Why Learn

Technical Writing?

In this Chapter

Meanings and Nature of Technical Writing.

Characteristics of a Technical Writer
The ABCs of Technical Writing

Introduction
Knowledge of the basic concepts about Technical Writing is essential to
every student and professional. It is a vital personal asset to become successful in
the 21st century and beyond.

Objectives
At the completion of this chapter, you should be able to:
 define technical writing;
 discuss its nature and characteristics;
 demonstrate the characteristics of a technical writer; and
 apply the ABCs of technical writing.

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 If you are ready, then proceed to the lessons now!

Lesson 1 What is Technical Writing?

Objectives: at the end of this lesson, you should be able to:

a. discuss technical writing;
b. appreciate the importance of technical writing; and
c. differentiate technical writing from other forms of writing.

Introduction
As a college student, you will be required to write a technical report or
a thesis as part of the requirements in completing your degree. One common
misconception, however, is that students presume that they will no longer be
engaged into writing activities after graduation, which is WRONG! The writing
tasks co-exist with the tasks at work.
After graduation, you will apply for a job or put up your own business.
Wherever track you might end up to, you will still need a technical writing skill
that would help you survive the requirement of your field.
Technical writing skills are essential to landing a job, maintaining
excellent performance in a job, putting up a business, promoting a business,
and many more. For example, your well organized application letter and
resume’ made your employer become interested to see you for an interview,
your excellent skills in writing technical reports have helped you a lot for
promotion in your job, or your catchy advertisement made your product
number one in town. Thus, learning to write technically is as important as
getting a job.
In this lesson, you will learn the definition of technical writing as well
as its nature.

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Activity

1. Pretend that you are an inventor of one of the following devices listed below.
As an inventor, you must acquaint users of the functions of your device as
well as the process for operating it.
a. Printer
b. Laptop
c. Wifi vendo machine
2. Look for an operations manual for the device that you have selected.
3. Take note of your observations on the manual that you have (i.e vocabulary,
types of sentences, graphics, and the like).
4. Be ready to share your observations during the class discussion.

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Input

Technical writing is a communication written for and addressed to specific

group of individuals for desired objectives or purpose. When you write a thesis as a
requirement for your degree, you need excellent technical writing skills. You must
communicate the results of your research to your panel of examiners clearly using
charts, tables, graphs, etc. A progress report is another example of writing which
requires technical writing skills. You might be required to write a progress report for
your research addressed to your adviser. Keep in mind that when writing
technically, you must look into the purpose of your writing and the audience or the
people you are addressing your writing to.
Technical writing is also written in the work environment for supervisors,
colleagues, subordinates, vendors, and customers. You might be requested to write
a memorandum, a request letter, a letter of invitation and the like. All these require
technical writing abilities.
Technical writing includes memos and e-mail; letters; reports;
instructions; brochures; and newsletters; application letters, web pages, fliers,
PowerPoint presentations, graphics, and many more.
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, describe personal experiences, or report who won the basketball
game. Instead, technical writing is: —an instructional manual for repairing
machinery —a memo listing meeting agendas —a letter from a vendor to a client —
a recommendation report proposing a new computer system – and the like.

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 Distinction between Literary Writing and Technical Writing

Aspects Technical Writing Literary Writing

Purpose - to provide useful information - to entertain or amuse the reader
- - to convey the writer’s ideas - to suggest the writer’s message
directly - to impart a lesson and to broaden a
- - to give directions and to serve person’s outlook
as a basis for decision making
Subject matter - subjects related to - man’s experience and life including
business industry, science the intricacies of the human heart
and technology.

