COURSE INFORMATION

Course Description: Technical Writing in the Professions

Course Code: ELSCOG101
Course Credit: 3 Units
Year Level: 2nd Year BAEL Students
Semester Offered: 2nd Semester

COURSE INTRODUCTION

In a globalizing world, communicating effectively and clearly is a necessary skill to succeed in any chosen
career. This course will provide you with a background in the practical, technical writing skills essential in
today’s workplace by introducing you to the basics of technical writing using a business communication
perspective and a reader-centered approach. This will cover internal workplace communications, external
business-to-business and business-to-consumer writing skills, presentations and how to use visuals
effectively, writing clear instructions and process documents, and using social media effectively.

Because the goal of this course is to improve your ability to write clear, comprehensible examples of
technical writing, most subunits include short writing activities that will give you hands-on experience in
many different writing tasks. Also, each unit includes a series of writing self-assessments that will allow
you to evaluate your own writing based on a specific criterion and will provide examples and commentary
on how to write successfully. This practical focus on specific writing skills will help you learn the writing
skills you'll need in the workplace, and by the end of the course you will feel comfortable tackling a wide
variety of workplace communications.

This course is comprised of the following units:

Unit 1: Introduction to Technical Writing

Unit 2: Correspondence
Unit 3: Visual Appeal
Unit 4: Communicating on the Internet
Unit 5: Writing a Manual
Unit 6: Writing a Proposal

COURSE LEARNING OUTCOMES

1. Understand professional writing by analyzing different technical writing materials

2. Practice the unique qualities of professional rhetoric and writing style, such as sentence
conciseness, clarity, accuracy, honesty, avoiding wordiness or ambiguity
3. Demonstrate improved competence in Standard Written English, including grammar, sentence
and paragraph structure, coherence, and document design (including the use of the visual), and
use this knowledge to revise texts
4. Explore different format features in both print, multimedia and html documents, and develop
document design skills
5. Exhibit ethical, international, social, and professional constraints of audience, style, and content
for writing situations and
6. Conceptualize, plan, and design effective communication materials
Module 1
Number
Module Title INTRODUCTION TO TECHNICAL WRITING

Lesson 1 Technical Writing: A Definition

Description of This lesson will introduce you to the fundamentals of the course such as its
the Lesson definition, importance, and characteristics.
Lesson At the end of this lesson, you will be able to:
Objectives a. define technical writing;
b. provide examples of technically written correspondences and;
c. rewrite a text guided by the characteristics of good technical writing.
Lesson Proper
Activity WHAT IS TECHNICAL WRITING?

Having read the course description, I am sure you already have an idea of what
technical writing is, and simply giving you the definition of words will take out the
fun in learning. So, let us put a little in it!

I will give you the following five (5) key words—use them in writing a unique yet
accurate definition of technical writing in two (2) sentences or less. It is also your
chance to get those neurons to work. After all, this course is about writing, right?

KEY WORDS:
COMMUNICATION, PRECISE, SIMPLE, PROFESSIONAL, CORRESPONDENCES

Technical Writing is a means of communication focusing on the reader that gives

precise and simple ways of accessing information. The writer correspond to the
reader by creating documents that are in proper format and in relation to the
profession of the reader.

Your answer will be graded using the rubric below. Use it as your guide in
obtaining the highest possible score.
Criteria Scores
Use of Key The student is The student is able The student is only
Words able to use all 5 to use three to four able to use one to
key words and (3-4) key words and two (1-2) key words
present a brief present a brief and present a
definition in 2 definition in 2 definition in more
sentences or less. sentences or less. than 2 sentences.
(1)
(3) (2)
Definition The student The student The student
provided a provided a definition provided a definition
definition of of Technical Writing of Technical Writing
Technical Writing that is acceptable. that is confusing and
that is accurate. out of context.
(3) (2) (1)
Analysis Based on your definition of Technical Writing, try to label the following written
forms whether they are considered technical or non-technical writing samples:

1. User Manual – Technical Writing

2. Fiction Novel – Non-Technical Writing
3. Movie Script – Non-Technical Writing
4. Proposal – Technical Writing
5. Memos – Technical Writing
6. Poem – Non-Technical Writing
7. Resume – Technical Writing

Now, try to think of other samples of technically written outputs.

8. Thesis
9. Research Paper
10. Annual REports

Well done!

WHY IS TECHNICAL WRITING IMPORTANT?

Have you written any of those mentioned technical writing samples? Do you
think you will have to write some of those mentioned now as a college student or
perhaps in your future career? If your answer is yes, then you would agree that
technical writing is quite essential.

