Table of Contents

Transmittal
Abstract
1.0 Overview of Technical Writing
1.1 Definition/Nature
1.2 Characteristics
2.0 Types of Technical Writing
2.1 Articles
2.1.1 Comparison
2.1.2 Classification
2.1.3 Extended Definition
2.1.4 Description of Mechanism
2.1.5 Description of process
2.2 Technical Report
2.2.1 Feasibility Report
2.2.2 Trip Report
2.2.3 Progress Report
2.3 Correspondence
2.3.1 Sales Letter
2.3.2 Complaint Letter
2.3.3 Business Letter
2.3.4 Adjustment Letter
2.3.5 Inquiry Letter
2.3.6 Application Letter
2.3.7 Acknowledgment Letter
3.0 References
3.1 Appendix A: Informal Report
3.2 Appendix B: Informal Letter

1.0 Overview of Technical Writing

1.1 Definition
Technical Writing - Is a writing about any technical topic, refers to knowledge that is not widespread. Is kind of
writing that professional or that such people do as part of their regular work.

1.2 Characteristics
1. deals with specific situation, fulfills need of specific reader.
2. Enable reader to work.
3. Occur within a community, community is a loosely or closely related group of people with a common
interest.
4. Has definitely purposes.
5. Has revealing presentation or format
Following key strategies:
5.1 Top-Down method
5.2 Heading
5.3 Chunks
5.4 Visual Aids
5.5 Consistent visual logic
5.6 Simple and direct expressions
6. Acknowledged borrowed ideas.

Example of an Inquiry Letter

Better Widget Maker, Inc.
5555 Widget Avenue
Silver City, CO 80456
September 26, 2003
Mr. Russ Hamilton
Vice President, Sales and Marketing
Golden Bread Company
123 Loaf Street
Silver City, CO 80451

Dear Mr. Hamilton

Construction on the new employee cafeteria at Better Widget Makers, Inc. is nearing completion and I am looking
for a supplier capable of fulfilling our weekly bakery needs.
Do you have an information packet that would help me project the cost of doing business with your company? We
will need daily deliveries of pastries, pies, dinner rolls and Sandwich bread. Our facility operations 24/7, Monday
through Friday, with a flexible workforce of 1,500 employees. To complete my operational budget I will need the
following information:

Wholesale price sheets

Quantity cost breaks

Annual contact discounts

Delivery and or any other service charges.

To submit my proposal to the finance committee at their October 20th meeting I will need to receive your
information by the 10th. I will also need to meet with you after reviewing the requested materials. Please call me for
an appointment at your earliest convenience. My proposal extension is 216-8080, # 29.
In keeping with long - standing policy we would like to place this contract locally. I look forward to working with
you and am hopeful that the Golden Bread Company can fulfil our needs.

Sincerely,
Ida mae knott
Purchasing Agent

Example of an Adjustment Letter

INTERNET SERVICES CORPORATION

10876 Crispen way
Chicago illinois 60601

May 11, 2009

Mr. Jason Brandon

4139 Anglewood Street
Tacoma, WA 98402

Dear Mr. Brandon:

We are sorry that your experience with our customer support help line did not go smoothly. We are eager to restore
your confidence in our ability to provide dependable, High quality service. Your next three months of Internet
access will be complimentary as our sincere apology for your unpleasant experience.
Providing dependable service is what is expected of us, and when our staff doesn't provide quality service, it is easy
to understand our customer disappointment. I truly wish we had performed better in our guidance for setup and logon procedures and that your experience had been a positive one. To prevent similar problems in the future, we plan
to used your letter in training sessions with customer support personnel.
We appreciate your taking the time to write us. It helps to receive comment such as yours, and we conscientiously
follow through to be sure that proper procedures as being met.

