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Audience, Purpose and Report Writing

The document discusses important considerations for technical writing including identifying the audience, establishing the purpose, formulating the key message, and selecting an appropriate style and tone. It emphasizes the importance of making the writing reader-centered, accessible, and delivering the intended purpose. Key aspects of technical writing highlighted are clarity, conciseness, organization, and correctness.

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ErmyzaHillary
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389 views

Audience, Purpose and Report Writing

The document discusses important considerations for technical writing including identifying the audience, establishing the purpose, formulating the key message, and selecting an appropriate style and tone. It emphasizes the importance of making the writing reader-centered, accessible, and delivering the intended purpose. Key aspects of technical writing highlighted are clarity, conciseness, organization, and correctness.

Uploaded by

ErmyzaHillary
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
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AUDIENCE, PURPOSE &

REPORT WRITING
4 IMPORTANT QUESTIONS to consider
when preparing a technical writing
1. Who will read what I write?
(Identify your audience.)

2. Why should they read what I write?


(Establish your purpose.)

3. What do I have to say to them?


(Formulate your message.)

4. How can I best communicate?


(Select your style and tone.)
Is the exchange of information that helps
people interact with technology & solve
complex problems.
Serve various needs
Instructions, User manual, Report, Memo.
Main Features
Reader centered
Accessible and efficient
Often produced by teams
Delivered in paper and digital versions
Purposes
Anticipate and answer questions
Enable people to perform task or to follow
a procedure
Influence peoples thinking
Write a set of instruction that directs a
friend driving from the nearest exit to your
hometown (house).
When writing the instructions please
include all the crucial points/landmarks
leading to your house.
On another piece of paper, draw the map
based on the given instructions.
Clarity (verb)
Conciseness
Organization
Correctness
IDENTIFYING YOUR AUDIENCE

Keep in mind:
Members of each audience differ in backgrounds,
experiences, needs, and opinions.
How you picture your audience will determine what
you say to them.
Viewing something from the audiences perspective
will help you select the most relevant details for that
audience.
Some Questions to Ask About
Your Audience
1. Who is my audience?
2. How many people will make up my audience?
3. How well does my audience understand English?
4. How much does my audience know about the writing
topic?
5. What is my audiences reason for reading my work?
6. What are my audiences expectations about my written
work?
7. What is my audiences attitude toward me and my
work?
8. What do I want my audience to do after reading my
work?
Establishing Your Purpose

Get straight to the point

At the start of your message, state your goal clearly.


I want to teach new employees the security code for logging on to the company
computer.

State your purpose clearly at the beginning of every email, memo, letter, or report.
This email will explain new employees with the security measures they must
take when logging on to the company computer.

In the following opening purpose statement, note how the author informs the reader
what the report will and will not cover.
As you requested in the last meeting, I have conducted a study of our use of the
Internet to advertise our services. This report describes, but does not evaluate,
our current practices.
Formulating Your Message

A message includes what facts, recommendations, scope


and details of your communication.

The key points you How much information


think readers need to you give readers about
know to perform their the key details.
job.

Keep in mind:
For technical audience supply a complete report with every detail noted or
contained in an appendix.

For other readers - give a short discussion or summary yet complete and
helpful.
Selecting Your Style and Tone

Style
how something is written rather than what is written.
helps to determine how well you communicate with an audience,
how well your readers understand and receive your message.
It involves the choices you make about:
- the construction of your paragraphs,
- the length and patterns of your sentences,
- your choice of words.

* Note:
Technical language and symbols can only be used if the potential
readers are specialists in your field.
Selecting Your Style and Tone

Tone
- Like tone of voice.
- Can be formal and impersonal (a scientific report) to informal and
personal (email to a friend or a how-to-article for consumers).
- Important in occupational writing since it reflects the image you
project to readers. This will determine how they will respond to you,
your work and your company.

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