To explain further what makes technical writing important, consider these

writing possibilities:

1. You have just graduated from college. Now, it is time to get a job. You
need to write a resume and a cover letter to show your desired
employers what assets you will bring to their institution.
2. As an English teacher in DepEd, you were tasked to spearhead a
committee in creating a community project that will aid non-readers of
your school’s locale. To do so, you must write a project proposal and
other communication letters necessary.
3. You are a customer. You have ordered a laptop from an international
manufacturer overseas. Unfortunately, the part was shipped to you five
days later than stated in the notification you received. Also, it arrived
with defects. You need to write a letter of complaint.
4. You are an IT graduate. You work in a tech company. You were tasked by
your boss to create and design a website for your products, complete
with their description and specifications.
In other words, no matter what your occupation may be in the future, even now
as a college student, it is inevitable that you will need to produce technical
writing for a host of reasons and for different readers.
 Currently, can you think of curricular or co-curricular activities you may
encounter this semester that may need your technical writing skills? List down at
least two (2) and identify your anticipated reader/s. Example: Writing down
minutes of meetings for our organization to be read by school officers and adviser

1. Research Paper as a requirement to be submitted to our teacher.

2. School Proposal for a new project or building in school.

Abstraction KEY CHARACTERSITICS OF TECHNICAL WRITING

Looking at your previous responses, try to answer the following questions with a
YES or NO:
1. Is it okay to use creative language in technical writing? YES
2. Should I always use highly technical terms? NO

To find out if your answers are correct, keep reading!

Technical writing, just as any other form of writing, has certain characteristics
which distinguish it from other types of writing. It is very different from writing
opinion pieces, essays, prose, non-fiction, or fiction. Technical documents are
written in a business writing style rather than one that is academic or creative in
nature (White, n.d.)

In each of those samples of technical writing, the technical writer’s goal is to

create text that is clear, concise, easy to understand, and easy to navigate.
Technical writing presents and explains a subject matter in a clear, objective,
accurate, concise, and unemotional manner (Manalo & Fermin, 2007).

According to White (n.d.) and Bazanova, E. (n.d.), good technical documentation

should have—but is not limited to—the following characteristics:

CORRECT. Information presented in the text must be exact and factual. In

technical writing, there is no room for opinion when presenting information.
Everything must be objective and based on facts. Also, grammatical accuracy is
mandatory.

✘ COVID-19 is currently the world’s deadliest disease. ✓

COVID-19 has claimed 925,000 deaths as of counting.

✘ Education sectors has decided to adapt flexible learning. ✓

Education sectors have decided to adapt flexible learning.
CLEAR AND PRECISE. Technical writing presents information clearly, leaving little
to no room for misunderstanding. It requires the use of clear, understandable
diction. Avoid an eloquent writing style as well as words that your reader may
not understand. The language used should be very precise, describing objects
and procedures in an exact manner. Using other synonyms or closely related
words may twist the meaning of the statement.

✘Tilt the screen slightly to the right. (the term slightly can have different
interpretations among diverse readers)
✓ Tilt the screen 45° to your right.

✘ We are looking for a babysitter for our precious six-year-old who doesn’t drink
or smoke and owns a car. (misplaced modifier)
✓ We are looking for a babysitter who doesn’t drink or smoke and owns a
car for our precious six-year-old.

✘In addition to examination of Western enlightenment, a pupil ought to remain

to apply one's mind to Oriental, African, or choice cultures. Such an enlarged
edifying trance would guest of empathy of latter-day universal public. (use of
eloquent diction)
✓ In addition to studying Western culture, students should be required to
study Asian, African, or other cultures. This expanded cultural study would foster
understanding of the modern global community.

COMPLETE. Technical writing is very detailed and informative. It usually answers

the WH (what, when, where, why, how) questions.

✘ The president gave a speech yesterday.

✓ The Mr. Rodrigo Duterte, president of the Philippines, gave updates
yesterday, August 24, 2020, via live telecast, regarding the nation’s COVID-19
response.

CONCISE. In technical writing, writers are often given a word limit. Readers also
would naturally prefer short statements. Hence, writing for brevity is important.
Why say in 15 words what you can say in 5?

