DalTech CPST2000
Technical Communications

1/19/98:  Writing Tips and Memos

Writing Tips

Guidelines for Good Technical Writing

Technical Writing is meant to get a job done. Everything else is secondary.

• Deliver your message concisely
• Deliver complex ideas clearly
• Deliver with a KISS: Keep it Short & Simple
• Shun jargon
• "Translate" technical information when necessary

The Writing Process

Good writing often requires three steps:

1. First draft. (let it flow)
2. Revise/Rewrite (for content, style & tone)
3. Final Edit (grammar, punctuation, spelling, syntax)

The Role of Technical Writing

Writing is the lifeblood of business communication.

• Communication traverses the business ladder:
  • Ý up to your immediate superior, and higher;
  • Û across to your associates (i.e., fellow engineers); and
  • ß down to your support staff

Reasons to Work at Technical Writing

1. Good writing will get you job interviews.

   Most job applications require cover letters & resumes--i.e., WORDS. You can’t send bridges or concrete work in the mail.

2. Good writing will help you keep the job you get.
3. Well-written tenders and proposals win job contracts.
4. Poor writing may lead to early (unintended) retirement.

Audience/Purpose Decisions

Know Your Audience

• Step back and define your audience.
• Tailor your message to that audience.

Know your Purpose

• Is it to deliver information?
• Is it to persuade the audience?
• Is it to address a problem and offer solutions?

Characteristics of Effective Technical Writing

• Clear: one meaning
• Accurate: error free, objective
• Comprehensive: complete, self-contained
• Accessible: Easy to locate specific parts
• Concise: Keep it brief and simple. Avoid unneeded information.
• Correct: Grammar, Syntax, Punctuation, Usage, Spelling

Sample Memo - Poorly written memo reworked to make it more effective

Prewriting

1. Identify your audience and purpose.
   
   • internal rather than external communication
   • What should this memo accomplish?
   • Who is on the other end?
   • What do you want to tell them?
   • Does anything need to be "translated?"
     
2. Gather required information and generate ideas:
   
   • Talking, free writing, brainstorming, sketching
   • interview, confer, research, refer to notes
     
3. Create an outline (especially for longer memos and reports):
   
   • group items, sequence items and groups, choose a structure (chronological, spatial, etc.)
     
4. Write the first draft. Write the discussion first, then move to action, summary, and purpose. Then re-order: purpose, summary, discussion, action.
   
5. Revise / Edit: Make it look like a memo with headings and lists. Make it as easy NOT to read as read.

1. The Header / Identifying Information
2. The Body of the Memo:
   
• Purpose Statement
• Summary
• Discussion
• Action

The Purpose Statement should answer the question, "Why is the writer telling me this?"

Example: "The purpose of this memo is to request authorization to travel to Toronto on Monday to meet with our company’s quality division."

Be brief. One or two sentences should suffice.

The Summary

• provides a prelude. It sets the stage, helping the reader follow subsequent discussion,
• allows executives to skip the rest of the memo if they wish, and
• introduces and reinforces main points.

The Discussion

• provides necessary background information,
• elaborates on the summary, and
• introduces technical detail. (Make it brief and clear to all readers).

The Action

• defines who is to do what and when,
• informs the reader of the intended resolution,
• is direct and to the point.

C. Common Types of Memos

The Directive: defines policy or procedure.

The Response to Inquiry: provides the reader with requested information.

The Field or Lab Report (inspection, maintenance): very common in
the engineering field.

The Trip Report: only the most important information or relevant questions

CPST2000