Yours truly.
Inez Carlson
Inez Carlson, Vice president
Customer Support Services

Example of an Feasibility Report

Date:

July 14, 1996

To:

David Jensen

From:

Karen Welsh, Food Service Manager

Subject: Purchasing the Model 44 Conveyor Dishwasher X

I am writing in response to your proposal to purchase the Model 44 conveyor dishwasher. I have reviewed the
equipment specification sheet for this dishwasher and have reached a recommendation. I do not that the purchase of
this model be made for the facility. The criteria I used for this decision are:
1. Costs

Purchase price - within budget of $3000

Energy cost - under $100/ month

Water bill - under $80/ month

2. Performance

Operating capacity - approximately 2100 dishes/hour

Dishwashing capacity - at least 60 racks/hour

3. Features

Construction - stainless steel

Dimensions - able to fit in 50 inches of floor space

The model 44 conveyor dishwasher fulfills the performance and features criteria but does not fulfill the cost criteria.
DISCUSSION
1. Costs
The list of criteria show that costs are the most important. Based on the estimated cost requirements. It appears that
the model 44 conveyor dishwasher seem to be too expensive for the facility (see table 1)
TABLE 1
Estimated Cost Requirement and Budget Allowance
Costs Requirement

Budget Allowance

Estimate Cost

Purchase price

$3000

Energy cost

$100/month

$150/month

Water bill

$80/month

$110/month

$4810

The purchase price of the model 44 is $4810, which is not within the proposed budget allowance. Furthermore, the
energy cost estimated per month totals $4810 and the water bill average $100/month. Both are higher than the
budget allowance of $100/month $80/month, respectively.

2. Performance
Based on the size of our facility, the proposed standard for operating capacity is 100 dishes/hour, and the propose
standard for dishwashing capacity is at least 60/racks/hour. The Model 44 conveyor dishwasher exceeds these
expectations by quite a large margin. It can handle a capacity of 5000 dishes/hour and approximately 180 sacks/hour
according to NSF standards.
3. Features
The Model 44 conveyor dishwasher has all the features of design. A standard feature of the Model 44 is all stainless
steel construction, including base, legs, interior, control box, and front panel. It also has a total area of 44 inches,
which will fit the floor space requirements.
4. CONCLUSION
After evaluating the criteria, I recommend that we do not purchase the Model 44 conveyor dishwasher because the
costs are greater than the budget allowances. The Model also has greater operating and dishwashing capacities than
are needed by the facility.

Example of an Progress Report

Howard Construction Company

9C32 Salem Avenue
Lubbock, TX 79409

www.hobardcc.com
(308) 769-0832
Fax: (308) 769-5327

August 14, 2009

Walter M. Wazuski
Country Administration
109 Grand Avenue
Manchester, NH 03103

Dear Mr. Mazuski:

Subject Progress Report 8 for July 1-July 29, 2009

The renovation of the countryhouse is progressing on schedule and within budget. Although the cost of contain
material is higher than our original bid indicated. We expect to complete the project without exceeding the estimated
costs because the speed with which the project is being completed will reduce overall labor expenses.
Costs
Material used to date have cost $78,600, and labor costs have been $194,000 (including some subcontracted
plumbing) Our estimate for the remainder of the material is $59,000: remaining labor costs should not exceed
$64,000.
Work Completed
As of July 29, we had finished the installation of the circuit-breaker panels and meters, the level- one service outlets,
and all the subfloor wiring. The upgrading of the courtroom, the upgrading of the records-storage room, and the
replacement of the Air-Conditioning units are in the preliminary stages.
Work Scheduled
We have scheduled the upgrading of the courtroom to take place from August 31 to October 7, the upgrading of the
records-storage room from October 12 to November 18, and the replacement of the Air-Conditioning units from
November 23 to December 16. We see no difficulty in having the job finished by the scheduled date of December
23.
Sincerely Yours
Tran Neguelen
Tran Neguelen
ntran@hobardcc.com

Example of an Activity Report

INTEROFFICE MEMO
Date:

June 8, 2009

To:

Kathryn Hunter, Director of IT

From:

