EGETw213: Technical Writing

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L1: Introduction to Technical Writing application when applying for work. However, once
the job begins, essays end.
What is Technical Writing?
A communication written for and about business What takes the place of the essay?
and industry, focusing on products and services: The answer is technical writing— memos, letters,
how to manufacture them, market them, manage reports, e-mail, proposals, instructions, even web
them, deliver them, and use them. pages. That’s why technical writing is important.
Technical writing is the type of written
Technical writing is a form of writing on a specific communication that our students will be responsible
topic that requires guidance, instruction, or for on the job.
explanation.
How does technical writing compare/contrast to
This writing style serves a unique purpose and traditional essays?
therefore has very different qualities than other Technical writing is different from other types of
types of writing, such as creative writing, academic written communication. Does that mean, therefore,
writing. that you must relearn all your teaching skills to
accommodate this new communication beast?
Why study Technical Writing? Absolutely not. Many of the writing skills you
• Technical writing is not literature; it’s neither already teach are applicable to technical writing.
prose which recounts the fictional tales of Others are less.
characters nor poetry which expresses deeply felt,
universal emotions through similes and metaphors. Communication Continuum
• Technical writing is neither an expressive essay Communication continuum includes writing traits,
narrating an occurrence nor an expository essay ranging from the connotative to the denotative
analyzing a topic. procedure of writing.
• Technical writing is not journalism, written to
report the news.
• Technical writing does not focus on poetic images,
describe personal experiences,
• 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,
• 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,

When students are employed and have to write

on the job, will they write essays?
The answer is no. Students, when employed, will
not write essays at work. They will write essays
while working on their college degrees; they might
even be asked to write an essay on their job
EGETw213: Technical Writing
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Composing the Business Letter - Stress what something is rather than what it is not
- Knowing the Audience - Say what you or the product can do rather than
- Beginning the Letter what it cannot do
- Writing the Body of the Letter - Open with action rather than apology or
- Closing the Letter explanation
- Finalizing the Letter - Avoid words which convey unpleasant facts

Knowing the Audience • Write clearly and concisely

•To compose persuasive, user-centered - The letter must proceed in a logical and organized
communication, you should gather as much way, moving from general to specific information
information as possible about the people who will - Information must be arranged in order of
read your letter importance to your audience
•Your audience may consist of different people who - Similar information must be kept together
may have different needs and expectations. - Each section must be organized around only one
•Audience analysis main idea
- Who are they? - Key sentences must begin each paragraph
- What do they need?
- Where will they be reading? • Write clearly and concisely
- When will they be reading? - The reader must find information where he/she
- Why will they be reading? expects to see it
- How will they be reading? - Key points must be emphasized by using boldface,
underlining, or italics
Beginning the Letter - The letter must have clear and specific headings
•Know the format - Improve readability by using indentation or bullets
•Include information about your company - Provide enough background information for the
•Include the date message
•Add the recipient’s information - Include specific examples, numbers, dates, names,
•Choose a salutation and percentages to support your claims
- Use graphics (charts, graphs, diagrams, and tables)
Writing the Body of the letter where appropriate
• Focus and purpose - Eliminate unnecessary or obvious information to
- What is your purpose in writing the your audience
letter?
- What purpose should the letter serve for your • Use parallelism, similar structures for similar
reader? ideas
- What is your main point in the letter?
- What do you want your reader to do when he/she • Use the right tone
finishes reading the letter?
• Be conversational when appropriate
• Consider writing an outline first
- List the topics you want to cover; do not worry • Be courteous
about the order
- For each topic, list keywords, examples, • Wrap it up
arguments, and facts
- Review each topic in your outline for relevance to Closing the Letter
your aim and audience • Choose a closing
- Remove irrelevant topics • Sign the letter
- Sort the information into the best order for your •Include your typed name and contact
reader information
•If necessary, include enclosures
• Emphasize the positives
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Finalizing the Letter • Phone, word of mouth (verbal)
• Proofread the letter • Internet, email (online)
- Grammar • Print (publications)
- Spelling • Presentations (audiovisual)
- Word choice • Radio, TV ads
- Punctuation Related areas of study:
- Capitalization • Managerial communication
- Abbreviation • Organizational communication
- Indentation • Human relations, team building
• Sales communication
• Post the letter • Communication technology, electronic
communication
• International communication
• Report writing, technical writing

BUSINESS WRITING
• Covers any form of written communication within
the context of business
• Persuasive which seeks to convince the reader
• Conclusions are drawn from the appearance and
content of any business writing you do.

