Practical Techniques for Improving Technical

Writing

October 9, 2013

Practicing structural engineers have an obligation to prepare correct,

objective and useful technical and professional documents for a variety

of audiences including peers, managers, clients, vendors, contractors

and the public. Engineers with excellent writing skills understand that

writing is an essential form of social interaction in their professions, and,

therefore, consider the needs of these audiences as well as the norms

and styles of the companies they represent. Inexperienced writers may

write for the wrong audience, may develop content that confuses

readers rather than enhances understanding, and may fail to lead

readers logically through results and explanations. This handout is a

summary of strategies and tactics for writing logical, concise, and useful

technical documents.

Tips for planning, drafting, simplifying and revising technical documents

Writing process

Table of Contents

Writing for reader comprehension

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4

Concise word choices 3

2013 Janel M. Miller

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Using a structured writing process helps

writers focus on readers' needs and

expectations.

Most exceptional writers use a thoughtful, iterative process

1

Few writers are able to produce

excellent technical documents without

spending the time needed to plan and

revise the content.

Plan document First, understand the audience (who)

and purpose (what) of the document; then decide on the tone and format.

The tone defines how the readers feel

while reading. For technical

documents, the tone is typically formal

or instructional. For business letters,

the tone is often formal. When writing

documents for the general public, the

tone tends toward informal. The format

depends on the type of document,

e.g., report, memo, letter, proposal,

specification, or brochure.

Before starting to write, organize

content ideas. Most writers use an

outline, but some writers draft the topic sentences of paragraphs.

Draft visuals and content If the document will contain figures,

tables or equations, prepare the

visuals first, and then draft the content.

Concentrate on providing accurate

and complete information rather than

perfecting grammar and punctuation.

Use the text to describe and explain

the visuals. When drafting content,

always consider the reader's

perspective.

Simplify Content After drafting the content, use the

Principles of Concision [5] to remove

unnecessary words and simplify

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complicated wording. Refer to page 3

for examples of complex wording and

concise alternatives [1,3,4,5]. After

eliminating the unnecessary and

complex wording, combine short

sentences containing related ideas,

and use plural nouns and pronouns to

reduce gender-specific wording.

Revise for logic and clarity Strong topic sentences, organizing

patterns, logical linkages, examples,

and analogies all aid in reader

understanding. Sentences should

follow the logic structure readers

expect: the topic of the sentence

(what the sentence is about) followed

closely by the verb, and then the new, intriguing information in the emphasis

position of the sentence [2]. Refer to

page 4 for more information on

revising for logic and understanding.

Use consistent, precise and accurate

terminology, complete comparisons,

and quantitative (rather than

subjective or vague) descriptions.

Proofread Proofreading is more than simply

correcting the "typos." An essential

part of proofreading is verifying that

the document meets requirements.

For example, proposals must address

all of the content and formatting

prescribed in the RFP. In addition to

correcting typos, format and spacing

inconsistencies, missing or duplicate

words, and punctuation errors, verify

that citations and references are

complete and accurate.

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1

Instead of use a considerable number of many a decreased amount of less a decreased number of fewer a great deal of much a large number of many a majority of most account for by the fact because aluminum material aluminum anticipate in advance anticipate arrive at an approximation as to

how much estimate

as to whether whether at the present time now at this point in time now based on the fact that because because of the fact that because brown in color brown conduct an investigation of investigate count the number of count despite the fact that although due to the fact that because during the course of during, while during the time that while effectuate cause entirely eliminate eliminate fewer in number fewer for the purpose of for, to future plans plans give an account of describe give assistance to help, assist has engaged in a study of has studied have a dialogue talk have a preference for prefer have the appearance of resemble in an accurate manner accurately in case if in many cases often in most cases usually in my opinion, it is not an

unjustifiable assumption I think

Principles of Concision 1. Eliminate meaningless words 2. Remove redundant words 3. Delete what readers can infer 4. Simplify complicated wording 5. Change negatives to affirmatives