✘This meteorological data file was chosen due to the fact that the mill is also
located on the north side of the valley. (23 words)
✓This meteorological data file was chosen because the mill is also located on the
north side of the valley. (19 words)

Notice that the use of a verb-based style significantly reduces the amount of
words compared to using a noun-based style writing (Whitmore, 2004):
NOUN-BASED STYLE
Everything today has the requirement of the conformity of people to some
standard. There is the requirement to be similar in their speech and in their
beliefs. If you have different ideas, people have the thought you are odd. Our
fear stops the expression of our thoughts about our surroundings. We must
have a resemblance to our neighbours or friends. Because there is so little we
can do to be individuals, it is my thought that we would commit an error by the
imposition of a dress standard on students. It would be a loss to their expression
of individuality. (100 words)

VERB-BASED STYLE
Everything today requires people conform to some standard. Similarity is
required in how they speak and what they believe. If your ideas differ, people
think you are odd. We fear expressing what we think about our surroundings.
We must resemble our neighbours or friends. Because there is so little we can
do to be individuals, I think we would err by imposing a dress standard on
students. They would lose a way to express individuality. (75 words)

Here are some other tips from The Writing Center (University of North Carolina)
to help you write concisely:

1. Eliminate redundant pairs

When the first word in a pair has roughly the same meaning as the second, choose
one.
Common examples of redundant pairs include: full and complete, each and
every, hopes and dreams, whole entire, first and foremost, true and accurate,
always and forever.

Example: For each and every book you purchase, you will receive a free
bookmark.
Revision: For every book you purchase, you will receive a free bookmark.

2. Delete unnecessary qualifiers

Often we use qualifiers that really aren’t necessary to express our meaning (such
as “really” in this sentence).
Common qualifiers include: actually, really, basically, probably, very, definitely,
somewhat, kind of, extremely, practically.

Example: Because a great many of the words in this sentence are basically
unnecessary, it would really be a very good idea to edit somewhat for
conciseness.
Revision: Because many of the words in this sentence are unnecessary, we
should edit it.

3. Identify and reduce prepositional phrases

Overuse of prepositional phrases (which begin with words like “in,” “for,” “at,”
“on,” “through,” and “over”) can make a sentence clunky and unclear.
Example: The reason for the failure of the basketball team of the University of
North Carolina in the Final Four game against the team from Kansas was that on
that day and at that time, some players were frequently unable to rebound the
ball.
Revision: UNC’s basketball team lost the Final Four game against Kansas because
it could not consistently rebound the ball.

4. Locate and delete unnecessary modifiers

Sometimes the meaning of a word or phrase implies its modifier, making the
modifier unnecessary.

Example: Do not try to anticipate in advance those events that will completely
revolutionize society.
In this example, “anticipate” already implies that something is in advance, and
“revolutionize” already implies that something will be completely changed.
Revision: Do not try to anticipate revolutionary events.

5. Replace a phrase with a word

Many commonly-used phrases can be replaced with single words. These phrases
often crop up in writing that requires a formal tone, but they detract from, rather
than add to, meaning.

“The reason for”, “due to the fact that”, “in light of the fact that”, “given the fact
that”, and “considering the fact that” can be replaced with because, since, or
why.
“In the event that” and “under circumstances in which” can be replaced with if.”It
is necessary that” and “cannot be avoided” can be replaced with must or should.
“For the purpose of” can often be replaced with an infinitive verb (the “to ____”
form of the verb).

Example: In the event that going out for the purpose of eating with them cannot
be avoided, it is necessary that we first go to the ATM, in light of the fact that I
am out of cash.
Revision: If we must go out to eat with them, we should first go to the ATM
because I am out of cash.

6. Identify negatives and change them to affirmatives

Expressing ideas in negative form means you must use an extra word; it also
makes readers work harder to figure out your meaning.

Example: If you do not have more than five years of experience, do not call for an
interview if you have not already spoken to human resources.
Revision: Applicants with more than five years of experience can bypass human
resources and call for an interview.

7. Use the active voice.

Use of the passive voice is not a grammatical error. It’s a stylistic issue that
pertains to clarity—that is, there are times when using the passive voice can
prevent a reader from understanding what you mean
Example: The 1780 constitution of Massachusetts was written by John Adams.
Revision: John Adams wrote the 1780 Massachusetts Constitution.

Example: The letter was taken to the mailbox by Sally.

Revision: Sally took the letter to the mailbox.

CONSISTENT. Technical writing needs to have an obvious composition that

makes it easy for readers to follow along. Similar information should be
structured and presented in a consistent manner. For example, if you have an
overview at the start of a procedure, ensure all procedures have such an
overview.

✘ Do not use two different icons to indicate STOP in different parts of your
paper.
✓ Choose and use one of the icons consistently.

DENOTATIVE. Technical writers relay information in a way that is direct and

straight to the point, without the use of literary devices. This type of writing
relies on the denotative meanings of words to ensure that misunderstandings
don’t occur due to differing interpretations based on connotation.

✘The media were swarming around the pileup on the innerbelt to capture every
conceivable injury for the evening news.
✓ The journalists were on the scene at the innerbelt crash to document the
incident for the evening news.