BUSINESS LETTER
• Formal paper communication or correspondence
sent between, to or from businesses
• Usually sent through the post office or by courier.
• Most people who have a job have to write
business letters
• Some write many letters each day while others
write only a few over their entire career
• Business people read letters on a daily basis
Example of senders and receivers:
• Citizen to government official
• Job applicant to company
• Company to consumer
• Company to company
• Supervisor to staff
Introduction to Business Correspondence
- Business Communication Why we are writing business letter?
- Business Letter • To persuade
- Parts of a Business Letter • To inform
- Formatting a Business Letter • To request
• To express thanks
BUSINESS COMMUNICATION • To remind
• Includes all communication that occurs in a • To recommend
business context • To apologize
• Promotes a product or service • To congratulate
• Informs people inside or outside the organization
• Deals with legal and other issues
• Business is conducted through various channels of
communication
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• To reject a proposal or offer
• To introduce a person or policy
• To invite or welcome
• To follow up
• To formalize decisions

Parts of a Business Letter

called the greeting
RETURN ADDRESS • Ends in a colon (US), but may also end in a
• Complete address of the sender where the receiver comma (UK)
can send a reply • Dear Sir/Madam:
• Companies usually use paper with a letterhead on • Dear Mr./Ms. Cruz,
top of the page

LETTERHEAD SUBJECT LINE

• Bears all the information about the company’s • Quickly informs the receiver what the letter is
identity about
• May be emphasized by underlining, using bold
font, or typing in ALL CAPITAL LETTERS
• Subject: May 2013 Brochure
• Re: MAY 2013 BROCHURE

DATE
• The day of writing, the month spelled out, and the
year written in four digits; aligned with the return
address
• April 30, 2013 (US)
BODY PARAGRAPHS
• 30 April 2013 (UK)
• Main part of the letter where you write the content
• Should be single spaced with a skipped line
between each
• May be indented depending on letter style

INSIDE ADDRESS
• In a formal letter, write the address of the receiver
after your own address and include
• Recipient’s name
• Job title or position (optional)
Thank you for your order of Business Letters for
• Company name (optional)
Beginners. I sent the book by FedEx on April 28. It
• Complete address and postal code
should be arriving within a few days if it is not there
SALUTATION
already. Please let me know if there are any
• Depends on your relationship with the recipient,
problems with the shipment.
also
EGETw213: Technical Writing
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As requested, I am enclosing our latest brochure,

which provides information about our other
products. You may also check out our web site at MARGINS
http://www.abcbooks.com.ph. • Side, top and bottom margins should be 1 to 1-1/4
inches
If you have further questions, please don’t hesitate • One-page letters and memos should be vertically
to contact me at (044)796-2789 or email me at centered
info@abcbooks.com.ph.
FONT
COMPLIMENTARY CLOSE • No special character or font formatting is used,
• Lets the receiver know that you are finished except
• Always ends with a comma for the subject line
• In traditional etiquette (UK), a letter starting with
• “Dear Sir/Madam” ends with “Yours faithfully” PUNCTUATION
• “Dear Ms. Cruz” ends with “Yours sincerely” • The salutation is followed by a comma in British
style, whereas a colon is used in American style
• The complimentary close is followed by a comma

INDENTATION
• Standard—uses a colon after the salutation and a
SIGNATURE comma after the closing
• Sign with your first and last names, use black or • Open—no punctuation after the salutation and
blue ink closing
• Your printed name may appear below it • Full block—all text aligned to the left margin,
• May also include your title or job position paragraphs are not indented
• Valdemor Zamora • Modified block—aligned to the left margin,
Sales Manager except for the return address, date and closing
which all begin at the center, paragraphs are not
indented
• Semi-block—all text aligned to the left margin,
ENCLOSURES except for the return address, date and closing
• If the letter contains other documents include which all begin at the center, paragraphs are
“Enclosure” or “Enc.” indented
• If there is more than one, “Enclosures (#)” or
“Encs. (#)”
• Encl.: Brochure
• Enclosures (2)

