[ENGL502 / Technical Writing]
[Foundations ]
1
Module 1<Lesson 1>< Foundations >
Course Learning Outcomes:
C1. Demonstrate advanced knowledge and understanding of the
techniques of writing and the key characteristics of effective
technical communication and its global nature.
C2. Create concepts in communication recognizing the typical
technical documents and considering the use of digital
technologies.
Concept of CILO’s
The CILO’s exhibit writing that will assess the ability to
demonstrate the advanced knowledge and understanding of the
nature and principles of the writing techniques for effective
communication globally. This will also envision how people at
work create technical communication. Learners will be able to
create communication concepts recognizing typical technical
documents using digital technologies.
Digital documentation allows all the records to be instantly
searched, saves time and money, allows better collaboration, and
ensures the security of confidential information.
Foundations
Drill/Review
Quick Recall
“ The Procedure and Presentation of Previous Final Term Project”
Motivation: Students are asked to share a writing experience
Engaging and involving in technical communication-regular everyday activity
Technical Communication: Global Collaborative, and Digital
What is Technical Communication
Course Module
[ENGL502 / Technical Writing]
[Foundations ]
2

Technical communication is the exchange of information that helps people interact with
technology, advance workplace, and solve complex problems.

Technical communication helps us interact with technology in our daily lives.
 How do I access my online bank statement?
 Which cable do I use to connect my computer to a new monitor?
 How do I paste a digital photo into document and resize the image.
Main Features of Technical Communication
 Focus In on the Reader, Not the Writer
* Technical documents rarely focus on the author’s personal thought and feelings
* The needs of your readers must come first.
* Users of technical communication are only interested in you-the communicator
to the extent that they want what you have, what you recommend, or how you
speak for your company or organization.
 Document Design Is Efficient and Accessible
* Technology documents may take the form of a brochure, a memo, a report with
different sections, a numbered set of instructions, a Web site, online help, a blog, a
wiki, or an email with PDF attachment.
* Regardless of format and media, the design must be efficient and accessible, making it
easy for readers to find what they are looking for and use the content to perform a task
or answer a question.
 Writing Style Is Clear and Relevant
* Technical communication uses clear language. For example, the instructions for using
a fire extinguisher are written for a wide range of readers.
* Information is relevant if the audience can apply it to the task at hand. Say for
instance, that a person in interested in learning to use the internet service provider
software to connect to the internet.
 Information Is Persuasive, Truthful, and Based on Research
* Persuasion means trying to influence someone’s actions, opinions, or decisions.
* All technical documents are persuasive
* Technical communicator is a problem solver and as such, must be aware of the best
balance between t providing readers with the information they need and persuading
them to respond as desired.
Course Module
[ENGL502 / Technical Writing]
[Foundations ]
3
Communicator as
Problem Solver
Delivering Usable
information
(How do I give readers
what they need.
Being Persuasive
How do I get the
response I want?
Three Primary Purposes of Technical Communication
 Informational Purpose
* The purpose of technical communication is to make information clear and
understandable in order to make business more productive and consumer goods more
convenient. Technical communication helps to advance our economy by ensuring viable
research and development safeguarding design and manufacturing, and protecting
consumers through accurate and informative documents. Being informative, the
following will be the advantages:
- Help employers understand and complete job tasks more successfully.
- Provide backgrounds on which new ideas can be built without repetition.
- prevent problems with the development and manufacturing of products.
 Instructional Purpose
* Technical communication is a field that includes any following form of
communication that can help users to accomplish a defined goal or task. The main
purpose of technical communication is to assist users who need specific
information on completing tasks, using products, operating equipment, and so on.
It also helps business in different ways:
- To be more productive and consumer-oriented.
- Employers set goals properly, understand and complete the tasks
successfully.
- Technical communication provides background, so employers can get new
ideas.
* Technical communication is not only about manuals and instructions, as you
could think, it includes any form of communication, for example:
- Communicating by using technology, such as help files, web pages, and
even social media.
- Communicating about technical topics.
- Providing instructions on how to use a product in the form of