2

in order to to in spite of the fact that though, although in the event that if in the most effective manner most effectively in view of the fact that because is detrimental to harms it is generally believed that many believe it is obvious that obviously, it is often the case that often join together join large in size large make a study of study more often than not usually most unique unique necessitate require on account of because on a daily basis daily on a regular basis regularly on a weekly basis weekly on those occasions in which when owing to the fact that since, because pooled together pooled red in color red regardless of the fact that even though, although resultant effect result, effect revert back revert should it prove to be the case

that if

smaller in size smaller steel material steel take into consideration consider terminate end the field of Civil Engineering Civil Engineering the reason why is that because the reason is because because the vast majority of most, almost all there are numerous instances

of often, frequently

this is a subject that this subject this result would seem to

indicate that this result indicates

until such time that until use for transportation purposes use for transportation utilize use utilization use very unique unique with respect to about with the exception of except within the realm of possibility possible Needless to say In the final analysis To make a long story short

Sources: [1,3,4,5]

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Although technical documents typically contain complex

information, excellent writers craft sentences and paragraphs

that enhance readers' understanding. Writers use sentence

structure, topic sentences, organizing patterns, and transition

words to improve the logic of their documents.

Sentence structure In general, sentences contain three positions: (1) the topic

position, (2) the verb, and (3) the emphasis position. Readers

expect to learn what the sentence is about in the topic position, which contains the subject of the sentence. Because

the topic position provides context for what follows in the rest

of the sentence, avoid placing vague pronouns (e.g., it, this,

these) and the word there in the topic position. Next, readers

expect the verb to follow the subject of the sentence as closely

as possible. In fact, readers tend to ignore words between the

subject and the verb because they believe this content is

unimportant. The emphasis position follows the verb and

contains new, interesting and even intriguing information.

Readers tend to think that the author believes information in

the emphasis position is important and wants readers to

remember this content.[2]

When sentences deviate from this expected structure, readers

slow their pace and mentally restructure sentences to be

consistent with their expectations.

Tactics for enhancing readers' comprehension

2

Topic sentences Like the topic position of a sentence, the topic sentence of a

paragraph describes what the paragraph is about. Common

problems with many topic sentences are (1) the real topic is

unclear, (2) the topic sentence contains more than one topic,

and (3) the topic sentence does not reflect the content in the

rest of the paragraph. When revising documents, analyze all

topic sentences to ensure each contains one clear topic

consistent with the rest of the paragraph.

Organizing patterns Excellent writers use organizing patterns to enhance reader

understanding. Typical organizing patterns in technical

documents include the following:

Chronological and sequential timelines outlining the history of a project or topic or the methodology of a study

Spatial patterns describing physical layouts and geographical arrangements

Patterns classifying cause-and-effect, problem-solution, compare-and-contrast, and advantages-disadvantages for justification and decision-making

Topical patterns describing categories of information

Transitions and logical linkage Writers use transition words to provide logical linkage between

sentences and to connect ideas. For example, therefore and as

a result connect cause to effect. The phrases for example and

such as introduce examples to clarify or illustrate concepts.

Although and even though are subordinators used to

emphasize and deemphasize facts and observations. Finally,

therefore, in summary and in conclusion are phrases used

when summarizing key points and drawing conclusions.

References 1. Day, R.A. and Gastel, B., 2006. How to Write and Publish a Scientific Paper. Greenwood Press.

2. Gopen, G.D. and Swan, J.A., 1990. "The science of scientific writing," American Scientist, 78, 550558.

3. Rathbone, R.R., 1985. Communicating Technical Information, 2nd ed. Addison-Wesley Publishing Company.

4. Strunk, W. and White, E.B., 2000. The Elements of Style, 4th ed. Allyn & Bacon, A Pearson Education Company.

5. Williams, J.M., 1995. Style: Toward Clarity and Grace. The University of Chicago Press.

Good technical writing is clear, concise, accurate,

logical and useful.