INITIALS, COPIES
• If someone typed the letter for you, include the
typist’s initials: “VZ/km” or “VZ:km”
• “cc” means a copy is sent to someone else
• cc: Mr. Rene Guevara, CEO
EGETw213: Technical Writing
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Five Components of Writing

1. Development
Development in essays by using traditional means
such as examples, anecdotes, testimony, data, and
research is the same development
2. Grammar
Grammar is important in essays. It might be more
important in technical writing. Whereas errors often
can hide in longer essays, those same
3. Organization
Essays employ topic sentences, transition between
and within paragraphs, and a thesis statement.
Technical writing usually does not. The thesis
would be replaced by a subject line. The different
aspects of organization help distinguish technical
writing from essays.
4. Style
Essays employ topic sentences, transition between
and within paragraphs, and a thesis statement.
Technical writing usually does not. The thesis
would be replaced by a subject line. The different
aspects of organization help distinguish technical
writing from essays.
5. Document Design
Document design refers to the physical layout of the
correspondence. Essays consist of words, words,
and more words, separated by indentations to create
paragraphs.
Technical writing, in contrast, uses highlighting
techniques and graphics for visual appeal to help the
reader access and understand the data.

Technical Writing vs Essays

Componen Technical Essays Summa

ts Writing ry
Developme Uses Uses Same
nt examples, examples, for
anecdotes, anecdotes, both.
testimony, testimony,
data, data,
research research
Grammar It is It is Same
important. important. for
both.
Organizati •Provides an •Provides Similar
EGETw213: Technical Writing
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corresponden
ce
Style •Uses short, •Uses Differen
denotative longer, t
words; connotativ
short e
sentences; words;
and short longer
paragraphs sentences;
and longer
paragraphs
Document •Uses •Not Differen
Design highlighting usually a t
techniques, factor
such as
graphics,
headings,
subheadings,
various fonts,
white space,
bullets, etc

People read literature for pleasure, essays for

enlightenment, and journalism for news. People
read technical writing to accomplish a job.

5 Traits of Technical Writing

1. CLARITY
2. CONCISENESS
3. ACCESSIBLE DOCUMENT DESIGN
4. AUDIENCERECOGNITION
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5. ACCURACY
Closing Sentences
• Tell the reader that your paragraph is ending.
• Summarize the discussion of your paragraph.
• Include the keypoints of your paragraph.
• Create a transition to the next paragraph.
• Are also called concluding sentences.