documentation.
Course Module
[ENGL502 / Technical Writing]
[Foundations ]
4
* Technical communicators work in different spheres and make information
accessible to people who need it:
- Product manuals help users to achieve the desired goal easily.
- Training programs provide people with new skills.
- Medical instructions help health stuff provide the treatment properly,
reducing risks associated with incorrect care.
* Usability studies help to find issues with a product and make it more userfriendly.
 Persuasive Purpose
* Sometimes, you may want to persuade your reader to take a particular
action or position on an issue. Finding the appropriate blend of appeals is critical
to making a successful argument; consider that when making your case, you
often have to “win both hearts and minds”—so you’ll need to appeal to both
emotions and logic, do whatever you can to show the reader that you are a
trustworthy source of information, and present your argument at the most
opportune time. In addition to these elements, you should also be mindful of the
word choice and tone so that you are presenting a persuasive argument that is
also constructive and conveys the appropriate tone for your intended audience,
message, and purpose.
Common Types of Technical Documents
 Memos
* Organizations use memos as the primary means of internal written
communication.
* It leaves a record for future reference
* “ Memo” short for memorandum is derived from the same Latin roots as the
words “memorize”, and “remind.”
* Typically distributed to employees within an organization, not to people
outside the organization.
* They are easy to distribute via email or inter-office mail (print copies)
* They provide written documentation about an event or issue
Course Module
[ENGL502 / Technical Writing]
[Foundations ]
 Emails
* Email, short for "electronic mail," is one of the most widely used features of the
Internet, along with the web. It allows you to send and receive messages to and
from anyone with an email address, anywhere in the world.
* They are far more . common than paper memos
* They are used to communicate with clients, customers, suppliers, and
associates world wide
* Generally written more informally and hastily than paper memos.
Course Module
5
[ENGL502 / Technical Writing]
[Foundations ]
 Letters
* The most personal form of technical communication, but they also provide
written records and often serve as contracts.
* A well crafted workplace letter conveys a formal professional impression.
* It presents a reasoned, carefully constructed case and represents not only you
but also your company or organization
* Letters serve as an official notice or record
* Your signature signifies your approval of the message
* Letters often serve as legal document, and so precision is crucial
 Procedures
* They explain how to perform a task step by step; however; procedures are
different in that they always deal with matters of company or organizational
policy.
* Procedures, a special type of instructions, serve as official guidelines for
people who typically are already familiar with a given task
Course Module
6
[ENGL502 / Technical Writing]
[Foundations ]
 Manuals
* May include instructions on how to assemble on how to assemble, set up, and use a
product, but they also include background information, such as technical
specifications or lists of materials.
 Brochures
* To market goods or services, companies produce brochures to explain the causes, and
describe available treatments.
Course Module
7
[ENGL502 / Technical Writing]
[Foundations ]
8
 Instructions
* Explain the step or course action for completing a specific task, such as how to
program a SVD player or how to install system software .
* Instructions spell out the steps required for something a task or series of tasks.
* They come in various formats.
 Reports
* Both long and short are generally based on the study of a specific problem or issue.
* Some reports are strictly informative or values criticized or be treated with disrespect.
Course Module
[ENGL502 / Technical Writing]
[Foundations ]
9
Technical Communication is Global, Collaborative, and Digital

Technical
* Learn as much as possible about the culture and background of your team members or
customers.
* Use the internet or find books that can help you understand the communication norms
for the countries or cultures with which you will be working.
* Be respectful and considerate
* Do nothing that will cause anyone to lose face.

Global
* Avoid the use of humor, slang, and idioms.
* These items are culturally specific, do not translate well, and could be misunderstood
by nonnative audiences.
* Avoid stereotyping.
* Violating a person’s cultural frame of reference is offensive, but so is reducing individual
complexity to laundry list of cultural stereotypes.
* Any generalization about a culture is just that-a generalization. People are still individuals and
should be respected as such.

Collaborative
* Complex technical documents (especially long reports, proposals, and manuals) are rarely
created by one person working alone.
* Teams can work in person or virtually
* Teamwork is successful only when there is strong cooperation, a recognized team structure,
and clear communication.

