What is technical writing?
Writing to a specific audience, for a
specific purpose and outcome
Professional or business writing
Different from other types of writing
(personal, academic, creative etc)
Memos, email, IMs, letters, reports
General principles
use simple English, short sentences
easier to understand
avoid jargon (technical terms),
abbreviation, slang
consider international readers
Accurate
Brief
Clear
Remember “APAST”
A: Audience
P: Purpose
A: Action
(who)
(why)
(what)
Style
◦ precise
◦ concise
Tone
(how)
Style
how something (not what) is written
choices about paragraph construction,
sentence length and patterns, and
word choice
always keep your audience, purpose
and action in mind
brief, clear, simple, to the point
long, unclear, repetitive, bombastic,
lacks details, formal/stock phrases
Tone
your attitude toward a topic and
audience (emotional overtone)
affects how the audience feel and
respond to you
objective, professional, (in)formal,
respectful, courteous, helpful, friendly
condescending, demanding, rude,
threatening, not diplomatic, negative
Style (concise)
Avoid redundant/extra words
Examples:
1. The most perfect solution.
2. Please return the report back to me.
3. The true fact of the matter is …
4. The two firms are cooperating together.
5. They refused to accept our offer.
Style (concise)
Avoid verbosity (too many words). Keep
your sentences short and easy to
read/understand.
Examples:
1.
I would like to take this opportunity to
congratulate you on your new appointment.
2.
In the event that your payment does not arrive
on time …
We were unaware of the fact that ….
I am of the opinion that we should decline.
3.
4.
Style (precise)
Be clear and specific, include essential
information.
Examples:
1.
I’ll see you next week. (Date? Time? Place?)
2.
Please submit the report. (Which one? When?
To whom?)
Thank you for your order which we received
some time ago. (Which order? When?)
Please go to the main office and see the
clerk. (Where? Who?)
3.
4.
Tone
Which of the following messages has a
more appropriate tone? Why?
Memo 1: It has been brought to my attention that
an increasing amount of damage to company
furniture has occurred recently.
[Condescending, bossy, not friendly]
Memo 2: There has been an increase in the
amount of damage to company furniture
recently.
[Neutral, objective (stating the fact)]
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