College of Education

Colegio De La Purisima Concepcion

The School of the Archdiocese of Capiz
Roxas city

College of Arts, Sciences and Education

INSTRUCTIONAL LEARNING KIT/MODULE

(Midterm)

WEEK 1
Topic: Introduction to Technical Writing
A. Technical Writing: A Definition
B. Characteristics of Technical Writing
C. Functions of Technical Writing
D. Importance of Technical Writing

Intended Learning Outcomes

At the end of the lesson, you should be able to:

1. create your own definition of technical writing;
2. discuss the characteristics of technical writing; and
3. discuss the functions and importance of technical writing.

Introduction

In this lesson, you will be exposed to a type of writing called technical writing. How is this type
of writing similar to or different from the other types of writing?
Poor writing reflects badly on us. It limits the influence we can have on others, and it steals
time away from those who do to decipher what we mean. To avoid these problems, there are a few
commonly accepted principles of writing that we can follow and that will be discussed in this
lesson.

Input

A. Technical Writing: A Definition

- Technical writing is communication written for and about business and industry, focusing on
products and services: how to manufacture them, market them, deliver them, and use
them. It is written in the work environment (in the office, from 8:00 to 5:00, not counting
overtime) for supervisors, colleagues, subordinates, vendors, and costumers.
- Technical writing, which must be understood easily and quickly, includes: memos and e-mail,
letters, reports, instructions, brochures and newsletters, the job search, web pages, fliers,
PowerPoint presentations, and graphics.
-Technical writing is the resume that helps get a job and the web page that promotes a company.
In each case, the technical document must be quantifiable, precise, and easily understood.
-Technical writing is not literature; it’s neither prose which recounts the fictional tales of
characters nor poetry which expresses deeply felt, universal emotions through similes and
metaphors.
-Technical writing is neither an expressive essay narrating an occurrence nor an expository
essay analyzing a topic.
-Technical writing is not journalism, written to report the news.
- Technical writing does not focus on poetic images, describes personal experiences, or reports
who won the basketball game.

Instead, technical writing is:

- an instructional manual for repairing machinery
- a memo listing meeting agenda
- a letter from a vendor to a client
- a recommendation report proposing a new computer system

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What is Technical Writing? (Carmel T. Mosura and Escolastica S. Tenorio, 1999)

Technical writing is a written communication which by nature has the characteristics of

business, science and technology.
- It focuses on audience selection.
- It makes use of precise, economical and unemotional language.
- It employs technical jargon.
- It uses certain conventional and organizational format.

B. Characteristics of Technical Writing

a. Basic Characteristics of Technical Writing (Gordon H. Mills and John A. Walter, 1981)
1. Technical writing is characterized by certain formal elements such as:
a. its scientific and technical vocabulary
b. its use of graphic aids
c. its use of conventional format
2. Technical writing is ideally characterized by:
a. the maintenance of the impartiality of and objectivity
b. extreme care to convey information accurately and concretely
c. the absence of any attempt to arouse emotion
3. Technical writing is writing in which there is a relatively high concentration of certain
complex and important writing techniques.
a. definition
b. description of mechanism
c. description of process
d. classification and interpretation.
e. comparison and contrast

b. Fundamental Characteristics of Technical Writing

1. Concrete language – concrete words are preferred over abstract words. If ever and
abstract term is used , it must be supported by concrete details.
2. Denotative language – favors the use of dictionary or lexical meaning of a word.
3. Objectivity – strives for objectivity, an impartial, impersonal or unemotional weighing of
evidence and information.
4. Targeted or defined audience – defining the target audience helps the writer know what
to write about and how to write it.
5. Style – technical writing adopts a different style from a literary writing. An effective style
must be economical, clear, concise, and concrete. Style is the manner by which your
ideas and thoughts are interwoven so that they are expressed concretely and smoothly.
6. Common format – adhere to the use of standard layouts and formats.

D. Functions of Technical Writing

1. to serve as basis for management decisions
2. to furnish needed information
3. to give instructions
4. to record business through proposals
5. to procure business through proposals
6. to serve as basis for public relations
7. To provide report to stockholders of companies

E. Importance of Technical Writing

You find the value or importance of Technical Writing in the following aspects:

Completion of task. Technical reports on progress of a project indicate a thorough, careful,

and systematic planning, and performance of work. Giving a definite course of action, reports
written technically assures serious involvement of people and things in their desire to make the
project reach its full ending.