Digital
*
*
*
*
*
*
*
*
*
*
*
Teams are increasingly distributed across different job sites, time zones, and countries.
Teleconferencing
Email
Instant Messaging
Project management software
Editing software
Digital whiteboards
Web conferencing
Blogs
Intranets
Wikis
Providing Audiences with Usable Information
* Document’s usability is a measure of how well that a document fulfils the information
needs of its audience.
* Locate the information they need easily.
Course Module
[ENGL502 / Technical Writing]
[Foundations ]
10
* Understand the information immediately
* Use the information safely and successfully.
Analyze the Document’s Audience
* Who is the main audience for his document?
* Who else is likely to read it?
* What is your relationship with the audience? Are the multiple types of relationships
involved?
* How familiar might the audience be with the technical details?
* What culture of cultures does your audience represent?
 Primary and Secondary Audience
* Audience - Primary Audience Immediate
* Secondary Audience - People Outside the immediate circle of people who will
be needing the information directly.
 Relationship with Audience
* Are they going to be from inside or outside your organization?
* Do you know your readers personally?
* Are they likely to welcome or reject your information?
* Are they a combination of people from various levels, both inside and outside the
company?
 Audience’s Technical Background
* A document’s technical level needs to target the intended audience.
* The larger the audience the more you must consider the various levels of
expertise and language, content, organization, illustrations, and overall design.
 Audience Cultural Background
* Information needs and preferences often are culturally determined
Determine the Document’s Purpose
* What is the main purpose of the document?
* What other purpose or purpose does the document serve?
* What will readers do with this information?
 Primary and Secondary Purposes
* Decide if the primary purpose of the document is to inform, instruct or persuade
* Determine if the document serves any secondary purposes
* Always write a comprehensive purpose statement
 Intended Use of the Document
* Do my readers simply want to learn facts or understand concepts?
* Will they use my information in making some decision?
* Will people act immediately on the information
* Do they need step-by-step instructions?
Course Module
[ENGL502 / Technical Writing]
[Foundations ]
Know How to Be Persuasive
 Using Claims as Basis for Persuasion
* Claims set the stage for a persuasive appeal
* A claim about what the facts are
* A claim about what the facts mean
* A claim about what should be done
 Connecting with Your Audience
* Get the reader to comply with what you say
* Get the reader identify with what you say
* Get the reader to internalize what you say
 Three Approaches for Connecting with an Audience
* Power Connection
* Relationship Connection
* Rational Connection
Create a Task Analysis for the Document
* Most technical documents entail a series of tasks to be completed
* Define main tasks then subtasks
Consider the Other Related Usability Factors
 Setting
* Determine where your documents will be used
*** how to use the projector for the report presentation
 Potential Problem
* Anticipate what might go wrong
* Consider safety measures
*** connections
 Length
* How much information is enough?
* This depends on what you can learn about your audience’s needs
*** identify the audience
 Format
* Does your audience expect a letter, a short report, or a long formal report with
supplement s (title page, table of contents , appendices, and so on)
Course Module
11
[ENGL502 / Technical Writing]
[Foundations ]
12
 Timing
* Does your document have a deadline?
* Is there a best time to submit it?
* Do you need to break down the deadline into a schedule of milestones
* Will any of your information become out of date if you wait too long to complete
the document.
 Budget
* Does your document have a budget?
* If so, how much?
* Where can you save money?
* How much time can your company afford allot you for creating the document?
* How much money can you spend obtaining permission to use materials from
other sources?
* How much can you spend on printing, binding, and distributing your document?
Develop an Information Plan for the Document
* Once you have a clear picture of the audience, purpose, tasks, and related factors, you
can draft an information plan: an outline based on all previous considerations.
* Begin with a clearly stated purpose statement
Write, Test, Revise, and Proofread the Document