The Structure of the Paragraph
What is a Paragraph?
• The Merriam-Webster dictionary defines
“paragraph” as “a subdivision of a written
composition that consists of one or more sentences,
deals with one point or gives the words of one
speaker, and begins on a new usually indented line”.
• The Oxford English Dictionary defines it as “[a]
distinct section of a piece of writing, usually dealing
with a single theme and indicated by a new line,
indentation, or numbering.”
The Structure of a Paragraph
• Topic Sentence (T.S.)
• Supporting Sentences (S.S.)
• Closing Sentence (C.S)
Topic Sentence (Main Idea)
• Is usually at the beginning of a paragraph.
• Expresses the main idea of the paragraph.
• Provides additional information related to the
characteristics of the paragraph (narrative,
expository, descriptive, and persuasive).
Supporting Sentences
• Provide information that strengthens the topic
sentence.
• Typically consist of a minimum of three
sentences.
• Illucidate the main idea by explaining, describing,
stating a consequence or providing examples.
EXAMPLE #1:
My hometown is famous for several amazing
natural features (T.S.). First, it is noted for the
Wheaton River, which is very wide and beautiful
(S.S.#1). On either side of this river, which is 175
feet wide, are many willow trees which have long
branches that can move gracefully in the wind
(S.S.#2). Also, on the other side of the town is
Wheaton Hill, which is unusual because it is very
steep (S.S.#3). The third amazing feature is the Big
Old Tree (S.S.#4). This tree stands two hundred feet
tall and is probably about six hundred years old
(S.S.#5). These three landmarks are truly amazing
and make my hometown a famous place (C.S.).
About Example #1:
• The first sentence introduces and states the main
idea: Nature features that make the person’s
hometown famous.
• The supporting sentences mention three natural
features and gives details about each one.
• The closing sentence re-states the main idea.
The Paragraph Outline:
• Paragraph #1
• Topic Sentence (main idea of the paragraph)
• Supporting sentence #1
• Supporting sentence #2
• Supporting sentence #3
• Closing sentence
Paragraph Outline Example:
• Topic Sentence:
• Although most people consider piranhas to be
quite dangerous, they are, for the most part, entirely
harmless.
• Supporting Sentence 1:
• Piranhas rarely feed on large animals; they eat
smaller fish and aquatic plants.
• Supporting Sentence 2:
• When confronted with humans, piranha’s first
instinct is to flee, not attack.
• Supporting Sentence 3:
EGETw213: Technical Writing
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• Far more piranhas are eaten by people than people
are eaten by piranhas.
• Closing sentence:
• If the fish are well-fed, they won’t bite humans.
Unity, Coherence, and Order in a Paragraph
What Does Having Unity in a Paragraph Mean?
• The paragraph focuses on the main idea expressed
in your topic sentence.
• The supporting sentences explain and build on the
main idea.
• The closing sentence ends the paragraph with the
same idea.
What is Coherence in a Paragraph?
•It establishes a relationship among the ideas
presented in a paragraph.
• It uses transitions to show the connection among
ideas. You may use transitional phrases or words, as
well as sentences that point towards the next idea.
• It uses details to ensure the relationship among
ideas is clear.
• It helps the reader to understand the paragraph.
• We also have a great module on transitions on our
webpage!
What is Order in a Paragraph?
• Establishes a logical and clear train of thought.
• Indicates how your ideas will be expressed.
• Denotes why these ideas are expressed in a
specific manner.
Types of Paragraphs
Narrative Paragraph
• Narrates an event. Example:
Last year was the first time I had ever been the new
kid at school (T.S.). For the first four days, I was
completely alone (S.S.). Finally, at lunch on the
fifth day, Karen walked past me (S.S.). Even though
I was new, I knew Karen was popular (S.S.). Soon,
her friends were sitting right next to me (S.S.). I
never became great friends with Karen, but after
lunch that day, it seemed like they were happy to be
my friend (S.S.). You cannot convince me that
Karen did not know what she was doing (S.S.). I
have a great respect for her, and I learned a great
deal about what it means to be a true leader (C.S.).
Expository Paragraph
• Informs the reader about a subject of your choice.
Example: On July 16, 1969, the Apollo 11
spacecraft launched from the Kennedy Space Center
in Florida (T.S.). Its mission was to go to the moon
(S.S.)! The crew consisted of Neil Armstrong,
Michael Collins, and Buzz Aldrin (S.S.). The
spacecraft landed on the moon in the Sea of
Tranquility, a basaltic flood plain, on July 20, 1969
(S.S.). The moonwalk took place the following day.
On July 21, 1969 at precisely 10:56 EDT,
Commander Neil Armstrong emerged from the
Lunar
Module and took his famous first step onto the
moon’s surface (S.S.). He declared, “That’s one
small step for man, one giant leap for mankind!”
(S.S.). It was a monumental moment in human
history (C.S.)!
Descriptive Paragraph
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• Describes something in detail. Example:
Sunset is the time of day when our sky meets the
outer space solar winds (T.S.).
There are blue, pink, and purple swirls, spinning
and twisting, like clouds of balloons caught in a
whirlwind (S.S.). The sun moves slowly to hide
behind the line of horizon, while the moon races to
take its place in prominence atop the night sky
(S.S.). People slow to a craw, entranced, fully
forgetting the deeds that must still be done (S.S.).
There is a coolness, a calmness, when the sun does
set (C.S.).

Cause and Effect Paragraph

• States a cause and its consequences (effects).
Example: The lack of rain and snow has horrible
effects on farmers (T.S.). With no rain their land
dries up, and it is very difficult to grow anything
(S.S.). When the crops fail, the farmers do not have
any choice but to get a second job in order to make
the money they need (S.S.). Farming is a full-time
job and with a second job, farmers are overworked,
stressed and even depressed (S.S.). Many farmers
end up selling their land (S.S.). That is why when
there is no rain, you notice that
most of the farmers are upset (C.S.).

