KhAPO

Technical writing is a specialized and structured way of writing, where information is presented in a format and manner that best suits the needs of the readers so they can respond to a document as its author intended and achieve the purpose of related to that documents.

A good technical writer can write about a complicated technical subject or task in ways that almost anyone can understand. Precision in technical writing tends to be critical because if anything is describe incorrectly, readers may act improperly on what is said, causing mistakes and problems at work.

Technical Articles

Technical articles differ from other forms of technical writing in the following ways:

• They are often written to inform rather than to initiate some specific action.
• They are often published by an organization with which is the writer is not formally connected (an independent journal, for example).
• They are written for a general wide range of audience rather a specific captive audience.

Technical articles are written to publish the results of research to highlight new developments in a particular field; to highlight the work of a prominent or innovative person or group in a particular field; to describe new products that have been developed; to describe new ways of solving old problems; and to share important, sound information.

The topics must be of interests of a reasonable number of readers. Possible topics of technical articles include:

• student research
• job experience
• work of individuals or groups in science, arts and applied arts
• new tools and equipments
• new methods, procedures or techniques
• ways of doing thing better, quicker and cheaper
• hobbies or avocational interests

The evidence presented in technical articles can be from life experience, fact learned from reviewing information on the subject, result of interviews or research conducted in the subject area.

Technical Description

Technical description provides readers with accurate details regarding a subject’s physical features, composition and appearance. Occassionally, a technical description is a complete document in itself (e.g., an encyclopedia, certain types of technical handbooks). More often, technical descriptions become separate sections in longer documents such as the following:

1. Magazine articles or brochures: Articles and brochure, especially those of a scientific or technical nature, often include descriptions of sites, mechanisms, or natural phenomena to enable readers to understand the subject better.
2. Reports: Readers of reports generally need descriptions of locations and equipment before they can make decisions.
3. Sale literature: Both consumers and retailers need descriptions of products. Consumers need descriptions to make purchase decisions, and retailers need them so they can advise their customers.
4. Manuals: Consumer instructions manuals usually include descriptions that are helpful to reader in locating parts. Technicians need descriptions (e.g., of machinery parts) to help them locate problems and make repairs. Operators of equipment need descriptions of that equipments to assist them in understanding of the operational procedures.

In planning a description, writers should consider which subjects to describe, the types of information readers need, appropriate language and detail, and helpful graphic aids.

Technical Reports

A report is “an objective, organized, presentation of factual information that answers a request or supplies needed data” (Pickett and Laster, 1996, p.305). Reports vary in length, complexity and formality depending on the audience and the purpose.

An informal report is a document containing two to five pages of text, not including attachments. An informal report is still a neat report, written in a format that suits the circumstances and the intended reader, and written to create the impression that valuable information is being presented. Informal reports sometimes take the format of a letter or memorandum.

A formal report is often bound and is generally ten or more pages in length. It usually includes the following separate parts: cover, title page, letter of transmittal, table of contents, abstract and/or executive summary, introduction, discussion sections, conclusion, recommendations, bibliography and appendices.

Report design

An outline of the main body of the report should always be created, stating the focused purpose, background information, introduction, body conclusion, recommendations (if applicable), and supporting information.

Type of reports

The following are common types of reports:

• progress notes
• trip reports
• equipment evaluation reports
• laboratory reports
• summary report
• archival reports
• activities reports
• incidence or occurrence reports
• inspection reports
• investigation reports.