Wayne Tribinski, Manager, Applications programs WT

Subject: Activity Report for May 2009

We are dealing with the following projects and problems, as of May 31.
Project
1. For the Software Training Mailing Campaign. we anticipate producing a set of label for mailing software
training information to customers by June 12.
2. The search project is on hold until the PL/I training has been completed, probably by the end of June.
3. The project to provide a database for the Information Management System has been expanded in scope to
provide database for all training activities. We are rescheduling the project to take the new scope into account.
Problems
The Information Management System has been delayed. The original schedule was based on the assumption that a
system analyst who was familiar with the system would work on this project. Instead, the project was assigned to a
newly hired system analyst who was in experienced and required much more learning time than expected.
Bill Michaels, whose activity report is attached, is correcting a problem in the CNG Software. This correction
may take a week.
Plan for Next Month
Complete the software Training Training Campaign.
Resume the Search Project.
Restart the project to provide a database on information management with a schedule that reflects
it's new scope.
Write a report to justify the addition of two software developers to my department.
Congratulate publicly the recipients of Meritorious Achievement Award: Bill Thomasson and Nancy O' Rourke
Current Staffing Level
Current staff: 11
Open acquisitions: 0
Attachment

Iligan City
May 16, 2016

Prof. Silvana C. Calo

Related Subject Department
SET, MSU-IIT

Subject: Compilation on Technical Writing Activity

Dear Ma'am

Here are the compiled documents in Technical Writing you required us. This compilation includes all the
reports and letter of our classmates have presented. This compiled documents gave us the opportunity to recall all
the lessons and activities we have tackled throughout the semester, that will surely help us in the future.

Respectfully,

Princess Dianna Calapan

Student
Mobarak M. Dimacawa
Student
Novelyn P. Ranis
Student
Jenalyn Pabatan
Student

Example of A Complaint Letter

May 12, 2009

To: Jason Brando
From: Wayne Tribinski
.Subject: ST3 Diagnostic Scanner

On July 10, 2009, I ordered nine ST3 Diagnostic Scanner (order # ST3-1179). The scanner were ordered from your
costumer web site.

On August 3, 2009, I received seven HL monitor from your parts warehouse in Newark, New Jersey. I immediately
returned those monitor with a note indicating that a mistake had been made. However, not only have I failed to
receive the ST3 scanner that I ordered, but I have also been repeatedly for the seven monitors.

I have enclosed a copy of my confirmation e-mail, the shipping form, and the most recent bill. If you cannot send
me the scanners I ordered by November 2, 2009, please cancel my order.

Sincerely,
John Lewis Bradford
Customer

Abstract

Technical Writing has an important role in industry for it provides all the important documentation for the
functionality and application of products and services within each industry. Most of the technical writings are
specific and concise especially in instruction, It is simple because it creates a text that laymen can understand and
implement, and it must be thorough or outlined and each step is clearly described.
This compilation aims to fulfill the requirements in English 8 technical writing. Also to determine whether the
students learned and understand the process of technical writing. In addition, this compilation is intended for
readers to know and find out what are the vital role and importance in learning the nature of technical writing. And
for them to use it in the near future.
Therefore, technical writing is very important in people's everyday life. Having a skill in writing gives a vast
opportunity in applying a job.

Mindanao State University

Iligan Institute of Technology

Compilation of Technical Writing

Present to
Prof. Silvana S. Calo
Related Subject Department
SET, MSU-IIT

In Partial Fulfillment of the Requirements for

ENGLISH 8 - (Technical Writing)
Second Semester, SY 2015-2016

By:

Calapan, Princess Dianna

Dimacawa, Mobarak M.
Ranis, Novelyn P.
Pabatan, Jenalyn

2.2 Technical Report

2.2.1 Feasibility Report
Feasibility Report is the result of a detailed examination of a proposed idea, project or business to determine if
it is likely to be successful. It is used in business, banking, manufacturing, science and other areas. Some financial
institution require one as part of the loan process.
2.2.2 Trip Report
Trip Report are a common part of organizational communication. They generally follow the format of a
memorandum, addressed to one or more members of a group of associates. They should include the reason for the
trip what was found, and one or more conclusions.
2.2.3 Progress Report
Progress Report an assessment that takes place during a project or process, that conveys details such as what
sub - goals have been accomplished, what resources have been expanded, what problems have been encountered,
and whether the project or process is expected to be completed on time and within budget. Progress report are used
by management to determine whether changes are necessary to an ongoing effort.

