What is Technical Writing?

“Technical writing conveys specific information about a technical subject to a specific audience for a specific
purpose… The words and graphics of technical writing are meant to be practical: that is, to communicate a body of
factual information that will help an audience understand a subject or carry out a task.”

Q: Keeping this definition in mind, what are some examples of technical writing?

A: Encourage responses from the students and comment on their answers. Answers will vary but may include: user
manuals, instructions and training materials, maintenance manuals, software documentation, online help for games and
software, advertising copy, data books and catalogs, instructional posters, speeches and presentations, presentation
materials, press releases, newsletters, cookbooks and clothing patterns, scripts for training and promotional videos,
business letters, resumes and cover letters, contracts, proposals, grants, feasibility reports, training materials,
questionnaires and forms, research and scientific papers.

As you are showing the examples explain the types of writers for each example. I.e. Email, suggestions – any employee;
exploded diagram – engineer, technician; specifications – engineers, department technical writer.

Let’s discuss the characteristics of effective technical writing. Show the “Characteristics of Effective Technical Writing”
poster (Appendix B).

Characteristics of Effective Technical Writing:

• Clarity – easily understood by intended audience

• Accuracy – factual, correct, free from bias

• Comprehensiveness – all necessary information included

• Accessibility – headings, indexes, table of contents

• Conciseness – clear without excess verbiage

• Correctness – grammatical and follows conventions

Technical writing is the practice of documenting processes, such as software manuals or instructional materials.
Traditionally, it was limited to user manuals of some sort.

New Definition of Technical Writing

Today technical writing encompasses all documentation of complex technical processes. It includes reports, executive
summary statements, briefs. Any time technical information is conveyed in writing at work, it is, by definition, technical
writing.

This can include high-tech manufacturing, engineering, biotech, energy, aerospace, finance, IT, and global supply chain.

The format is no longer bound to lengthy user manuals. Technical information must be distilled and presented
unambiguously. This can come in the form of technical reports, emails, policy, briefs, and press releases.

The bottom line is if you work in a technical field you are most likely performing technical writing.

How is Technical Writing Different Than Business Writing?

The new definition starts to sound a lot like the definition of business writing.

Be warned, technical writing is not exactly the same as business writing.

Yet the process and outcomes of technical writing are unique. In the rest of this post, we will explore exactly what a
technical writer does. We will review examples of technical writing and what you need to do to become a professional
technical writer.

What Is the Job of a Technical Writer?

The job of a technical writer will differ depending on the industry and company that they are employed with.

They often work on multidisciplinary teams functioning as the mediator between the more technical staff and less
technical reader. They will work closely with these teams to develop a communications strategy.

Their responsibilities often extend beyond just writing. They must understand the entire project from high-level goals to
the intricacies of implementation.

How Do You Become a Technical Writer?

Technical writing can be a lucrative full-time profession. The United States Bureau of Labor Statistics estimates the
average salary of a technical writer in the United States is $69,850 a year. Glassdoor estimates salaries start around
$41,000 and increase to $91,000 for senior technical writers.

We have a full guide that teaches you step-by-step how to become a better technical writer. This is a great resource if
you are looking to quickly improve your skills or see if technical writing is right for you.

We also offer a technical writing course. This report writing course will guide you through the optimal report writing
process. After the course, you will be able to write faster and with more clarity.

The course is designed for professionals in all industries. You don’t need to be a full-time technical writer to benefit from
the course.

You can see the course outline here.

Documents Written by a Technical Writer

Your job and industry will dictate exactly what type of materials you will write.

Here is a list of the documents you could be expected to write in a technical manner:

Technical Reports

Emails conveying technical information

Memos

User Interface Text

Guides and User Manuals

Press Releases

White Papers & Case Studies

Executive Summaries

Balanced Scorecards

Product Descriptions

Proposals

Reports
Websites

At first, it may be overwhelming to see so many different types of documents. But each document uses a similar writing
process and draws on an established set of skills. If you develop a process, you can apply it to any technical document
you are creating.

Learn technical writing with an online course

Skills Needed for Technical Writing

To be a successful technical writer, there is a core set of skills that you will want to master. Here are some of the most
common skills needed to be successful:

Research

Research is one of the first steps in technical writing. After you have an assignment, you will be responsible for collecting
the data (numerical and non-numerical) and turning it into valuable information.

Research can come from a variety of places including:

On-Site Data

Online and Intranet Publications

Interviews

Libraries and Research Databases

After you have researched, you will need to synthesize and begin planning your document organization.

Audience Perception

The technical information you research and gather has to be shaped for reader interest, understanding, and perception.

Technical writers often have to communicate highly technical information to a non-technical audience. Therefore, an
early step in the most effective technical writing process is analyzing your audience carefully so you can match
information to their needs.

Communication Skills

Communication skills are imperative to be a successful technical writer. You will likely be working with multiple teams
and individuals from differing roles.