23
 Facility of work. A modern view of technical writing is to think of this as an act of
communicating what are happening in a workplace. Writing at a workplace, you make all parties
involved in the work get an update of the present, past, or future of the work regardless of their
distance from the place of the main task. Near or far, through a written communication about the
job, all project workers are given the opportunity to be informed of the status of the job and to be
aware of the things that they have to contribute for the perfection and completion of the task. This
is true especially if your technical written work includes graphics and figures to help the project
workers get a clear, specific, and emphatic understanding of the nature of their assigned task.
(McMurray, 2002)

Improvement of interpersonal relationships. The ultimate objective of technical writing

is to initiate a meeting of minds between two or more people in relation to the accomplishment of a
certain project. Applying the principled and ethical ways of communicating ideas about the project
by means of the various technical products (reports, resumes, brochures, fliers, manuals, etc.) and
of writing letters, Emails, and memos, technical writing plays an important role in building better
working relationships among people. (Gerson, 2006)

Increase of income. Money is always involved in technical writing. Through research

proposals, bid proposals, brochures, sales letters, order letters, and many others, buying-selling
activities happen. Well-written resumes, sales, letters and proposals are capable of getting the nod
of clients or buyers for the purchase of items or the carrying out of a big project involving millions
of pesos that will consequently enrich you by the millions, too. (Holloway, 2008)

Means of job promotion. It is every workers desire to be promoted to a higher rank for this
would mean higher pay and better working conditions. The vehicle to any job promotion is
technical writing abilities and skills that will make you produce written works reflecting your
thinking prowess, communicative competence, and professional preparations. Shown by your
technical written work, these qualities of yours are your instrument to getting a job promotion.
(Beer, 2005)

Improvement of personality traits. Viewed in a modern way, technical writing requires a

great deal of reading and writing on different areas of knowledge – science, engineering,
technology, arts, law, medicine, commerce, architecture, music, sociology, psychology, among
others. Engaging in these activities makes you do a higher-order thinking skills (HOTS) like
inferring, analyzing, criticizing, evaluating, creating, and appreciating. A frequent practice of these
thinking acts enhances your cognitive abilities.
Technical writing does not depend mainly on your mental aspect but on your emotional
stability, interpersonal relationships, and ethical standards as well. The interplay of all of these in
your acts of writing technical reports, business letters, and research proposals, and in the use of
information technologically (E-mail, voicemail, fax, telephone, video-conference, internet, chat
room, hypertext, web blogs, IM or instant messaging, cell phone, face book, twitter, among
others)gives you enough opportunity to enhance the moral, mental, emotional, physical, and social
aspects of your personality. (Kolin, 2006)

Security of records. Transactions, dealings, or agreements have to be recorded or

documented for safekeeping purposes or for knowledge transmission. Mere verbal transmissions of
ideas and reliance on various modern electronic communication devices that are prone to
mechanical defects do not guarantee a permanent or lasting existence of essential information or
ideas. Technical writing prevents a possible loss or change of data involved in any working project.
(Locker, 2009)

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Involvement

Directions: Answer the following questions intelligently. (3-5 sentences)

1. What is technical writing? Create your own expanded definition.
___________________________________________________________________________________________________________
_______________________________________________________________________________________________________________
_______________________________________________________________________________________________________________
_______________________________________________________________________________________________________________
_______________________________________________________________________________________________________________

2. Why is it important to study technical writing?

__________________________________________________________________________________________________________
_______________________________________________________________________________________________________________
_______________________________________________________________________________________________________________
_______________________________________________________________________________________________________________
_______________________________________________________________________________________________________________

Individual Exam

Directions: This is an example of a technical writing. Point out the unique characteristics of this
writing.

25
1.
2.
3.
4.
5.

Intervention

Expand your understanding about technical writing by reading more through internet.

https://medium.com/technical-writing-is-easy/what-is-technical-communication-
421bf8a2206b#:~:text=Technical%20communication%20is%20not%20o

References

1. Baraceros, Esther L. (2011).Technical Writing in this Era of Globalization and Modern

Technology. Manila, Philippines; Rex Book Store.

2. Minas, R. M. and Ferianiza M.B.(2008). Technical Writing in the Modern World. Manila;
Mindshapers Co., Inc.

4. google.com

26
 WEEK 2
Introduction to Technical Writing
A. Importance of Knowledge in Technical Writing
B. Qualities of Good Reports

Intended Learning Outcomes

At the end of the lesson, you should be able to:

1. discuss the importance of knowledge in technical writing; and
2. describe the traits of a technical writer.

Introduction

This week we will be discussing the importance of knowledge in technical writing, qualities
of a technical writer, qualities of good technical reports, and document guidelines.
In your role as a technical writer, it is important that you are both knowledgeable and
skilled in your profession. You can’t do a good job at writing if you don’t know the rules of writing,
the subject matter and how to use writing tools.

Input

A. Importance of Knowledge in Technical Writing (Kurtus, 2003)

Knowledge and Skill

Being knowledgeable means you are well informed about writing techniques, the subject
matter and tools to use. This knowledge can come from schooling and more often from on-the-job
experience.
Being skilled means you know how to write effectively and how to use the available writing
tools. It is the application of your knowledge. This means learning how to write using the commonly
used tools.