2.3 Correspondence
2.3.1 Sales Letter
Sales Letter is a piece of direct mail which is designed to persuade the reader to purchase a particular product
or service in the absence of a salesman. It has been defined as " A form of direct mail in which an advertiser sends a
letter to a potential customer. "
2.3.2 Complaint Letter
Complaint Letter is a part of written communication. In general word complaint letter means a letter which is
written to submit a complaint to the authority. And it is generally done when other way of complaint are failure like
phone, email etc.
2.3.3 Business Letter
Business Letter is usually letter from company to another, or between such organizations and their costumers,
clients and other external parties. The overall style of letter depends on the relationship between the parties
concerned.
2.3.4 Adjustment Letter
Adjustment Letter a written response to a claim letter sent by a costumer by a business representative or
manager. An Adjustment Letter is generally written after a client of the business makes a material claim.
2.3.5 Inquiry Letter
Inquiry Letter the letter that are written for collecting information about job seekers, prices, products, and
services before awarding job, granting credit, making contacts and giving promotions are known as letters of
inquiry. These letters are written to a third party seeking information about either a job or a company that wishes to
make business relationship.

2.3.6 Application & Resume Letter

Application & Resume Letter is a formally written one-page letter that accompanies a resume and other
requested documentation in application for a job or academic program and formal presentation of a job applicant's
education, skills, and work experience. Application and resume letter are often synonymous with cover letters, and
in addition to describing what material are included in the application, an application and resume letter should also
take time to highlight the qualification that prepare the writer for acceptance into the job or academic program.
2.3.7 Acknowledgment Letter
Acknowledgment letter a written ir printed communication addressed to person, company etc. for recognition
of mother's authority, existence, right, validity, etc., usually sent by post in an envelope.

Example of an Application Letter

May 2, 1996

Dr. Welcome Bender

Department of Biological Chemistry and Molecular Pharmacology
Harvard Medical School
Boston, MA 02115
Dear Dr. Bender

I am currently a graduate student in Greg Mendel's lab at the U. of Brunn and I am writing to inquire about the
possibility of a postdoctoral position in your laboratory. I plan in June, 2004 and I would be interested in beginning
between June-September, 2004.
My graduate work has focused on the inheritance pattern of certain traits in the pea Pisum sativum. Since peas have
many traits that differ between different true-breeding plants, and since peas can both cross-fertilize, this has been a
good system for studying inheritance. My work has suggested that the inheritance of genetic traits follows two
general rules. First, two members of a gene pair segregate from each other into gametes. Second, during gamete
formation, the segregation of alleles of one gene is independent of the segregation of alleles of another gene. This
work will soon be published by the Natural History Society of Brunn.
During the course of my graduate work, I have become very interested in Drosophila Developmental Biology. I have
been especially intrigued by studies of the Polycomb complex and how it represses gene expression during
development. Thus, I am quite interested in the work going on in your laboratory.
I am planning a visit to the United States sometime early this summer. If possible, I would like to visit your lab at
that time. I would be happy to present a seminar on my work.
Enclosed is a copy of my CV. I have asked my three references to send you letters on my behalf. I look forward to
hearing from you.

Sincerely Yours,

Hugo de Vries

Example of an Business Letter

March 16, 2008

Mr. Ernie English [alternative spot for date]

English Company
1234 Writing Lab Lane
Writer City, IN 12345

Dear Mr. English:

The first paragraph of a typical business letter is used to state the main point of the letter. Begin with a friendly
opening; then quickly transition into the purpose of your letter. Use a couple of sentences to explain the purpose,
but do not go in to detail until the next paragraph.
Beginning with the second paragraph, state the supporting details to justify your purpose. These may take the form
of background information, statistics or first-hand accounts. A few short paragraph within the body of the letter
should be enough to support your reasoning.
Finally, in the closing paragraph, briefly restate your purpose and why it is important. If the purpose of your letter is
related to your employment, consider ending your letter with your contract information and title if is not included on
letterhead. However, if the purpose is informational, think about closing with gratitude for the reader's time.