Point of view - Third person point of view: the - the writer may use the first or the
researcher, the proponent, third person point of view or even
the author or the writer. from the point of view of the
observer known as the third person
omniscient
Language - formal and serious technical or - figurative and uses the imaginary
scientific terminologies suited for vocabulary
its purpose and style
Tone - Predominantly objective, personal, subjective and definitely
impersonal and unbiased. emotional

Application

1. Read the texts entitled Ode to a Shoe and Technical Specifications for
Manufacturing Tennis Shoes.

2. Compare how the texts were developed by the author.

________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________

3. Compare and contrast technical writing from essay.

________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________

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 Ode to a Shoe Technical Specifications
for Manufacturing Tennis Shoes
My son’s tennis shoes
rest temporarily in a heap against
The D40 Slammer Tennis Shoe will be
the kitchen door, their laces
manufactured to the following specifications:
soiled, their tongues hanging out
like exhausted terriers. The soles,
Sole: Neoprene rubber #345 white enameled
worn down on the insides from
paint 1.589" high Slammer waffle-textured©
sliding into second, are green, the
shades of summer. Canvas
Uppers: Blue canvas Tongue: White canvas
exteriors, once pristine white, are
Oval Slammer© logo heat- pressure sealed,
the colors of the rainbow— sun
centered .50" from all sides
bleached, mud splattered, rained
on, ketchup and mustard
Laces: 15" long 100% cotton
adorned, each shoe shouting a
child’s joyous exuberance: “I’m
Aglets: Clear polyacetate plastic #290 Weight: 1
alive!”
lb. 6 oz.

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 Characteristics
Lesson 2 of a Technical Writer
Objectives: at the completion of this lesson, students can:

a. understand the characteristics of a technical writer;

b. demonstrate the characteristics of a technical writer; and
c. appreciate the role of a technical writer to the workplace.

Introduction

Most graduates presume that whenever they will write in the workplace, it
can be as easy as essay. Reality is, students only write essays when in school.
They might also write essays when they make their application letters. But, when
the job begins, essays end.
In this lesson, you will learn the characteristics of a technical writer which are
worthy of remembrance.

Activity

1. Conduct interview with someone who makes one of the following in the
office: report, letters, fliers, newsletters, memos, brochures or instructions.
2. Ask your interviewee these questions:
a. What do you usually do/make in the office?
b. How do you start doing/making them?
c. When you write one of them, do you consider conciseness and accuracy?
Please explain your answer.
3. Make a report of your interview.

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Analysis

1. What characteristics of a technical writer have you noted out of the

interview that you have conducted?
__________________________________________________________
__________________________________________________________
__________________________________________________________
_____________________
2. Of the characteristics that you have noted, rank them from the most
important to the least important.
__________________________________________________________
__________________________________________________________
__________________________________________________________
__________________________________________________________
____________________________

3. Explain your ranking.

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Input

A good technical writer possesses insights, perceptiveness, quick to

determine probabilities and the ability to adapt requirements. He can identify
developments that may affect his project.
The technical writer must understand the nature of his work. He should be
able to help his principles attain the target objectives. He must not only possess the
technical writing ability and technical expertise, he must also have the capability to
grasp, analyze and interpret unexpected events and situations that occurred during
the writing of the technical report.
The technical writer should have the ability to state facts clearly and
accurately to organize variety of elements into a unified structure, and to describe
logical generalizations.

Hallmarks of an Effective Technical Writer

The hallmarks of an effective technical writer is represented by this
acronym REPORTER (Mosura and Tenorio, 1999 as cited in Manalo and Fermin,
2009)

R – Resourceful
E – Energetic
P – Patient
O – Observant
R – Responsible
T – Trustworthy
E – Evaluative
R – Responsive

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Application

Write TRUE if the statement is correct and FALSE if the statement is wrong.
_____________ 1. A technical writer should always state facts in his writing.
_____________ 2. Technical writing highly makes use of the scientific method of
conducting research.
_____________ 3. The technical writer must emphasize the most important
ideas.
_____________ 4. The technical writer must follow the acceptable arrangement
of the different parts of the report.
_____________ 5. The technical writer must qualify the information and data by
judicious weighing.

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 Lesson 3 ABCs of Technical
Writing
Objectives: at the completion of this lesson, students can:
a. understand the ABCs of technical writing;
b. apply the concept of the ABCs of technical writing.

Introduction

As you engage in technical writing, you should be aware of its basic

requirements. These requirements are as easy as ABC.

Activity

1. Brainstorm on the characteristics of a technical writer. Write them on a piece

of paper.

