Introduction to Technical Report Writing

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Chapter # 01
Introduction To Technical Report Writing
Technical report writing is a practical writing that people do as a part of their jobs. It is a different form of writing, both different from and similar to other forms of writing. Technical writing both analyzes and explains in order to communicate with the reader. Definitions:

1. Technical Report Writing aims to get work done, to change people by changing the way they do things. (Killingsworth and Gilbertson) 2. The most critical skill required in today’s business world is the ability to communicate, both verbally and in writing. Effective communication has a direct impact on one’s potential within an organization.” (Bob Collins) 3. Document that records the procedure adopted and results obtained from a scientific or technical activity or investigation. 4. Technical Writing is a specialized, structured way of writing, where information is presented in a format and manner that best suits the psychological needs of the readers, so that they can respond to a document as its author intended and achieve the purpose related to that document. The process of gathering information from experts and presenting it to an audience in a clear, easily understandable form is called technical writing. 5. Technical Writing is the presentation of information that helps the reader solves a particular problem. Technical communicators write, design and edit proposal, web pages, lab reports, newsletters and many other kinds of professional documents. Purpose of TRW

Technical report wring is intended to communicate to a specific audience for a specific purpose. Its purpose is to link in you and your boss, you and clients, you and vendors and you and co-workers. Technical writing creates action. When you write successfully a technical correspondence, someone on the other end responds. The purpose of your report and your sense of audience creates tone. PURPOSE (Document) + AUDIENCE (Technical Supervisor / Reader) = TONE (Objective)

According to Killingsworth and Gilbertson
The purpose of TRW is to enable its reader to act in three ways: By informing 2. By instructing3. By persuading
By Informing
* To inform
* To carry out job responsibilities
* People supply or receive information constantly
* They need to know or explain the schedule time for meeting * The physical description of a new machine
* The step in a process
* The results of an experience
By Instructing
TRW instruct when they give readers directions for using equipment and for performing duties. It enables consumers to use their new purchase. Writing tells medical personnel exactly what to do when a patient has a heart attack. By Persuading

Technical writers persuade readers to follow a particular course of action.

Importance Of Technical Report Writing
Technical Writing is a very important part of our work experience for several reasons. * Technical Writing conducts business
* Technical Writing takes time
* Technical Writing costs money
* Technical Writing is an extension of our interpersonal communication skills 1. Technical Writing Conducts Business
TW is not a minor but a major part of the work environment because through TW employees: a) Maintain good customer-client relations
e.g. Follow-up-letters
b) Ensure that work is accomplished on time
e.g. Directive memos
c) Provide documentation that work has been accomplished e.g. Status reports
d) Generate income
Technical Writing also:
a) Keeps Machinery working
e.g. maintenance instructions
b) Ensures that correct equipment is purchased
e.g. Technical descriptions and specifications
c) Gives bosses the information they require for persuasive briefings e.g. Summaries
d) Gets us jobs
e.g. Resumes and
e) Informs the world about our company’s product
e.g. Sites on the World Wide Web
2. Technical Writing Takes Time
* Average employees spend approximately 20%...
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