Importance of Being Knowledgeable

If you know how to write effectively and how to use the required software, you can do your
job with less effort and more quickly. Writing according to the technical writing standards is
relatively easy. Also, having knowledge and skill makes you feel better about yourself. Your esteem
grows proportionate at the ease at which you can do your job.
Being knowledgeable is important in doing excellent work and in being valuable to your
employer. And that perceived value can result in raises and promotions. Applying your knowledge
help to show your character and even helps reduce work-related stress to the benefit of your
health.
In conclusion, being well informed about writing and subjects matters and having skill in
using writing tools are important in being a technical writer. Knowledge can make the work easier,
increase your esteem and make you more valuable your employer. You should continuously study
to improve your knowledge and skill.

Key qualities for a Technical Writer

Some key qualities you should look for in a technical writer include:
- Strong writing and analytical skills
- Strong people skills, including diplomacy
- Active listening skills
- A strong technical curiosity, with technology being a major part of his or her life
- Experience working directly with a technical team; a technical writer who can mesh with
your technical team is the key to a positive working relationship

B. Qualities of Good Reports

Regardless of specific format used, all quality reports will possess the following qualities:

Accuracy
Great care should be taken to ensure that the information is presented accurately. Make sure
values are transferred correctly into the report, and calculations are done properly. Since many

27
people proof read right over their own typographical errors, it is often best to have another person
proofread the report. Mistakes may cause the reader to doubt other points of the report and reflect
on the professionalism of the author.

Objectivity
Data must be evaluated honestly and without bias. Conclusions should be done solely from
the facts presented. Opinions and conjecture should be clearly identified if included at all.
Deficiencies in the testing or the results should be noted. Readers should be informed of all
assumptions and probable sources of errors if encountered.

Clarity
The author should work to convey an exact meaning to the reader. The text must be clear
and unambiguous, mathematical symbols must be fully defined, and the figures and tables must be
easily understood. Clarity must be met from the readers’ point of view. Don’t assume that readers
are familiar with previous work or previous reports. When photographs are included in a report, a
scale or some object of standard size should be included in the photograph to help your readers
judge the size of the objects shown. Simply stating the size of the magnification of a photograph can
cause uncertainty since the size of photographs often change in reproduction.

Conciseness
Most people are fairly busy and will not want to spend any more time than necessary in
reading a report. Therefore, technical reports should be concisely written. Include all the details
needed to fully document and explain the work but keep it as brief as possible. Conciseness is
especially important in the abstract and conclusions sections.

Continuity
Reports should be organized in a logical manner so that it is easy for the reader to follow. It
is often helpful to start with an outline of the paper, making good use of headings. The same three
step approach for developing an effective presentation can be used to develop an effective paper.
1. Introduce the subject matter (tell readers what they will be reading about)
2. Provide the detailed information (tell them what you want them to know)
3. Summarize the results and conclusions (re-tell them the main points)

Writing Style
A relatively formal writing style should use when composing technical reports. The
personal style of the writer should be secondary to the clear and objective communication of
information. Writers should, however, strives to make their reports interesting and enjoyable to
read.

Involvement

Directions: Answer the following intelligently. (3-5 sentences)

1. Discuss why being knowledgeable is important to a technical writer.
_______________________________________________________________________________________________________________
_______________________________________________________________________________________________________________
_______________________________________________________________________________________________________________
_______________________________________________________________________________________________________________

2. Do you consider the discussed topic valuable? Support your answer.

_______________________________________________________________________________________________________________
_______________________________________________________________________________________________________________
_______________________________________________________________________________________________________________
_______________________________________________________________________________________________________________

28
Individual Exam

A. Give a list of five qualities that a technical writer should possess.

1.
2.
3.
4.
5.

B. These are the qualities of good technical reports. Identify in 1-2 sentences.
1. Accuracy –
2. Objectivity –
3. Clarity –
4. Conciseness –
5. Continuity -

Intervention

Expand your understanding about technical writing by reading some more about this kind
of writing through internet.

References

1. Baraceros, Esther L. (2011).Technical Writing in this Era of Globalization and Modern

Technology. Manila, Philippines; Rex Book Store.

2. Minas, R. M. and Ferianiza M.B.(2008). Technical Writing in the Modern World. Manila;
Mindshapers Co., Inc.

4. google.com

29
 WEEK 3
Introduction to Technical Writing
A. Technical Writing vs. Other Types of Writing
B. Document Guidelines

Intended Learning Outcomes

At the end of the lesson, you should be able to:

a. compare and contrast technical writing with the other types of writing.
b. recall the document guidelines and apply in the future writing activity.