Analysis

1. Of the characteristics that you have identified, select 5 most important among
them.
2. Rank them from 1-5, 1 being the most important.
1st ______________________________________
2nd ______________________________________
3rd ______________________________________
4th ______________________________________
5th ______________________________________

3. Explain your ranking here

_____________________________________________________________
_____________________________________________________________

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 _____________________________________________________________
_____________________________________________________________

Input

The following are the ABC’s of report writing given by Zall, 1980 as cited in Manalo
and Fermin, 2009.

Accuracy - It is the use of precise words, coherent sentences, well-developed

paragraphs and a balanced report. A writer should always aim to be understood.

Brevity - It is a concise, straight-to-the-point type of writing. Information is delivered

without crumbling words and zeroes in on the subject.

Coherence - It is the logical agreement of sentences, paragraphs and groups of

paragraphs. Transition from one thought to the next is done smoothly and
consistently throughout the written work.

Confidence - A good report writer must have confidence of his report. After finishing
the last page of his report, he is an authority.

Dignity - Dignity is courtesy to your readers as professionals. This is an ethical

standard. The writer must be certain that all grammatical constructions are correct.
In report writing, you need to be formal with words and how these words are used.
You should be sure that the ideas or information are well organized, simplified,
summarized and expresses in a straightforward manner.

Emphasis - The writer has to feel what is important to the reader and should never
expect how the reader finds it out for himself. He has to lead him from point to point,
clearly marking every step, directs the reader to the right way given and gives him
the reason for stopping at a particular portion.

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Facility - This refers to the devices used by the writer, to make his report easy to
read and understand. In most cases, report writing depends more on pacing,
sequence, arrangement and continuity of ideas as well as information. A
grammatical correction is important. He should make his writing straightforward,
logical and clear. The thought from one part to another should be clearly
established, illustrated or stated.

Honesty - Honesty is expected in a report. When a writer has borrowed some

statements, ideas or quotations, he has to acknowledge them either in footnotes,
endnotes or cite the source or author of the borrowed ideas or statements within the
running text.

Illustration - Illustration materials such as charts, graphs, diagrams and photos are
always helpful. The writer should use them to clarify and support the text. They can
be used to show situations or trend or movement.

Judgment - The writer should qualify the data and information gathered by
judicious weighing. This can be done by following the criteria: 1.) Most ample 2.)
Most pertinent or relevant 3.)The simplest in explaining the facts with the least
additional evidence 4.) Most harmonious with the rest of the data and information. In
every case, the evidence used as a basis of judgment (as in conclusions and
recommendations) should be included in the report.

Knowledge - The communication of knowledge is the primary objective of the report,

but knowledge is not only a collection of data or information. It involves
interpretation and formulation of conclusions. Without sound interpretation, the data
will become useless.

Logic - Logic is chiefly a process of classification. It is putting things in their proper

places. It shows the relations among groups of things and classes of groups. By
thinking logically, one can avoid the following trouble areas: 1.) Statements must not
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contradict each other. 2.) Words must be used in consistent sense. 3.) Statements
must move in one direction whether space, time or relation. 4.) Statements must
make sense. 5.) Judgments must not be based on few data. 6.) Cause and effect
should be clearly distinguished from simple sequence. 7.) Conclusions should not
be inferred if they have no connection with the data. 8.) An authority should not be
accepted if he is biased or he is not an expert in the particular field.

Mechanical Neatness - This is the general appearance of the report. It must be

neatly encoded or typed, properly margined, free from typographical errors,
erasures, crossing-outs and smudges. Headings and subheadings and indentions
are mechanical devices, which help make the organization of the content clear.

Normal Procedures - The report is easier to understand if it conforms to the

standard practices. The writer must follow the acceptable arrangement of the
different parts of a report. If the writer deviates from the normal procedure, he
should inform his readers by explaining his reasons for doing it.

Objectivity - In technical writing, the writer should consider himself as another

person, uninterested observer or an innocent bystander. In this instance, the third
person point of view is preferred. The writer should treat his subject matter the way
he sees or observe it. Technical reports avoid the use of the first person (I, me, my).

