How is Business Writing Different?
The information is organized, presented and communicated in a specific format.
The writing is concise, clear and accurate.
The writing takes into account the audience’s needs, biases and prior understanding.
The writing presents information to help readers solve a problem or gain a better understanding of a situation.
The writing conveys technical, complex, or specialized information in a way that is easy for a non-technical reader to understand.
Skills in writing clearly and concisely
Understanding of Technical Products and Processes
Knowledge of numerous software tools
1- It forces parallel structure of your ideas.
2- It allows for easy evaluation of your organization and development.
3- It shows you completeness
4- It saves you time.
Why Technical Writing?
• Build on existing knowledge
• Propagate the knowledge
Why technical reports?
Detailing activities and results associated with investigating a customer complaint
Proving that a particular process or product has been validated and meets specifications
Providing reference material as part of a development project
Rules (Clear, Concise, Coherent)
1- Interest, inform, and persuade the reader
2- Write for your reader and write clearly
3- Eliminate unnecessary redundancy
4- Use consistent tenses
5- Use the precise word
6- Simpler words are preferred over complex words and use concrete words and examples
7- Simpler sentences are preferred over more complicated sentences.
8- Use the active voice .
9- Make sure the subject and verb agree
10- Cite sources as well as findings
11- Proofread your paper carefully; spell check does not catch everything; "there" is spelled correctly but not if you meant "their"
To sell goods or services
To collect and overdue account
To obtain a job
To build good will by expressing appreciation
To obtain good will while denying a request
1- Creates a permanent record
2- Allows you to store information for future reference
3- The ability to write reveals organizational skills, persuasiveness and logic and it is the key of being successful in every field.
4- Allows you to express your ideas clearly and coherently.
5- Easily distributed
6- All recipients receive the same information
7- Necessary for legal and binding documentation
8- The transactions of all occupations (business, industry, services) depends largely upon written correspondence and reports which elicit results, not confusion.
9- So, the employee who writes well is the one who is noticed by management and marked for promotion.
1- May seem extremely formal.
2- It is costly and time consuming.
3- Must be well written, straightforward and concise
4- Written communications are usually not read right away
5- It may be represented in different way by different people.
Writing Process Stages
1- Planning to write
2- Organizing your information
3- Determine an appropriate medium
4- Writing the draft