Introduction

This week, we will be discussing how technical writing differs from other types of writing.
How do you compare and contrast technical writing with different types of writing? Technical
writing is not meant for entertainment purposes but for knowledge improvement. Basically, to
reveal ideas, views, and feelings about a certain topic is the main objective of all types of writing
regardless of whether the readers respond to the writer’s ideas or not, or of what kind of responses
or reactions the text may get from the readers. The impact of the written work entirely depends on
the reader’s judgment.

Input

A. Technical Writing vs. Other Types of Writing

a. Comparison between Technical Writing and Literary Writing (Mosura, C. and Tenorio, E, 1999)
We all know that literary writers cater to man’s affective sense while technical writers cater
to man’s cognitive sense.

For contrastive analysis, technical writing differs from literary writing in some aspects.

Literary Writing Technical Writing

Purpose Purpose

-It entertains or it amuses the readers. -It provides useful information.

-It suggests the writer’s message. -It directly informs the writer’s ideas or
-It imparts a lesson. messages.
-It broadens a persons’ outlook in life -It gives instructions or directions.
-It serves as a basis for decision making.
Subject Matter Subject Matter

-It focuses on man’s life or experience -It focuses on the subject related to business
including the intricacies of the human heart. industry, science and technology.
Language Language

-It makes use of figurative or imaginative -It employs specialized jargon, which
vocabulary or language. includes technical, or scientific
-Words or expressions are beautifully terminologies
interwoven so that they are rhythmically
sounded.
Point of View Point of View

-In treating the subject, the writer may use -In technical writing the preferences is the
either the following points of view: I, He, third person point of view – the researcher,
She, It, We, You or They. the proponent, the writer, author, etc.
Tone Tone

-It is emotional, personal, and subjective. -It is objective, unbiased, or impersonal.

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b. Differences between Technical Writing and Other Types of Writing

Type of Writing Examples Traits

Connotative and expressive words,
Creative Writing Poems, plays, stories fictional characters, imagery, and plots
Subjective based, on personal
Expressive Writing Narratives, descriptions experience, connotative and expressive
words
Comparison/contrast, Objective, connotative and denotative
Expository Writing analysis, cause/effect, words
argument/persuasion
Objective, written from factual
Journalism News stories, features, observation, short sentences and
editorials paragraphs, some connotative but more
denotative words
Memos, letters, reports, Objective, written about products or
Technical Writing instructions, resumes, web services, short sentences and
pages paragraphs, denotative words

B. Document Guidelines

Purpose and Audience

Your purpose and your audience will determine many critical features of your document,
including your format, strategy, and word choice. So the first thing to determine when you are
writing a document is – Who are your primary and secondary audiences? Primary audiences are
those who receive the communication directly. Secondary or “hidden” audiences include anyone
who may indirectly receive a copy of the communication. These include anyone who may receive a
copy, need to approve, will hear about it, or be affected by your message. You should determine the
level of knowledge, interest, and any potential biases the audience may have with regard to your
message.
Quick Tip:
Ways to identify the audience:
- Think about the audience in their closeness to the Report Writer.
- Make a list of all possible readers, and then prioritize them from most to least group you
need to reach.
- Imagine the people who will read your work.
- Think about yourself in relationship to the audience you identify.
-
Format
Business Letter. A formal business letter is preferred when presenting information to a
professor, a superior, or when the communication will be seen by many.
Memo. A memo (memorandum) is a less formal style that is used when the information being
communicated is of less importance, does not leave the office, and when communicating with
subordinates.

Strategy
It is important to know your audience’s interests and biases because they will have a
tremendous impact in your communication strategy.
If your audience has a high interest level in your communication you can go directly to the
point without taking much time to arouse their interest. Build a good logical argument. If your
audience has a low interest level, you should use more of a tell/sell style to motivate the reader’s
interest. Keep your message as short as possible; long documents are intimidating and listeners
tend to tune out what seems like rambling.

Word Choice
Overuse of jargon or acronyms in a communication make document hard to read, even of
the primary audience is familiar with them. You should limit the use of jargons and acronyms in a
communication to as few as possible, particularly if your primary or secondary audiences are not s
well versed in their use. You must also watch for confusing or incorrect word choice in your
document

31
Structure
The introduction is an important place to set up the underlying flow or the rest of the
document. An effective introduction accomplishes three aims: It builds readers interest, explains
your purpose for writing, and it provides a preview of the document.

Checking Unity
When we judge the organization of a piece of writing, we generally use two criteria:
unity and coherence. Unity means one oneness, relevancy to some central idea; coherence
means fitting or sticking together. A piece of writing has unity when every section, every
paragraph, every sentence relates to the same central point. Using thesis sentences and
topic sentences will help ensure that you have a clear purpose in mind. Without a sharply
defined purpose, you can hardly your composition’s unity. On the other hand, if each section
of your communication has a clear thesis and each paragraph has a good topic sentence, you
judge unity by measuring everything against them. If something does not fit directly iinto
the topic sentence or thesis sentence, either revise it to make it fit or remove it.