Sincerely

Lucy Letter
President

Example of A Sales Letter

February 15, 2006

Mrs. Joe walkins

Purchasing Manager,
DTEB Company
875554-042
Down town, USA

Dear Sir/Madam

It's my pleasure to introduce, user friendly software which can act as an effective assistant of you by
reducing your work loads. I have been walking around offices by creating awareness to people over the
past few months. Many insurance companies had accepted my software and they were happy due to my
visit. I am proud to help you by making your work easier and reducing your operational costs.

I am very happy to show you the features and demonstrate the function of my new user-friendly software,
which has greater capabilities to help you. If you want to reduce the number of workers in your firm, this
software in an outstanding tool to help you do that.

Matoma Software Developers,

4323778-011

USA

Example of a Trip Report

Date: December 18, 2012

From: Burma Desk Officer
To:

AC/S G5

Via:

Chief, Policy and International Affairs Branch

Subject: BURMA VISIT, December 3-6, 2012

1. Purpose. To provide a back-brief of official travel to burma in conjunction with DCG

participation in the U.S Embassy, Rangoon Marine Corps Ball.
2. Travelers. Brigadier General R.L Simcock II, Major R. L. Ibarra, R. B. Gautier
3. Itenerary. Location visited; Rangoon Burma.
4. Date of travel; December 3-6, 2012
5. Key personnel contacted; Ambassador Derek J. Mitchell (U.S Embassy, Burma), Virginia Murray
Deputy Chief of Mission U.S. Embassy, Burma), COL. William Dickey, (SDO/DATT, U.S. Embassy,
Burma), GySgt. Patricio B. Rodriguez (Detachment Commander, Marine Security Guard Detachment,
Rangoon, Burma), Major General (Army) San Oo (Regional Commander, Rangoon), and Commodore
Myint New (Commandant of Naval Training Command).
6. Discussion. Objective of this visit was to participate in the Marine Corps Ball as well as meet the U.S.
Embassy country team and conduct a courtesy call with Buemese officials. However, this country visit
was historical in which:

This was the first time in which a marine GO has participated in a Marine Corps Ball in Burma.
BGen Simcock was the first GO to stay for an extended period of time (3 days) in Burma.
This was the first time that a Marine GO has conducted any type of discussion with high ranking
Burmese Military officials.

The country team brief gave the DCG keen insight on daily life, culture and feature opportunities for USMC
engagement with Burma. Although the 2nd poorest country in Asia Burma has seen economic activity expanding
this past year as well as an increase in tourist visa requests from the U.S. Though there has been an increase in
embassy staff in Rangoon with the expectation of expanded opportunities with Burma, there are still internal issues
that Burma is dealing with such as human rights issues, ethic conflict (to include) in Kachin, Shan, and Rakhine
states. The courtesy call with Major General San Oo was breakthrough opportunity for a Marine Corps GO to have a
meaningful discussion with a high ranking Burmese Military officer; however, the opportunity was unfortunately not
fully capitalized upon due to the language barrier. Towards the end of the office call, Commodore Myint New was
able to express ( without interpreter) that Burma has a capable military that can conduct joint operations as well as
conduct cross training throughout their respective militaries. The meeting ended symbolically with Major General
San Oo escorting the DCG out to his vehicle (the SDO/DATT, COL Dickey informed that Major General San Oo's
gesture is very symbolic in Burnese culture). The DCG then attended the Marine Corps Ball on his last night in
Rangoon at the Chatrium Hotel. The Marine Security Guard Detachment under the leadership of GySgt Rodriguez
conducted themselves in highly professional manner throughout the DCG's visit.