Persuasive Paragraph:
• Tries to convince the reader of an specific topic.
Example:
Hunters, hikers, and park recreationalists should
turn in poachers (T.S.). Poachers are people who
kill animals illegally by hunting without a proper
permit (S.S.). Not only is it cruel
to leave an animal carcass, but it can also spread
disease among other animals (S.S.). That is why it is
important we turn poachers in (S.S.). The first thing
that can be done is calling the authorities (S.S.).
When a call is placed, the operator will ask some
questions. So when you see this happening, write
the information of the person down (S.S.). The
second thing a person can do is try to get on the
Internet (S.S.). There you can find out more
information about what you need to do (S.S.). If
anyone sees one of these illegal acts being done,
now
you know what to do to turn them in, and make
Montana a better place for everyone and everything
(C.S.). –Justin Campos 2005
EGETw213: Technical Writing
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Composing the Business Letter - Stress what something is rather than what it is not
- Knowing the Audience - Say what you or the product can do rather than
- Beginning the Letter what it cannot do
- Writing the Body of the Letter - Open with action rather than apology or
- Closing the Letter explanation
- Finalizing the Letter - Avoid words which convey unpleasant facts

Knowing the Audience • Write clearly and concisely

•To compose persuasive, user-centered
communication, you should gather as much
information as possible about the people who will
read your letter
•Your audience may consist of different people who
may have different needs and expectations.
•Audience analysis
- Who are they?
- What do they need?
- Where will they be reading?
- When will they be reading?
- Why will they be reading?
- How will they be reading?
Beginning the Letter
•Know the format
•Include information about your company
•Include the date
•Add the recipient’s information
•Choose a salutation
Writing the Body of the letter
• Focus and purpose
- What is your purpose in writing the
letter?
- What purpose should the letter serve for your
reader?
- What is your main point in the letter?
- What do you want your reader to do when he/she
finishes reading the letter?
• Consider writing an outline first
- List the topics you want to cover; do not worry
about the order
- For each topic, list keywords, examples,
arguments, and facts
- Review each topic in your outline for relevance to
your aim and audience
- Remove irrelevant topics
- Sort the information into the best order for your
reader
• Emphasize the positives
- The letter must proceed in a logical and organized
way, moving from general to specific information
- Information must be arranged in order of
importance to your audience
- Similar information must be kept together
- Each section must be organized around only one
main idea
- Key sentences must begin each paragraph
• Write clearly and concisely
- The reader must find information where he/she
expects to see it
- Key points must be emphasized by using boldface,
underlining, or italics
- The letter must have clear and specific headings
- Improve readability by using indentation or bullets
- Provide enough background information for the
message
- Include specific examples, numbers, dates, names,
and percentages to support your claims
- Use graphics (charts, graphs, diagrams, and tables)
where appropriate
- Eliminate unnecessary or obvious information to
your audience
• Use parallelism, similar structures for similar
ideas
• Use the right tone
• Be conversational when appropriate
• Be courteous
• Wrap it up
Closing the Letter
• Choose a closing
• Sign the letter
•Include your typed name and contact
information
•If necessary, include enclosures
EGETw213: Technical Writing
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Finalizing the Letter • Phone, word of mouth (verbal)
• Proofread the letter • Internet, email (online)
- Grammar • Print (publications)
- Spelling • Presentations (audiovisual)
- Word choice • Radio, TV ads
- Punctuation Related areas of study:
- Capitalization • Managerial communication
- Abbreviation • Organizational communication
- Indentation • Human relations, team building
• Sales communication
• Post the letter • Communication technology, electronic
communication
• International communication
• Report writing, technical writing

BUSINESS WRITING
• Covers any form of written communication within
the context of business
• Persuasive which seeks to convince the reader
• Conclusions are drawn from the appearance and
content of any business writing you do.