Checking Coherence
In a six paragraph composition, unity means having all six paragraphs relate to the
central idea of the composition. Coherence means having paragraph Two fit smoothly
between paragraphs One and Three and paragraph Five fit neatly between Four and Six,
and so on. Unity does not ensure coherence. In fact, many poorly constructed
communication read like collections of sections all relating to a central idea but having no
further relationship to one another.

The first step toward ensuring coherence is to use clear, logical order. No number of
fancy techniques will make set of instructions coherent if steps are not presented in some
sort of sequential order. The same is true of descriptions, comparisons, of analyses, of any
type of writing for which an effective organizational pattern is available. Even if you are
merely discussing a few ideas that fit into no particular pattern, present them in some sort
of logical order. You may go from most important, least important to most important, most
common to least common, largest to smallest, or any one of many possible orders. Find out
one that make sense, and then use it.

Involvement

A. Describe the format, word choice, and structure of the given texts below.
a.

32
__________________________________________________________________________________________________________________
__________________________________________________________________________________________________________________
__________________________________________________________________________________________________________________
__________________________________________________________________________________________________________________
b.

__________________________________________________________________________________________________________________
__________________________________________________________________________________________________________________
__________________________________________________________________________________________________________________
__________________________________________________________________________________________________________________
__________________________________________________________________________________________________________________

Individual Exam

A. Directions: Compare and contrast technical writing with the other types of writing by completing
the grid below with the needed ideas.

Technical Academic or Literature or

Elements Writing or On- Expository Writing Fictional Writing Summary
the-Job Writing

1. Purpose or
Objective

2. Audience or
Readers

3. Structure or
Organization

33
 4.Style or
Language

b. What is unity? What is coherence? Why are they important in writing? (4-6 sentences)
________________________________________________________________________________________________________________
________________________________________________________________________________________________________________
________________________________________________________________________________________________________________
________________________________________________________________________________________________________________
_________________________________________________________________________________________________________________

Intervention

Expand your understanding about the difference between technical writing and other types
of writing by reading some more about this through internet or books from the library.

References

1. Baraceros, Esther L. (2011).Technical Writing in this Era of Globalization and Modern

Technology. Manila, Philippines; Rex Book Store

2. Minas, R. M. and Ferianiza M.B.(2008). Technical Writing in the Modern World. Manila;
Mindshapers Co., Inc.

4. google.com

34
 WEEK 4
Introduction to Technical Writing
A. The Language of Technical Writing

Intended Learning Outcomes

At the end of the lesson, you should be able to apply the principles and rules governing the
language of technical writing in your future technical writing reports.

Introduction

Technical Writing is easily distinguished from the other types of writing because of its
language. Giving a particular attention to the language of technical writing is the clearest way to
differentiate this from other types of writing. This week, we will be studying the language of
technical writing – the principles and rules that should be applied in writing technical
communications.

Input

A. The Language of Technical Writing

Read not only by company members but by other people as well, any output of technical
writing has to use words that appeal to the intellect and emotions of all its readers. Having effects
on both mind and body of the reader, any technical written work easily reaches its audience. This is
possible through its use of language that is simple, direct, and specific. (Rubens, 2001)

A number of books on technical writing give the following techniques on using the right
language for producing effective technical reports:

1. Practice conciseness. Conciseness which means expressing oneself in the fewest number
of words at the same time retaining completeness in meaning is possible through the following
methods:

a. Shortening words/phrases

Short/simple Short/simple
Long/complex words Long/complex words
words words

advantageous helpful modification change

alleviate lessen numerous many
approximately about prioritize rank
commence begin procure buy
demonstrate show remittance pay
discontinue stop sufficient enough
employ use supersede replace
endeavor try terminate end
fabricate make transmit send
finalize end undertake try
initiate begin utilization use
maintain keep

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b. Avoid nominalizations or the use of “camouflaged or shun words” (words ending in –sion
or –tion);replace them with active words.

Nominalizations Active words Nominalizations Active words

come to the conclusion conclude/decide assessment of assess
with the exemption of except for cancellation of cancel
make revisions revise classification of classify
implementation of implement development of develop
investigation of the take investigate utilization of use
consideration consider

c. Substituting long and complex words with short simple words

Wordy phrases Shortened Wordy phrases Shortened

forms forms

afford an opportunity permit enclosed please find enclosed

along the lines like for the part of for
an additional another give consideration consider
at a later date later in order to purchase to buy
at a rapid date fast in the advent of before
a great number of times often in the amount of of
am in receipt of received in the event of if
arrive at an agreement agree in the final analysis finally
as soon as possible by 8:am in the proximity of near
as a consequence because in the first place first
at the present time now in accordance with according to
by means of by in the near future soon
come to end end prior to before
despite the fact that although subsequent to after
due to the fact that because with regard to about
during the course of during

d. Avoiding redundancies or words that say the same meaning

Don’t say Say

during the year of 2012 in 2012

in the month of july in July
the sum of 300 pesos 300 pesos
like for example like or for example
new invention new
collaborated together worked together
plan in advance plan
the reason why why
true facts facts
past experience experience
regular monthly status report monthly
few in number few
this is the way how to this is the way or this is how
I mean to say I mean or I say
color green green