Content
Organization
Style
Layout and Visuals
Ethical, legal and cultural considerations
Strategies for proofreading
* Save it for the final draft
* Take a break before proofreading your final document
* Work from hard copy
* Keep it slow
* Be especially alert for problem areas in your writing
* Proofread more than once
* Never rely only on autocorrect
Recognizing Ethical Issues in Technical Communication
Ethics, Technology, and Communication
* Taking an ethical stance requires a personal decision on how to weight ethical and moral
beliefs against the realities of the job.
* This stance requires consideration on the effects of the decision on the people using the
product, the company and the society at large on job.
* Sometimes standing a ground on an ethical issue may mean losing job or suffering
retaliation from coworkers.
Course Module
[ENGL502 / Technical Writing]
[Foundations ]
13
Types of Ethical Issues
 Medical technologies
 Banking and retail operations
 Environmental pollutants
 Communication
* How much information to include , how to word an issue, or how to shape the
information for your audience.
Note the misleading omission of information about employee confidentiality.
How Workplace Pressures Affect Ethical Values
*
*
*
*
Ethics are often compromised by outside pressure
Despite outside pressures, everyone must maintain ethical standards at all times on the job.
Unethical decisions can harm a company’s reputation.
Unethical decisions can compromise the safety and welfare of workers and customers.
Course Module
[ENGL502 / Technical Writing]
[Foundations ]
Recognizing and Avoiding Ethical Abuses
* Plagiarizing the work of others
* Falsifying or fabricating information
* Suppressing or downplaying information
* Exaggerating claims
* Using visual images that conceal the truth
* Stealing or divulging propriety information
* Missing electronic information
* Exploiting cultural differences
Strategies for Avoiding Ethical Abuses
* Always cite your sources if the information or data are not your own
* Give the audience everything it needs to know
* Give people a clear understanding of what the information means
* Never manipulate information or data in your writing or in your visuals
* Use common sense or follow your company’s confidentiality guidelines
* Do not exploit cultural inequalities or manipulate international readers
* Constantly ask yourself .” Would I stand behind what I have created if I were held
publicly accountable for it?”
Checklist for Ethical Communication
Accuracy
* Explore all sides of the issue and alternatives
* Enough information and interpretation
* Exaggerations, understatements, sugarcoating, or any distortions or omissions
that leaves the recipients at a disadvantage
Course Module
14
[ENGL502 / Technical Writing]
[Foundations ]
Honesty
*
*
*
*
*
Distinction between what is certain and what is probable
Information sources=valid reliable and relatively unbiased
Believing on what is said than advancing hidden agenda
Informing people of the consequences for advocacy
Candid feedback or criticism
Fairness
*
*
*
*
Assurance that document will not harm innocent persons or damage reputations
Legitimate rights to privacy and confidentiality
The right persons to receive the documents
Giving credits to contributors and sources of ideas and information
Exercises:
 What are the communication technologies that you use every day? (Mention at
least 2) How do you interact with technology?
 Which particular tasks in your academic courses you use technology? Why you
have to use such technology? How useful are they?
 What are the problems that you encounter using technology for the tasks you
mentioned?.
Use the given format/template below to answer the questions above.
Course Module
15
[ENGL502 / Technical Writing]
[Foundations ]
16
Wrap up of lessons
References and Supplementary Materials
Books and Journals
1. Gurak, Laura J and Lannon, John M.(2016). Strategies for technical communication 3rd edn:
New Jersey and Ohio: Pearson Education, Inc.
2. Oliu, Walter E., et al. (2016). (12TH Edition).Writing that works-Communicating effectively on the
job. USA. Bedford Media
3. Tabalan, D.A. (2016). Common Verbal & Non-Verbal Communication Practices in the
Workplace of Multi-National Companies. IARJSET. March, 2016.
4. Will Fleming. (2017). Technical Writing for Technicians
5. 5 Common Types Of Business Correspondence. Posted on Tuesday, September 19, 2017
by Founders Guide
Course Module
[ENGL502 / Technical Writing]
[Foundations ]
17
6. Markel, M. (2015). Introduction to technical communication. In Technical
Communication (pp. 7-9). Boston: Bedford/St. Martin's.
Online Supplementary reading Materials
1. L. Lin. (2017, November). What is technical writing? [Web log post]. Retrieved from
http://www.stc-psc.org/what-is-technical-writing/
2. Kurt Vonnegut. Online technical communication: Pedagogy, instructional design, and
student satisfaction in Internet-based distance education.
http://hdl.handle.net/2346/10988
3. What is Technical communication? https://study.com/academy/lesson/technical-
communication-definition-purpose.html
4. What Is a Memorandum? https://www.thoughtco.com/memorandum-memo-term-
1691377
5. Email: https://techterms.com/definition/email
6. Letters: https://www.dictionary.com/browse/letters
Online Instructional Videos
1. Technical Communication; https://www.youtube.com/watch?v=w9ZFYbeIU78;
updated 7March2017; accessed 10May2020
Course Module