Types of Technical Writing

This post will cover several different genres of technical writing. Each type will get a brief overview and some helpful tips to execute successfully. If you have not read my post on techniques of technical writing, please do so first.

The Memo

 A memorandum is a common in-house message used to communicate across the workplace.  These are typically used for short, concise messages. Memos can be sent to one, or multiple persons. A memo will start with a header including the date, to and from lines, and subject line which outlines all pertinent information inside the document. The body of the memo can be organized in one of two fashions. It can be a direct or an indirect organizational strategy. A direct strategy states the purpose overtly and immediately while an indirect strategy attempts to attract the reader before revealing purpose. The table below describes differences in the two strategies.

The Resume & Job Letter

The resume and job letter are two different types of technical writing but go hand in hand. When applying for a position, the strength of these documents will determine your success. A good resume is a representation of all your skills and accomplishments. It will include your qualifications, education, work experience, additional skills, accomplishments, and special activities. It should be tailored to the position for which you are applying, considering the audience of the document. The design should be simple and professional with an appropriate font. 

The cover letter is simply a professional letter written to a potential employer. It will accompany your resume but can sometimes be a more important tool. Your audience is the most important aspect when writing the cover letter, as you are attempting to make an impression. Use an informed, straightforward, courteous and relaxed tone. Talk about yourself but do so maturely. Ensure your design is simple, professional and clean for readability. Include a heading with yours and the recipient's information, and a greeting preferably with a specific person to greet. In your opening paragraph, state your background knowledge of the company or position, and what in particular attracted you to them. The body paragraph should sell your skills and experiences using evidence and examples of your resulting success. Reference your resume and relate your experience to the job. Keep your closing short and simple. Give them your availability and contact information and express your desire for follow up. Do not forget to add "Enclosure" in the bottom left margin to indicate your attached resume.

Technical Instructions & Descriptions

Technical instructions make it possible for a task to be universal. A good set of instructions can show almost anyone how to accomplish a task. Technical instructions are structured in four parts. There is an introduction, materials list, the directions themselves, and a troubleshooting guide. Start technical instructions with a brief but informative introduction including the goal of the instructions, the intended audience, and any safety concerns before starting. A design point here would be to make safety warnings very visible. The materials list next should detail everything required or included to carry out the following instructions. When writing the directions themselves, make them simple with single action numbered steps. Indicate clear actions with steps and highlight keywords. Another design tip here is to include pictures whenever possible. End your instructions with a troubleshooting guide, indicating any actions to take when encountering predictable malfunction.

Technical descriptions are similar but serve a different purpose. They are used when someone requires an in depth understanding of the physical attributes of an item. Technical descriptions are required for several types of technical writing and can range from a sentence or two, to its own standalone document. 

The Problem Statement

The problem statement, feasibility and recommendation reports, and the technical proposal all tie into each other. The entire process though starts with the problem statement. It can sometimes be difficult to attack an issue when personally effected by it. It becomes easy to focus on the solutions and end up only addressing symptoms of the problem. A problem statement helps direct your efforts towards a problem effectively. A problem statement is a short, clear explanation of an issue, and changes to be made that will have an impact on the problem. 

The first step is to identify the problem by asking the five W's (who, what, when, where, and why?). Answering these questions will reveal the root cause of the problem. Next you should do some basic research to allow yourself to be capable of drafting solutions to the problem. Test your results for identifying the problem through analysis to determine that you have found the root cause. Develop solutions that address the root problem you have identified. 

Once you begin drafting your problem statement document, you will want to follow a certain order. It is also important to write clearly, concisely and coherently. You will start with a statement of purpose and a summary of the problem in the introduction. Then the discussion section will give relevant background to the topic using evidence but maintaining focus on the problem. You will conclude the document by relating the research to the possible solutions. List all solutions bullet style in this section. 

Feasibility and Recommendation Reports

Feasibility and recommendation reports are written from a solution proposed in a problem statement. They are often a response to a proposal being explored, but a proposal that is precluded by a feasibility or recommendation report will be much stronger given the research that goes into the report. There is one main difference between a feasibility and recommendation report. That is that the former discusses a single solution while the latter has multiple solutions. For this reason, I will mainly focus on feasibility report and caveat that recommendations must be weighed against each other when there are multiple solutions.

With the root problem identified from the problem statement, your feasibility report can begin with your identified solution. The document may begin with an executive summary which is a brief overview of the main points from the report. Sections of the report include the introduction, discussion, conclusion and recommendations. The introduction covers the purpose, problem and scope of the report. The discussion is the meat of the report. Your solutions will be listed here with explanations, and interpreted data to support. Conclude in a typical fashion and recommend or reject solutions. Ensure you have an evaluation criterion for your solutions such as cost, timeframe, and resources.

Technical Proposals

Technical proposals can be broken down into a large subset. A proposal can be used for practically any idea that needs to be pitched. Some examples would be sales proposals, research proposals, or concept proposals. I will focus on a general outline of technical proposals that satisfies the format we have covered so far with problem statements and feasibility reports. There is a laundry list of sections that can be utilized in a technical proposal but not all may apply to your document. Depending on your application you may add or take away from the following. The sections are introduction, problem, objectives, solution, method, resources, schedule, qualifications, management, and costs. 

To detail each section starting with the introduction, you will start with a brief description of your proposal without giving too much detail. In the problem section you will present the issue at hand while being reader centric. The objectives section will cover overall goals that the proposal seeks to achieve. The solution section will be the answer to the objective and the means to meeting the objective. Your personal methods for implementing the solution should be outlined in the next section, including details like facilities, equipment, and qualifications. In the remaining sections you will cover details like resources required, the planned schedule, your qualifications, management structure, and costs. 

Prepare a revision checklist to go back and check your work. Utilize visuals wherever necessary and appropriate. Visuals like graphs and drawings can be essential in communicating your proposal effectively. 

Blogging

The last medium I will discuss is the one I am using now. If all you've read up to this point has not convinced you that blogging can be a form of technical writing, I will drive the point home. Blogging opens up the availability of technical writing, making it a conversation. The forum is open for others to critique your writing, which leads to your improvement and helps you stay objective. Practicing blogging will also make you more invested in your writing. You can write about whatever interest you, so you are more likely to write and in turn see improvement in your writing. 

Effective blogs are audience centered and conversational in tone. The design of the blog is also a huge factor. It is a place you can let your creativity thrive and speak for you.