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e. Omitting clichés, hackneyed, trite, old-fashioned, worn-out expressions

Clichés Fresh/natural language

according to our records our records show
at all times always
as plain as day clear
attached hereto attached
enclosed herewith enclosed
at your convenience by the end of _____
at an early date (specify the date)
needless to say obviously
by leaps and bounds very fast
take pleasure are happy
thanking you in advance I shall appreciate
this is to inform you (say immediately what you wish to tell the reader)
we take this opportunity (state your intention right away)
hoping to receive I hope to receive
this is to request (state your request immediately)
we beg to advise we can say that
as per your request as you request
it has come to my attention I understand that
prior to receipt of before we receive
enclosed please find we are enclosing
your letter of recent date letter of (August 24)
of the above date (August 24)
I deem I think
trusting this will I trust this …
with your kind permission may I
favor us with reply please reply

f. Avoiding expletives or sentences with no true subjects like sentences beginning with

There is, There are, Here is, It is, It has been, and many more.
Don’t say Say
There are many customers at the lobby. Many customers are at …
There is a sharp tool on that table. A sharp tool is on that …
There will be a meeting tomorrow. A meeting will be …
It is requested that you stay. You are requested to …
Here is the answer of Mr. Lee The answer of Mr. Lee is …

g. Cancel or drop extra words

Do not say Say

1. Allowing the agent’s request means 1. Allowing the agent’s request means showing
the showing of all confidential confidential documents.
documents.
2 .I think that the checking of all 2. I think checking of all records is important.
records is important.
3. It is necessary for the customers 3. The customers have to surrender the
that the have to surrender the receipts to the officer to get a refund.
receipts to the officer in charge of
the day in order to get a refund.

37
2. Express your ideas in active voice rather than in passive voice.

Sentences in active voice stress the order of the action; in passive voice, the receiver of the
action. At times, some prefer to use passive voice to prevent the frequent use of “I”because the
repeated use of this personal pronoun somehow indicates self-centeredness, monotony, or
repetitiveness. Between these two voices of verbs, many technical writers find the use of active
voice better because this clearly recognizes the identity of the person answerable for the act
(Pearsal, 2010). According to Vanhauss (2005), technical writing should be an “action-oriented
style,” rather than be one with great deal of “hidden words.”

3. Use non-sexist instead of sexist language by expressing yourself in the following ways:

a. Using plural pronouns instead of single pronoun

Do not say Say

1. The technician has to show his I.D 1. The technicians have to show their I.D. cards
card to the guard. to the guard.
2. Each reporter should submit his 2. Reporters should submit their work on time.
monthly report on time.

b. Using 2nd person point of view instead of 3rd person point of view

Do not say Say

1. She presented her proposal report 1. Present your proposal report on time.
on time.
2. The customer showed his receipt to 2. Show your receipt to the guard.
the guard.

c. Using expressions like He or She – him or her. Avoid using a slash mark –He/She –him/her.
Others however find He or She – him or her wordy, hence, they prefer using the plural form –
their, or the 2nd person point of view – you.

Do not say Say

1. The customer explained her point 1. The customer explained his or her point to
to the manager. the manager.
2. The X-ray technician affixed his 2. The X-ray technician affixed her or her
signature to the document. signature to the document.
3. She is willing to pay any amount for 3. He or she is willing to pay any amount for
his choice. his or her choice.
.
4. Avoid using words that explicitly favor one gender

Do not say Say Do not say Say

businessman business person spokesman spoke person

chairman chairperson security man security person
craftsman artist, crafts person mankind humanity
layman layperson milkman milk person
manpower personnel repairman repair person
policeman police officer fireman firefighter, fire officer
salesman sales sportsman sportsperson
congressman congress person camera man camera operator

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5. Avoid using jargons, gobbledygook, horse-and buggy, or verbal dead words

These expressions are long, pretentious, and high sounding; words that have no
significant or necessary place in the sentence. Appearing complex, they work to hide the true
meaning of the term or make the writer sound learned or professional. Eliminate these vague
expressions by substituting them with simple and easier terms. One good rule of the thumb in
technical writing is: write to express, not to impress. This means that you have to write the
way you speak or use a conversational or casual language you often use in your day-to-day
interactions with people. (Guffey, 2005)

Jargons are technical terms commonly used by people belonging to the same field of
profession. Exclusively used by a specific set of persons like the lawyers, the physicians, the
engineers, or the businessmen, these terms do not sound familiar or understandable to
ordinary persons in society. Seemingly, the use of these terms works to exclude laypersons
from knowing what are happening in a company of experts or specialists or of people
belonging to one field of profession.