Planning - This is primary in all activities. This gives the purpose and direction to
what the technical writer has to write. This involves thinking ahead of what one has
to do, when to do it and who is to do it. This will be reflected in a well-organized
report.

Qualification - The technical writer should select only those statements that have
direct relationship with the topic being discussed. The writer should evaluate the
ideas or statements he will include in the writing of the report.

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Straight Sentences - Sentences carry the full weight of the meaning in a report. The
sentence to be employed must be limited to only one idea or to closely related
ideas. To avoid monotony, vary your sentences structure and employ appropriate
transitional devices. By employing such devices, there will be a smooth transition
from sentence to sentence. They will show the readers the writer’s thought leading
him to what the writer wants to communicate.

Thoroughness - The writer should treat will his subject matter. The writer should
check the thoroughness of his report from initial thinking to final submission. The
writer is obliged to go over the subject, analyze and investigate it, organize and
interpret the results and draw conclusions whether it is positive or negative.

Unity - A report is unified when everything is clearly relevant to the main point under
discussion. Nothing should be left hanging. No question should be left unanswered.
After all, the main objective of a unified report is to let the readers feel that they
have read everything essential to the subject undertaken.

Viewpoint - A report is written from a certain viewpoint: that of a reporter, proponent

researcher or an author. The viewpoint is established in the first sentence and
should be maintained consistently throughout the report. Voice unity should also be
observed.

Word Choice - The writer should choose the words that are fit to the reader’s
understanding. Avoid words which are difficult to understand.

Zest - Write only about things that are worth writing and which are invigorating.
Write as though you were performing a service that only you can perform.

Given the above ABC’s of technical writing, the activity should not be
regarded as something difficult but something that is enjoyable and pleasurable.

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 Application

1. Read and evaluate the abstract below. Make an evaluation report discussing
the ABC’s of technical writing which are present in the said abstract. Provide
evidences of your evaluation citing parts of or lines in the abstract that will
support your observation and evaluation.

ASSESSMENT OF UTILIZATION OF SOCIAL MEDIA

MARKETING FOR PROVIDING RELIABLE
INFORMATION-BASED DECISION MAKING FOR
BUSINESS SERVICE EXCELLENCE IN HOTEL
SECTOR
Roby Setiadi, Muhadi Setiabudi University

ABSTRACT

Companies use social media to improve efficiency in their supply chains in addition to build new
business models of relationships with customers, employees, investors, and other stakeholders.
However until now, the purpose of utilizing social media for the service business sector has not
been widely verified empirically in various studies, making some managers view that social
media is not an effective means of promotion for service businesses. Adverse decisions can be
made because of lack of information about the benefits of social media for marketing. This
article attempts to analyze the extent to which companies are capable of using social media as a
basis for marketing excellence. This study provides reliable constructs of utilization of social
media marketing in order it can be useful information and materials of information decisions
making for managers in hospitality industries. The sample in this study consists of 177 general
managers and marketing managers in three to five star hotels in Jakarta based on data from the
Jakarta Statistic Center in 2016 and the Indonesian Hotel and Restaurant Association (PHRI).
Statistical test results show that the constructs of utilization of social media marketing includes
means of retaining customers, customer improvement effectiveness, actively communicating with
customers, intensively attracting customers, and proactively capturing customers. These results
can implicitly direct and make the right decisions on the ways that service organizations can use
social media as the main source of big data information.

Keywords: Social Media Marketing, Service Business, Customer Improvement Effectiveness,

Intensive Communication, Information Based Decision Making

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Chapter References

Baraceros, E. (2011). Technical Writing: In this era of globalization and modern

technology. REX Book Store. Philippines.

Igoy, et al., (2004). Technical Writing and Reporting. Trinitas Publishing, Inc.
Philippines

Manalo, P. and Fermin, V. (2009). Technical and Report Writing. National Book
Store. Philippines.

Portillo, et al., (2003). Research and Technical Writing. Trinitas Publishing, Inc.
Philippines

Setiadi, R. (2019). Assessment of utilization of social media marketing for providing

reliable information-based decision making for business service excellence in hotel
sector. Journal of Management Information and Decision Sciences, 22(4), 398-407.

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