Definition: Most business and all technical writing communicates specific, factual information to a defined audience for the purpose of informing, instructing, explaining, or documenting. Some types of business writing are letters, memoranda, and reports. Technical documents include reports, manuals, and instructions.

History: Technical writing has existed for all of recorded history. Consider Leonardo da Vinci’s drawings and notes, as well as writing by Isaac Newton and other scientists.

For centuries only other scientists or university students read these texts. However, as literacy increased and the Industrial Revolution brought more complex machines, the need for more technical writing for a larger audience grew.

Technical communication increased greatly during World War II, with more sophisticated weaponry and advancements in transmitting communication. The U. S. Army trained communications specialists at Camp Gordon, now Fort Gordon, outside Augusta, Georgia.

Since the 1960’s technical writing has surged in the field of computer technology. Today readers are flooded with technical information in many forms—from owners’ manuals for cars, to instructions for installing a computer game system.

Characteristics: Good technical writing conveys ideas “with the goal of expressing, not impressing.”  Audience awareness: Readers’ needs are most important. The writer must convey information in a manner that readers will understand.

 Clarity: Writers create concise sentences and use active language. Sentences become like airline baggage, with writers carrying only what is necessary. Strong, active verbs add interest and understanding.

Conciseness: Good technical writers express ideas as briefly as possible, avoiding redundancies, clichés, vagueness, unfamiliar jargon, and “gobbledygook.” Example: “Gobbledygook: In the event of life- threatening conflagration, expeditiously transport your person through the indicated egress of closest proximity to your location.”

“Translation: In case of fire, quickly leave through the nearest door marked ‘EXIT.’”

Process: Technical writers follow the same steps as other writers. Prewriting: Consider the audience and purpose. Common purposes are defining, describing, and instructing. Gather and organize information. Drafting: Write ideas as concisely and clearly as possible. Revising: Check for concerns such as verb choice, clichés, or other poor wording.

Editing: Correct errors in punctuation, spelling, and mechanics. Presenting: Create text that looks professional by allowing for adequate white space, using headings and subheadings, presenting lists, including illustrations (drawings, tables, graphs, charts, photo- graphs, etc.), and providing appendixes.

Forms: Memorandum (Memo): This brief, informal report communicates information within an organization. It includes a four-part heading, a statement of purpose, background information, brief discussion, conclusions, and recommendations. These texts often explore feasibility of a new process or product, make proposals, report progress, or provide troubleshooting information.

Formal Report: The writer develops a document which follows a structured format that may include a “title page, table of contents, executive summary, body with headings, conclusions, recommendations, references, bibliography, appendixes, glossary, and index.”

Proposal: The writer’s purpose is to sell a product, service, or idea. Such a document often includes a “cover letter, table of contents, executive summary, proposed program, company background, budget, and appendixes.” Manual: The document explains a process or the use and maintenance of a mechanical device.

Journal Article: A writer presents information from his occupational field to a journal which professional colleagues read.

Source: Shelton, James H. Handbook for Technical Writing. Lincolnwood, Illinois: NTC Business Books, 1996.