BUSINESS LETTER
• Formal paper communication or correspondence
sent between, to or from businesses
• Usually sent through the post office or by courier.
• Most people who have a job have to write
business letters
• Some write many letters each day while others
write only a few over their entire career
• Business people read letters on a daily basis
Example of senders and receivers:
• Citizen to government official
• Job applicant to company
• Company to consumer
• Company to company
• Supervisor to staff
Introduction to Business Correspondence
- Business Communication Why we are writing business letter?
- Business Letter • To persuade
- Parts of a Business Letter • To inform
- Formatting a Business Letter • To request
• To express thanks
BUSINESS COMMUNICATION • To remind
• Includes all communication that occurs in a • To recommend
business context • To apologize
• Promotes a product or service • To congratulate
• Informs people inside or outside the organization
• Deals with legal and other issues
• Business is conducted through various channels of
communication
EGETw213: Technical Writing
__________________________________________________________________________________________
• To reject a proposal or offer
• To introduce a person or policy
• To invite or welcome
• To follow up
• To formalize decisions

Parts of a Business Letter

called the greeting
RETURN ADDRESS • Ends in a colon (US), but may also end in a
• Complete address of the sender where the receiver comma (UK)
can send a reply • Dear Sir/Madam:
• Companies usually use paper with a letterhead on • Dear Mr./Ms. Cruz,
top of the page

LETTERHEAD SUBJECT LINE

• Bears all the information about the company’s • Quickly informs the receiver what the letter is
identity about
• May be emphasized by underlining, using bold
font, or typing in ALL CAPITAL LETTERS
• Subject: May 2013 Brochure
• Re: MAY 2013 BROCHURE

DATE
• The day of writing, the month spelled out, and the
year written in four digits; aligned with the return
address
• April 30, 2013 (US)
BODY PARAGRAPHS
• 30 April 2013 (UK)
• Main part of the letter where you write the content
• Should be single spaced with a skipped line
between each
• May be indented depending on letter style

INSIDE ADDRESS
• In a formal letter, write the address of the receiver
after your own address and include
• Recipient’s name
• Job title or position (optional)
Thank you for your order of Business Letters for
• Company name (optional)
Beginners. I sent the book by FedEx on April 28. It
• Complete address and postal code
should be arriving within a few days if it is not there
SALUTATION
already. Please let me know if there are any
• Depends on your relationship with the recipient,
problems with the shipment.
also
EGETw213: Technical Writing
__________________________________________________________________________________________

As requested, I am enclosing our latest brochure,

which provides information about our other
products. You may also check out our web site at MARGINS
http://www.abcbooks.com.ph. • Side, top and bottom margins should be 1 to 1-1/4
inches
If you have further questions, please don’t hesitate • One-page letters and memos should be vertically
to contact me at (044)796-2789 or email me at centered
info@abcbooks.com.ph.
FONT
COMPLIMENTARY CLOSE • No special character or font formatting is used,
• Lets the receiver know that you are finished except
• Always ends with a comma for the subject line
• In traditional etiquette (UK), a letter starting with
• “Dear Sir/Madam” ends with “Yours faithfully” PUNCTUATION
• “Dear Ms. Cruz” ends with “Yours sincerely” • The salutation is followed by a comma in British
style, whereas a colon is used in American style
• The complimentary close is followed by a comma

INDENTATION
• Standard—uses a colon after the salutation and a
SIGNATURE comma after the closing
• Sign with your first and last names, use black or • Open—no punctuation after the salutation and
blue ink closing
• Your printed name may appear below it • Full block—all text aligned to the left margin,
• May also include your title or job position paragraphs are not indented
• Valdemor Zamora • Modified block—aligned to the left margin,
Sales Manager except for the return address, date and closing
which all begin at the center, paragraphs are not
indented
• Semi-block—all text aligned to the left margin,
ENCLOSURES except for the return address, date and closing
• If the letter contains other documents include which all begin at the center, paragraphs are
“Enclosure” or “Enc.” indented
• If there is more than one, “Enclosures (#)” or
“Encs. (#)”
• Encl.: Brochure
• Enclosures (2)

INITIALS, COPIES
• If someone typed the letter for you, include the
typist’s initials: “VZ/km” or “VZ:km”
• “cc” means a copy is sent to someone else
• cc: Mr. Rene Guevara, CEO
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