However, in his study “Humanizing Technical Communication with Metaphor”,

Ashley McClure (2009) asserts that using figures of speech such as metaphors can
help readers understand highly complex technical content, that is “if employed
carefully and skillfully”. For instance, sensitive communicative situations may
allow the use of euphemism in lieu of clarity and conciseness. (So, that means
the answer to question 1 could be yes or no. )

SOLUTION-ORIENTED. Technical documents should be created with problem

solving in mind. Readers use these documents to learn how to perform certain
tasks or gain technical information, so they should be easy to follow and
organized in a way that’s easy to refer to as questions come up.

WELL-ILLUSTRATED. Technical writers use illustrations, screen shots, tables,

icons and similar graphic elements where possible. They are not used as designs;
they complement the writing. This is especially helpful when readers need a
visual aid rather than just text instructions in doing a task or a procedure.
READER-ORIENTED. Technical writing means you are writing for other people.
You may have observed that all the above-mentioned characteristics of technical
writing consider and benefit the reader. If your text is not understood by your
target audience, then your writing may be in vain. Also, politeness and
consideration can go a long way especially when writing for formal and
professional purposes. Hence, always have the reader in mind.

Certainly, you may think of other important characteristics that technical

documents should have. Try giving one (1) more with a brief explanation (2-3
sentences) as to why you think it is relevant.

1. Logical and Sequential

Writings should not contradict itself. Information should not be against
the idea of the document. All the information in the writing or document
should be in a step-by-step pattern to have a sense with respect to one
another.
Application In this activity, try applying what you have learned. Rewrite the following
statements to adhere to some of the characteristics of good technical writing. You
may add your own writing to improve the statements:

CONCISENESS
1. This report is an attempt to identify those areas that could be improved
and make recommendations on how they might change for the better.
(rewrite to 9 words)
The report identifies areas that needs improvement for
2. Her report makes a recommendation that we do a study of the problem.
(rewrite to 7 words)
She recommends the study of the problem.
3. It has been raining cats and dogs the whole weekend.
The whole weekend rains heavily.
4. It is necessary that someone make a decision on a personal basis due to
the fact that the preponderance of us cannot form a consensus of opinion
about how to bring the matter to a conclusion. (rewrite to 12 words)
Someone needs to decide because most of us cannot make a solution.
5. There is a natural desire among adolescents to experience freedom from
authority. (rewrite to 6 words)
Some youth wants to experience freedom
CORRECTNESS
6. Let me sight this most recent case as an example.
Let me set this recent case as an example.
7. You’re best chance for landing this contract is to manufacture a better
product.
Your best chance for getting this contract is to make a better product.
8. The communications between the programmer and the rest of the
company tends to be informal.
There is an informal communication with the programmers and the rest
of the company.
COMPLETENESS and CLARITY
9. Donations for those affected by the typhoon can be made online.
Cash donations for those who are affected by the typhoon can be done
online thru G-cash or bank transfer.
10. According to experts, tomorrow’s weather will be unpleasant.
According to the experts, we may experience bad weather tomorrow.
CLARITY and PRECISENESS
11. The patient was referred to the physician with stomach pains.
The patient with stomach pain was referred to a physician.
12. We need this information as soon as possible.
This information is needed immediately.
13. Fire in the office caused substantial loss.
People fired in the office results in substantial loss.
 The fire that started in the office caused us substantial losses.
ACTIVE vs PASSIVE VOICE
14. Misapplication of a dry film lubricant has been the primary cause of
defectiveness.

15. The terms of reference for this study have been provided by the agency.

Metacognition Share a brief reflection guided by the following questions:

1. Before this lesson, what did I think of technical writing?
I thought that technical writing should be in formal and always use
technical term. And that creativity should not be included. The writings
should be corresponding with your reader and it should be of easy
access of information.

2. After this lesson, what certain misconceptions of technical writing did I

unlearn?

One is that it should not always use technical words just to make it more
appealing and creativity can be used in making a technical writing.
Suggested
Readings
References Bazanova, E. (n.d.). Technical Writing [MOOC]. Retrieved from Coursera:
https://www.coursera.org/lecture/technical-writing/characteristics-
oftechnical-writing-5vaX4
Manalo, P. E., & Fermin, V. E. (2007). Technical and Report Writing. Mandaluyong
City: National Book Store.
McClure, A. (2009). Humanizing Technical Communication with Metaphor.
White, M. G. (n.d.). Characteristics of Technical Writing. Retrieved from
https://grammar.yourdictionary.com/style-and-usage/characteristics-
oftechnical-writing.html
Whitmore, S. (2004, December). Style Exercises for Technical Writers. Retrieved
from Simon Fraser University:
http://www.sfu.ca/~whitmore/style/conciseness.htm
Writing Concisely. (n.d.). Retrieved from The Writing Center | The University of
North Carolina at Chapel Hill: https://writingcenter.unc.edu/tips-
andtools/conciseness-handout/