Your ability to listen, record, and communicate will be crucial.

Technical Skills

It is imperative that you understand the technical nature of the content you are writing about.

It is difficult to clearly convey a concept that you have not mastered. Many technical writers have academic or
workplace experience in the topic they are writing about and many technical writers have job titles of engineer,
geologist, seismologist, financial analyst, or business analyst. They are employed in technical positions and have to
summarize information cross-functionally to other areas of the company.

Technical writing is slightly easier if you come from the technical side and are learning to write. It is sometimes more
difficult if your background is in writing and you are trying to learn the technical content.

Writing

Excellent writing skills ensure your documents are easy to read and are free of errors. Writing encompasses many of the
other skills on this list.
It is important that you have the correct tone, style, and format for your document.

Often these rules are outlined by the employing organization in a style guide.

Document Design

You may be responsible for adding graphics to complement your document.

It is important that the graphics aid the reader in comprehending the information. Graphs, tables, and charts are
commonplace in technical reports.

You will also need to be proficient in formatting documents. The formatting should be professional and aid the reader in
navigating the document. Headings should be easy to skim, and the content should be organized logically.

A poorly designed document will make it more difficult for the reader to understand the content. Document design is a
key aspect of technical writing.

Fluency with Digital Tools

Today writers must use multiple tools during the technical writing process. This often goes beyond basic text editors.
Technical writers are expected to be able to create graphics and annotate images and screen captures and extract data
from Excel and convey that data in charts and tables.

Additionally, they can utilize planning, writing, and editing tools used by business writers. We have compiled a list of our
top business writing tools here.

User Research and Testing

Some forms of technical writing may require user research and testing. An example application where detailed research
and testing would be appropriate is a written guide instructing engineers how to fix a faulty mechanism on a deep ocean
oil rig.

It is important that the documentation is easy to follow, especially if the application is crucial to a major function. To
accurately write the guide, the writer may first observe how engineers solve the problem. They may use recording
devices or just notes to write down the research. This type of research is closely related to testing.

Testing is necessary to ensure your document functions as intended.

After the writer has completed a draft of the document, they may give it to a test group to read. They can then observe
the end users following the instructions in real time.

They may follow-up with a focus group or survey to get feedback on the usefulness of the document. They will use these
real-world insights as they revise the document.

Even in less complex or critical applications, it is always a good idea to have a third party read over the text. This helps
combat the curse of knowledge. The curse of knowledge is a cognitive bias that an individual has when trying to explain
something they already understand. As an expert, it is hard to put yourself in the shoes of the learner who is less
experienced.

This is why having a second set of eyes look at the document can help alert you to areas that need to be improved.

Industries That Use Technical Writing

Today technology has expanded into every facet of business. Companies continue to develop ever more technical
processes in search of higher efficiency and profit.

Below is a list of industries where strong technical writing is required.

Biotech & Pharmacy

Consulting
Energy and Chemical

Engineering

Information Technology

Financial Services

Government & Nonprofit

Insurance

Manufacturing

Supply Chain

How to Improve Your Technical Writing Skills

You don’t need to have the title of “technical writer” to utilize technical writing skills in the workplace. If you work for a
company that deals in highly skilled or technical or analytical work, you likely already conduct technical writing.

Read

One of the best ways to become a better writer is to read. Reading helps you train your brain to understand how to
write. The more you read, the easier writing will become for you.

It is critical that you are reading relevant and high-quality documents. Look for documents produced by competitors or
writers in related industries. Examine their writing to determine how they organize information through written text.

Create a Process

Having a process keeps you from “getting stuck” while writing. Having a clear workflow will help you systematically
accomplish your work. We teach a specific process for technical report writing in our technical writing course.

Seek Feedback

Getting subjective and objective feedback on your writing is one of the fastest ways to improve your skills. That is why
we emphasise individual feedback in all of our courses.

To improve your writing, you need someone to review not only the grammar and syntax but also your approach and
methods as a writer.

To truly master technical writing you need to get feedback from a mentor. This may be someone in your organization or
through a professional development group. Another great option if you are taking an online course is working with your
instructor to improve your writing techniques.

Take a Course

Taking a class can be one of the most efficient ways to quickly boost your writing skills. You want to ensure you are
enrolling in a course that specializes in technical writing.

It is imperative that the course includes one-on-one feedback and instruction. If you are considering taking an online
course (or hiring an instructor to conduct an on-site workshop) make sure to check out our guide on how to choose an
online business writing course.

All our technical writing courses come with award-winning instructor feedback. You can view our technical writing
course here.

Practice

Repetition is the key to cementing your new skills. Look to incorporate new concepts into your work. You can even
review old work to critique what you would do differently if you were to write the document today.
Verify that the course you take includes practice opportunity. For example, does the course require you map the
organization and sequence of a technical document? Since this is a core technical writing skill, you want to make sure
you get professional feedback on your ability to do this.

