The Technical Writing Process

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Accuracy
Accuracy in technical writing required that the writer proof reads the text. To ensure accurate writing, use the following tips:
1. 2. 3. 4. 5.
Let someone else read it. Use the gestation approach. Read Backwards Read one line at a time Read along words (Syllable by
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Accuracy
Accuracy in technical writing required that the writer proof reads the text. To ensure accurate writing, use the following tips:
7.
Check figures, scientific and technical equations and abbreviations. Read it a loud. Try Scattershot proofing. Use a dictionary.
8. 9. 10.
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Organization
It allows the readers to follow the train of thought of the writer. Organizational Patterns:
1. 2. 3. 4.
Spatial Chronological Importance Comparison / Contrast
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The Technical Writing Process

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Effective Strategies in Technical Writing By Alex V. Abelos et. al.
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Prewrite
Allows a writer to spend quality time, prior to writing the correspondence, generating information. Determine the Objectives Gather Data Consider Audience
a. b. c.
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Write
Drafting
of the technical document.
a.
Organizing the draft in logical sequence. Formatting of the Content
b.
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Rewrite
Revision
of the rough draft. It allows you to perfect your technical document.
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Prewriting Stage
1.
Plan your technical writing.
Before the writer write the document, he/she needs to know why he/she is writing and what he/she hope to achieve. the purpose of the correspondence makes a difference. This allows the writer to provide the appropriate tone and scope detail in his/her writing.
Recognizing
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Prewriting Stage
2.
Gather Data.
A
writer cannot communicate the content until the he/she have gathered the data.
2.
Consider the Audience.

Before
a writer can determine what to say and how much detail is necessary, he/she should determine his/her target audience.
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Writing Stage
1.
Package the Data.

A
writer cannot communicate the content until the writer have gathered the data.
1.
Organize your thoughts in logical and easy to follow sequence Format your text to allow ease of
1.
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Rewriting Stage
Revision requires the writer to look over the draft and do the following:
1. 2. 3. 4.
Add any missing detail for clarity. Delete dead words for conciseness. Simplify complex words and phrases. Move information around to ensure that your most important ideas are emphasized. Reformat to ensure ease of access. Enhance the tone and style of the text. Correct any errors to ensure accurate grammar content.
5. 6. 7.
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Writing Memos
Effective Strategies in Technical Writing By Alex V. Abelos et. al.
Memos have a twofold purpose:

It
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brings attention to problems and it solve problems. updates the reader about new information like policy changes, price increases, or by persuading the reader to take an action, such as to attend a meeting, or change a current production procedure.
It
(Memos are most effective when they
Criteria For Writing Successful Memos

Content The memo includes To, From, Date, and Subject lines. subject line clearly forecasts the memo's content. memo is short and includes readable blocks of information.
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The
The

Arrangement
The
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memo follows a top-down approach, with the most important information emphasized at the beginning of the message. between memo parts are clear and
Transitions
logical.

Style
The
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tone is appropriate for the intended readers. words are spelled correctly.
All
The
style is clear, concise, fluent, and devoid of grammatical errors.
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Heading Segment The heading segment follows this general format:
TO: (readers' names and job titles) FROM: (your name and job title)
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Sample Memorandum
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Writing Basic Business Letters

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What is a Business Letter?
Abusiness letteris aletterwritten in formal language, usually used when writing from one business organization to another, or for correspondence between such organizations and their customers, clients and other external parties.
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Parts of a Business Letter

Sender's
Address
The sender's address usually is included in letterhead.
If
the company is not using a letterhead, include the sender's address at the top of the letter one line above the date.
Do
not write the sender's name or title, as it is included in the letter's closing. Include only the street address, city, and zip code.
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Date
The
date line is used to indicate the date the letter was written. However, if your letter is completed over a number of days, use the date it was finished in the date line.
Write
out the month, day and year two inches from the top of the page. Depending which format you are using for your letter, either left justify the date or tab to the center point and type the date.
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Inside
Address
The inside address is the recipient's address. is always best to write to a specific individual at the firm to which the writer is writing. inside address begins one line below the sender's address or one inch below the
It
The

Inside
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Address
Note: If the writer do not have the person's name, he/she should do some research by calling the company or speaking with employees from the company. Include a personal title such as Ms., Mrs., Mr., or Dr. Follow a woman's preference in being addressed as Miss, Mrs., or Ms.

Salutation
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Use
the same name as the inside address, including the personal title. If the writer knows the person and typically address them by their first name, it is acceptable to use only the first name in the salutation (for example: Dear Lucy:).
In
all other cases, however, use the personal title and full name followed by a colon.
Leave
one line blank after the salutation.

Salutation
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Note:
If
the writer doesn't know the reader's gender, he/she may use a nonsexist salutation, such as "To Whom It May Concern.
It
is also acceptable to use the full name in a salutation if the writer cannot determine gender.

Body
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For
block and modified block formats, single space and left justify each paragraph within the body of the letter. a blank line between each paragraph.
Leave
In
the first paragraph, consider a friendly opening and then a statement of the main point.

Body
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The
next paragraph should begin justifying the importance of the main point. the next few paragraphs, continue justification with background information and supporting details. closing paragraph should restate the purpose of the letter and, in some cases, request
In
The

Closing
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The
closing begins at the same horizontal point as your date and one line after the last body paragraph. the first word only (for example: Thank you) and leave four lines between the closing and the sender's name for a signature. a colon follows the salutation, a comma should
Capitalize
If
[SENDER'S NAME] [SENDER'S ADDRESS] (optional[SENDER'S PHONE] (optional[SENDER'S E-MAIL] [DATE] [RECIPIENT W/O PREFIX] [RECIPIENT'S TITLE] [RECIPIENT'S COMPANY] [RECIPIENT'S ADDRESS] (Optional) Attention [DEPARTMENT/PERSON], Dear [RECIPIENT W/ PREFIX]: Re: [SUBJECT] [CONTENT.] [CONTENT.] [VALEDICTION (Sincerely, Respectfully, Regards, etc.)], [SENDER] [SENDER'S TITLE]
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Basic Letter Formats
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Block Semi-Block Modified Block
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Full Block Format

The
most common layout of a business letter entire letter is left justified and single spaced except for a double space between paragraphs.
The
Full Block
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Modified Block Format

Another
widely utilized format is known as modified block format. this type, the body of the letter and the sender's and recipient's addresses are left justified and single-spaced. for the date and closing, tab to the center point and begin to type.
In
However,
Modified Block
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Semi Block Format

The
final, and least used, style is semiblock. is much like the modified block style except that each paragraph is indented instead of left justified.
It
Semi Block
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Spatial Chronological Importance Comparison / Contrast