7. Observation. This country visit was historical step toward MARFORPAC engagement in Burma. Although
Burma will have observer to Cobra Gold in 2013 and opportunities to attend APCSS in the feature, the country is not
ready to have robust Mil-Mil engagement in the near future. The approach must be slow and incremental with the
goals of achieving Burmese and MARFORPAC goals of strengthening U.S./Burma relations.

8. Way Ahead/Recommendations. I recommend that when the next opportunity for key leader engagement presents
itself. MARFORPAC emphasized a visit to the administrative capital, Nay Pyi Taw Burma. Rangoon is not actually
the center of power in Burma; Nay Pyi Taw approximately three hours from Rangoon provide opportunities to
engage decision makers in both the Burmese military and government and will facilitate increased access and insight
into future U.S./Burma relations and engagements.

Robert L. Ibarra
Burma Desk Officer

2.0 Types of Technical Writing

2.1 Articles
Is piece of nonfictional writing on a specific topic, identified by its title and often by its author(s), and
published with other such literary works. Example of articles are Informal Reports and Business Letters.

There are some techniques in Technical Writing:

2.1.1 Comparison
In technical writing, comparisons can be very important. Short comparisons to similar or familiar things
can help readers understand a topic better; comparisons can also help in the decision process of choosing one option
out of a group.
One of the most important concepts to learn in writing comparisons has to do with organizing the contents. There are
two basic ways to organize a comparison:

whole-to-whole approach

point-by-point approach (see fig. 2.1.1)

Figure 2.1.1

2.1.2 Classification
In some technical reports, certain paragraphs or sections use a kind of writing and pattern of organization
known as classification. Classification means either (1) explaining which class a thing belongs to or (2) dividing a
group of things into classes. You may find that classification is an effective way to present background information
to your readers. (see fig. 2.1.2)
Example of Classification

Jupiter can be classed as a Jovian planet because of its size and its average density. Indeed Jupiter is the
largest planet in our solar system (as shown in Figure 16) and one of the brightest objects in the sky,
having attained a magnitude of -2.5, more than a full magnitude brighter than Sirius, the brightest star in
the sky. Jupiter's brightness results from its great size of course but also from its high reflectivity: it
reflects about 44 percent of the light it receives. The size and composition of Jupiter's interior are open to
much speculation. Some astronomers picture the interior as having a radius of over 30,000 miles and as
possibly being composed of liquid hydrogen. The core is small and dense and may contain iron silicates.
The other Jovian characteristic of the planet is its density. Even though its diameter is only 11 times that
of the Earth, its total volume is 11 11 11, or over a thousand times that of Earth.

Figure 2.1.2
In this example, the writer argues that Jupiter should be categorized as a "Jovian"-type planet.

2.1.3 Extended Definition

An important writing tool you'll need, particularly if you are writing for nonspecialists, is definition--or
more specifically, extended definition. An extended definition is a one or more paragraphs that attempt to explain a
complex term. (see in Fig 2.1.3)

Figure 2.1.3
2.1.4. Description of the Mechanism
A mechanism is an assemble of movables having one part fixed with respect to a frame of reference an
designed to produce an effect.
Example: How an object works
The Hand Lever

The hand lever, shaped like a handle on a pair of pliers, raises and lowers the piston. It is made of
chrome-plated steel and attaches to the frame near the base of the dial. The hand lever is 4 inches lorg, V2
inch wide, and V4 inch thick. When the hand lever is depressed, the piston moves up, and the hand on the
dial rotates. When the hand lever is released and a piece of paper is positioned under the piston, the dial
shows the thickness of the paper.
2.1.5. Description of Process
Series of steps to get something done (process)
Example: Process in Making soap
Steps:
1.
2.
3.
4.

Cover your work area with newspaper. ...

In the pint jar, add your three oils together. ...
When both the lye and oils are at the right temperature, pour the oils into a mixing bowl. ...
Add your herbs, essential oils or other additions at this point. ...

5. After 24 hours, check your soap.