TECHNICAL WRITING
English for Water Managers
What is Technical Reporting/
Writing/Communication
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Markel, M (1998) defines Technical writing or
communication as “the process of creating,
designing and transmitting technical
information so that people can understand it
easily and use it safely, effectively and
efficiently”.
Technical communication is read by people
who need to carry out procedures and solve
problems.
Definition cont
Examples include – procedure manuals at
workplaces, environment impact statements
where:
 the words and graphics of such documents are
meant to be practical
 Are meant to communicate factual information
that will help your audience to understand a
subject or task to be carried out.
Who creates Technical
Communication?
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Technical Professionals e.g. Engineers,
scientists, business people. According to one
survey carried out in the US, Technical
Professionals can expect to devote at least onefifth of their time to writing ( Anderson, 1985);
Engineers can expect to spend 40% of their
time writing ( Beer & McMurrey, 1997);
Supervisors spend 40% of their time reading
and writing, Managers spend 50% of their time
undertaking the above activities.
Characteristics of Technical
Communication.
Addresses particular readers
 Helps readers solve problems
 Furthers an organization’s goals
 Is created collaboratively
 Uses design to increase readability
 Involves words and graphics
 Involves high-tech tools.
(source : Markel, M.1998 Technical Communication)

The Nature of Technical Writing
Technical writing is a specialty within a field
of writing – writers must lean proper writing
skills, variations in format, clear objectives
 Technical writing characterised by :
(i) Clarity
(ii) Conciseness
(iii)Organization
(iv)grammar
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Attributes of good technical
Writers
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You must be reasonably methodical – plan
your work , look up from time to time to take
stock of what others are doing - keep a clear
head about ways and means for accomplishing
your purpose.
Be objective – try not to get emotionally
attached anything you have written – do not
ask whether you or your colleagues are
Attributes cont.
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Going to be pleased by your writing BUT
rather whether the intended audience will be
pleased, informed, satisfied and persuaded.
Keep in mind that most of what you do will
eventually have to be presented in writing. Do
your work so that it will be honestly and
effectively reportable.
Attributes cont.
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Remind yourself that clarity is your most
important attribute – until the intended reader
can understand it, nothing else can profitably
be done with it.
As someone who must write, understand that
writing is something that can be learned –one
writer who knew well the nature and substance
of writing summed up the way to be successful
with 3 imperatives, namely
Attributes cont.
(i)
(ii)
(iii)
Know your reader
Know your objective
Be simple, direct and concise.
Qualities of good Technical
Writing
Qualities of good technical writing vary,
depending upon audience and objective,
however some qualities are apparent e.g
(i) It makes a good impression when picked up
and read through;
(ii) Has the preliminary matter (content) to
characterize the report and disclose its
purpose and scope;
Qualities cont.
(iii)
(iv)
(v)
Has the body that provides essential
information and that is written clearly
without jargon or padding;
Has when needed a summary or set of
conclusions to reveal the results obtained;
Is designed in a way that it can be read
selectively eg. For some users, only a
summary, by others only an introduction and
conclusions
Qualities cont.
(iv)
(v)
(vi)
(vii)
Has a rationale and easily discernible plan,
such as may be revealed by the table of
contents, headings throughout the report;
Reads coherently and cumulatively from the
beginning to end
Answers readers’ questions as these
questions arise in their minds;
Conveys an overall impression of authority,
Qualities cont
Thoroughness, work and honesty.
ACTIVITY.
* List your present asserts and limitations as a
technical writer.
Basics of Technical Writing
For most writers, the composing process is
broken into 5 parts :
1. Situational Analysis:
as a writer you may have to report results and
conclusions of a scientific experiment etc.
2. Although topics under technical writing are
varied, the purposes are limited. Generally the
purpose is either to INFORM or to ARGUE.
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Basics cont.
•
Be sure to have your topic and purpose in hand
before you proceed in writing your project
•
2. AUDIENCE and PERSONA.
Writers make decisions about both content and
style based upon consideration of audience and
the persona the writer wants to project.
•
Basics cont..
Some questions you need to ask about your
audience:
(i) What is the level of knowledge and
experience of your readers? – these are key
factors in technical writing. Do your readers
understand your professional and technical
language – if they do not, you have to pay
attention to your word choice, choosing
simpler terms where possible, defining terms

Basics cont
(ii)
What will the reader do with the Information
presented? – focus on the readers concerns
and purpose – each case calls for a different
selection of content and a different style
What is your relationship to the reader? – are the
readers your bosses, clients, peers, students,
subordinates.
Basics cont.
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The roles writers find themselves in also
affect their choice of content.
What is your readers’ attitude about what you
are going to say? – audiences can be
suspicious and hostile, they may be apathetic,
friendly, interested – their attitude should
affect how you approach them – if you have an
unfriendly audience, take particular care to
explain your position clearly in language that is understandable but not patronizing.
Technical Writing
End