaborate the
operating data and information.
technical vocabulary, symbols and abbreviations used.
16. Printed Action Memo. This prepared form requires
only a check mark in an appropriate square to indicate its
message. Downward communication is addressed to employees and
technicians who are most concerned with how to increase
17. Survey Report. This is a thorough study of any
their productivity and their incomes. Since they need to see
subject. Some subjects of surveys are potential markets for
how their jobs fit into the overall company operation, the
products, labor policies, market punctuation, public opinions
writer should explain, as well as give directions.
and community resources. Examples are poll surveys on the
study of possible site for a new plant. Outward communications go outside the company and
techniques of upward communication are used. This is a
18. Trip Report. An account of a business or
group of busy people, so what they need is a form of
professional trip. It records specific and significant places,
communication that is simple, according to the terms
events, conversations and people met. It attempts to answer
defined, and a thorough discussion of facts and ideas.
where, when, what, why, and how. It may have a
Potential customers want to know the cost, use and
recommendation section.
durability of the products. The public wants information on
19. Laboratory Report. A record of procedures and how one’s ideas will affect the environment or the economy
results of laboratory tests. It describes the scope of the while the stockholders want to know whether the
project, the equipment utilized, the procedures used, the organization is conforming to government regulations or if it
results of tests, and a conclusion and recommendation. is affecting the natural economy.

20. Technical Paper. A research paper written for a However, not all communications go in one direction.
professional journal or magazine. Technical papers usually Sometimes, the readers can be combined. For instance, if
describe a theory or new development. They resemble one publishes a technical article in a research journal, the
technical reports in most respects. The main difference lies communication goes outward, as well as upward. To
on the fact that the audience for a technical paper is wider analyze the readers, one must be sure to know the direction
and more diverse. of the communication.

Direction of Communication