The Role of Technical Writing

We hope this guide has helped you to understand the role of a technical writer. The goal of a technical writer is to
enable your readers to understand a highly complex process or concept clearly.

The field is quickly developing. Let us know in the comments section below if you have any additional questions. If you
would like to take our technical writing course, you can view the course overview and outline here.

Types of Technical Reports

In our course, you can choose to write one of the following types of reports (details on contents, organization, and
format for some of these reports can be found in Appendix C):

Technical-background report.

The background report is the hardest to define but the most commonly written. This type of technical report provides
background on a topic--for example, solar energy, global warming, CD-ROM technology, a medical problem, or U.S.
recycling activity (see Figure 2-2 for more topic ideas). However, the information on the topic is not just for anybody
who might be interested in the topic, but for some individual or group that has specific needs for it and is even willing to
pay for that information. For example, imagine an engineering firm bidding on a portion of the work to build a
hemodialysis clinic. The engineers need to know general knowledge about renal disease and the technologies used to
treat it, but they don't want to have to go digging in the library to find it. What they need is a technical background
report on the subject. (For details on contents, organization, and format, see the section on technical-background
reports.)

Instructions.

These are probably the most familiar of all the types of reports. Students often write backup procedures for the jobs
they do at their work. Others write short user manuals for an appliance, equipment, or program. If there is too much to
write about, they write about some smaller segment--for example, instead of instructions on using all of WordPerfect,
just a guide on writing macros in WordPerfect. (See the details on contents, organization, and format of instructions.)

Feasibility, recommendation, and evaluation reports.

Another useful type of report is one that studies a problem or opportunity and then makes a recommendation. A
feasibility report tells whether a project is "feasible"--that is, whether it is practical and technologically possible. A
recommendation report compares two or more alternatives and recommends one (or, if necessary, none). An evaluation
or assessment report studies something in terms of its worth or value For example, a college might investigate the
feasibility of giving every student an e-mail address and putting many of the college functions online. The same college
might also seek recommendations on the best hardware and software to use (after the feasibility report had determined
it was a good idea). In practice, however, it's hard to keep these two kinds of reports distinct. Elements of the feasibility
and recommendation report intermingle in specific reports--but the main thing is to get the job done! (For further
details on contents, organization, and format, see the section on feasibility and recommendation reports.)

Primary research report.

Primary research refers to the actual work someone does in a laboratory or in the field--in other words, experiments and
surveys. You may have written a "lab report," as they are commonly called, for one of your previous courses. This is a
perfectly good possibility for the technical report as well. In this type of report, you not only present your data and draw
conclusions about it, but also explain your methodology, describe the equipment and facilities you used, and give some
background on the problem. You can modify this type by summarizing other primary research reports. For example, you
could report on the research that has been done on saccharine. (For further details on contents, organization, and
format, see the section on primary research reports.)

Technical specifications.

In this report type, you discuss some new product design in terms of its construction, materials, functions, features,
operation, and market potential. True specifications are not much on writing--the text is dense, fragmented; tables, lists,
and graphics replace regular sentences and paragraphs whenever possible. Thus, specifications are not a good exercise
of your writing abilities. However, you can write a more high-level version--one that might be read by marketing and
planning executives. (For details on contents, organization, and format, see the section on technical specifications.)

Report-length proposal.

As you may be aware, proposals can be monster documents of hundreds or even thousands of pages. (Please, not this
semester.) Most of the elements are the same, just bigger. Plus elements from other kinds of reports get imported--such
as feasibility discussion, review of literature, and qualifications; these become much more elaborate. The problem with
writing a proposal in our technical-writing class is coordinating it with the proposal you write at the beginning of the
semester (a proposal to write a proposal, come on!). Several students have set up scenarios in which they proposed
internally to write an external proposal, in which they went after some contract or grant. (For on contents, organization,
and format, see the section on proposals.)

Business prospectus.

If you are ambitious to run your own business, you can write a business prospectus, which is a plan or proposal to start
a new business or to expand an existing one. It is aimed primarily at potential investors. Therefore, it describes the
proposed business, explores the marketplace and the competition, projects revenues, and describes the operation and
output of the proposed business. (For details on contents, organization, and format, see the section on business
prospectuses.)

Don't feel constrained by this list; if there is a type of technical document you want to write not listed here, talk to your
instructor. It may be that we are using different names for the same thing.

Characteristics of Effective Technical Writing:

• Clarity – easily understood by intended audience

• Accuracy – factual, correct, free from bias

• Comprehensiveness – all necessary information included

• Accessibility – headings, indexes, table of contents

• Conciseness – clear without excess verbiage

• Correctness – grammatical and follows conventions

“Technical writing conveys specific information about a technical subject to a specific audience for a specific purpose…
The words and graphics of technical writing are meant to be practical: that is, to communicate a body of factual
information that will help an audience understand a subject or carry out a task.”