Examples:

Legal profession - habeas corpus, subpoena, status quo, preliminary injunction, delicti
Business world - rebate, assets and liabilities, amortization, mortgage, balance sheet,
investment
Medical world - stethoscope, hypertension, differential diagnosis, formaldehyde, silver
nitrate
Computer world - user friendly, on-line adapter, debug, open shop, quick-access storage
Teaching profession- lesson plan, grade sheet, intrinsic motivation, systemic-functional
grammar, communicative competence

6. Give careful attention to words and phrases that are commonly misused and misspelled

Examples:
a. accept – to take something seriously
except - to exclude a rule or statement from a list
- Let him accept those tools except the one with a red mark.

b. adapt – to adjust or to be in harmony with somebody

adopt – to make a person own a thing belonging to another person
- If you are familiar with their culture, you can easily adapt yourself to their cultural
practices and will eventually make you adopt every aspect of their lifestyle in your long
exposure to this cultural group.

c. affect – a verb used to mean having an influence on another person or thing

effect - a result coming from a cause
-The manager’s resignation will not affect the company’s business reputation, but may have
an effect on the economic standing of his family.

d. already – by this time or before a particular moment

all ready - state of being fit or balanced for an immediate action or use
-The company secretary has already sent a notice of meeting to all members who seem to be
all ready in discussing salient points in the general assembly.

e. between – a preposition for only two persons, things, or places

among - a preposition for three or more persons, places, or things
- Among all the imported products, the Japanese-made item placed between two big boxes
appear qualitative.

f. counsel – a person serving as a legal adviser

council - a body or group of persons to discuss a moral or legal aspect of things
-Please , make sure that your counsel will attend the meeting at the AB council tomorrow.

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 g. credible – believable
creditable - quite good; more than just satisfactory
-A creditable company has many business methods and techniques in making their products
credible to all kinds of buyers all over the world.

h. dessert – (noun) sweet food served at the end of the meal

dessert – (noun) large area of land with not enough vegetation
desert - (verb) to abandon’ to break off from; to give up
-I experience having the best dessert in the Sahara dessert that many want to desert
because of its extra-dry condition.

i. differ from – not the same in observation

differ with - not the same in opinion
- As to size, the two differ from each other ; as to their usefulness, the prospective buyers of
the machine differ with one another.

j. emigrant – a person going out of the country

immigrant – a person going into a country not his own
-Emigrants from the Philippines prefer to live as immigrants in the United States.

k. lie - an intransitive verb which means to be in a reclining or horizontal position

lay – a transitive verb which means to place
- Lay your tools on that long bench where you often choose to lie down during your free time.

l. loose – (adjective) not fastened or firmly fixed

lose – (verb) to fail to see something; to become unable to find
-Giving that tiny tool a very loose position in that compartment will make you lose such device
easily.

m. practical – useful at all times (for persons and things)

practicable - can be practiced or applied (for things only)
-Such kind of work schedule is practicable during summer, but not practical for one coming
from a rural area.

n. principal – main chief or first of importance

principle – basic truth or rule
-One of the principal objectives of the newly appointed principal of the elementary school is to
apply the principle of “first come; first serve basis” among the grant-in-aid recipients.

o. respectfully- giving full respect or consideration to someone

respectably – doing something that will earn other people’s respect
respectively – referring to series of things following a certain arrangement
-The engineer respectfully told the guests to present their standpoints on the machines
respectably to the CEO, the HRD Director, the chief Accountant, and several branch managers
respectively seated at the conference table.

Involvement

Directions: Answer the following questions intelligently and concisely. (1-2 sentences)
1. Can you easily distinguish technical writing from other types of writing? Why? Why not?
_____________________________________________________________________________________________________________
_____________________________________________________________________________________________________________
2. How do you express yourself in a concise manner?
_____________________________________________________________________________________________________________
_____________________________________________________________________________________________________________
3. Why should you avoid using long, high-sounding, or complex words?
_____________________________________________________________________________________________________________
_____________________________________________________________________________________________________________
4. When do you consider an expression a cliché?
_____________________________________________________________________________________________________________

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 _____________________________________________________________________________________________________________
5. Is this an effective kind of expression: “like for example”? Give reasons for your answers.
_____________________________________________________________________________________________________________
_____________________________________________________________________________________________________________
6. Describe the results of expletives in your technical report.
_____________________________________________________________________________________________________________
_____________________________________________________________________________________________________________
7. Which between the two voices of verbs is better for your report?
_____________________________________________________________________________________________________________
_____________________________________________________________________________________________________________
8. Differentiate sexist from non-sexist language.
____________________________________________________________________________________________________________
____________________________________________________________________________________________________________
9. Have you encountered people using jargons, gobbledygook, or dead words?
____________________________________________________________________________________________________________
____________________________________________________________________________________________________________
10. Do you consider the discussed topic valuable? Support your answer.
____________________________________________________________________________________________________________
____________________________________________________________________________________________________________

Individual Exam

I. Directions: (Pair-work)Thinking of what you have read about the language of technical writing,
improve the following improperly written sentences.

a. Shortening words and phrases

1. An additional package will be forwarded to you by means of LBC in the near future.
________________________________________________________________ ________________________________
2. At this point in time, a modification in the mode of delivery is disadvantageous.
___________________________________________________________________________________________
3. Could I utilize my E-card in order to forward a package to you at a rapid rate?
__________________________________________________________________________________________
4. In the first place, in what specific location will Mr. Cruz forward the package?
_________________________________________________________________________________________
5. Endeavor to deliver the box in accordance with instructions of Mr. Cruz as soon as possible.
_________________________________________________________________________________________________________

b. Avoiding “shun” or camouflaged words

1. He came to a conclusion that the investigation of the business firm by Mr. Santos is necessary
for the maintenance of the company’s good reputation.
__________________________________________________________________________________________________________
2. The development of the legal case went so slow that both parties made an agreement to the
termination of the case.
___________________________________________________________________________________________________________
3. Atty. Perez made the announcement of the termination of the case.
___________________________________________________________________________________________________________
4. To give both parties satisfaction, the court gave them permission for the submission of
additional proofs.
__________________________________________________________________________________________________________
5. A careful examination of the additional proofs was the assignment given by the court to the
legal staff.
__________________________________________________________________________

c. Omitting clichés, worn-out, or overused expressions

1. According to our records, you worked for DRB Company for five years.
_________________________________________________________________________________________________________

41
 2. This is to request your good office of the status of my temporary appointment.
__________________________________________________________________________________________
3. I am thanking you in advance for granting my request.
_________________________________________________________________
4. I would like to take this opportunity to thank you for sending me colorful pictures of your latest
invention.
____________________________________________________________________________________________________________
5. Hoping to receive a copy of the newly formed resolution in the near future.
______________________________________________________________________________________

d. Avoid redundancies and expletives

1. Be guided by your fast experiences in reporting about the case.

__________________________________________________________________________
2. That’s the reason why I have to be an experienced technical writer.
__________________________________________________________________________
3. Do you know the way how to write a persuasive technical paper?
__________________________________________________________________________
4. Yes, I started to be interested in technical writing in the year 2019.
__________________________________________________________________________
5. Each seminar in technical writing made me pay the amount of P3,000.00.
__________________________________________________________________________

II. Directions: Rephrase the following sentences by using active voice, non-sexist, simple, and easy
words.

1. A gas leakage test must be conducted by a group of electricians.

__________________________________________________________________________
2. A widening of the gap was caused by electrode wear.
__________________________________________________________________________
3. The plugs were examined thoroughly by the electricians.
__________________________________________________________________________
4. Three weeks was needed by the electricians to examine the device.
__________________________________________________________________________
5. Colorful drawings of the machine are displayed by the Japanese businessman.
__________________________________________________________________________
6. A repairman enquired about the imported soldering gun he saw at the counter.
__________________________________________________________________________
7. The lady lawyer wished she could see the businessman selling imported soldering guns.
__________________________________________________________________________
8. A person interested in seeing the device has to give his complete name to the policeman.
__________________________________________________________________________
9. The department chairman ordered all salesmen to demonstrate the use of the device.
__________________________________________________________________________
10. He proved his knowledge on computer engineering by clearly explaining the operation of the
newly bought electronic device.
__________________________________________________________________________

Intervention

Read the short paragraph below.

It has come to the Engineer’s knowledge that in order to purchase the machine needed for the
accomplishment of his project in the near future, he has to endeavor to obtain the consent of of the
Chairman of the board of Directors for the procurement of the mechanism. It is important , too, that
subsequent to the Chairman’s approval of his request, he has to secure the company treasurer’s nod
for the immediate release of the amount of one million pesos, the cost of the imported machine.

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Probing questions:

1. Do you find the text easy to read or understand? Why? Why not?

2. Is there a way of improving this text? How?

References

1. Baraceros, Esther L. (2011).Technical Writing in this Era of Globalization and Modern

Technology. Manila, Philippines; Rex Book Store.

2. Minas, R. M. and Ferianiza M.B.(2008). Technical Writing in the Modern World.

Manila; Mindshapers Co., Inc.

4. google.com

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