Unit I

Technical Communication

1. Technical Communication is an inevitable (certain to happen, unavoidable) part of

every organization.
2. Technical Communication helps to develop an appropriate understanding for
effective professional functioning.
3. It includes all methods, kinds, media, networks, and system of communication.
4. The main purpose of Technical Communication is to instruct, inform and persuade
(convince) to whom you are communicating.
5. Technical communication is the exchange and transfer of technical and scientific
ideas, views, and information from one individual or group to another.
6. The objective of technical communication is to make the professionals aware of
new technologies and scientific information.

Types of Technical Communication

1. Technical Oral Communication

2. Technical Written Communication

Technical Oral Communication It includes:

(a) Technical/Scientific paper presentation at seminars/conferences.
(b) Technical workshops
(c) Technical Report Presentation

Technical Written Communication It includes:

(a) Technical reports
(b) Technical proposals
(c) Scientific/technical articles
(d) Technical Research papers
(e) Technical manuals
(f) Technical Instructions

Features/ Characteristics of Technical Communication

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 1. Intended audience 8. Precision
2. Factual 9. Completeness
3. Accuracy 10. Simplicity
4. Objectivity 11. Brevity
5. Unity 12. Consistency
6. Clarity 13. Sincerity
7. Use of visual aids 14. Logical presentation

Difference between General and Technical Communication

General Technical

Amuse Inform
Purpose Inspire Instruct
Explain

Personal Impersonal
Style Subjective Objective
Imaginative Factual
Symbolic

Accurate
Language Decorative Brevity
Creative Clarity
Effective words

Subject General Specific

Vocabulary Familiar words Jargon

Audience General Specific field related

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 Style in Technical Communication

The following points must be kept in mind when determining the style:

1. Equation with audience (superior, customer, management, employee)

2. Purpose of communication
3. Need for communication
4. Type of communication needed (oral, written)
5. Requirements of communication (formal, informal)

A. Choice of words
1. familiar,
2. short, accurate and unambiguous words
3. use of strong nouns and verbs and avoid adjectives and adverbs
4. use of active voice
5. use jargon

B. Construction of Sentences
1. Short sentences
2. Avoid repetition
3. Delete words that do not add to the meaning of the topic
4. Word substitution
5. Convey single thought
6. Avoid excessive details within one sentence

C. Designing Paragraph
1. Short paragraphs
2. Variety in sentence length
3. Arrange the sentences logically
4. Avoid unnecessary information
5. Paragraph must have unity
6. Topic sentence or main theme

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 Process of Technical Writing

It involves careful selection of the relevant facts, arranging them in logical

sequence, deciding the format in which they will be formulated and finalising
the style and language. The process to draft a technical document involves four
stages:

1. Planning Stage
2. Drafting Stage
3. Revision Stage
4. Production Stage

I. Planning Stage: The major aspects related to the document are finalized in the
first stage; considering the knowledge and expectations of the audience.
1. Background, education and level of understanding of readers
2. Beliefs and expectations of the readers
3. Gist of the document (Gist substance and ideas)
4. Time frame
5. Deadline by which the readers expect the document in hand
6. Objective
7. Major and minor themes
8. Logical and analytical arrangement of themes
9. Format (words, language, style)
10. Use of visual aids (pictures, tables, graph)

II. Drafting Stage: The basic outline is finalised and the structure of the final
document is created
1. Logical outline
2. Important facts
3. Clarity in sentence
4. Active voice
5. Themes are explained in individual paragraphs
6. Use of headings and sub-headings
7. Finalize the visual aids

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 III. Revision Stage: It is crucial to ensure the readers grasp and understanding of
the document while writing and revise the document.
1. Main purpose of the communication is conveyed
2. Themes are expressed with absolute clarity
3. Delete unnecessary words
4. Edit and re-edit
5. Accuracy of data
6. Correct spelling and punctuation errors
7. Language and tone must be consistent
8. Font used for headings, sub-headings, margins, paragraphs, formatting etc.
must be consistent.

IV. Production Stage: It includes the final editing and physical presentation of the
document.
1. Edit the document for the last time
2. Purpose of the document is conveyed
3. Proper formatting and typing
4. Use good quality paper, cover and printing
5. Ensure document fulfills the readers expectations

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 Types of Technical Writing

Technical writing includes some of the following types of documents:

1. Semi-technical articles
2. Technical Articles
3. Technical research papers
4. Dissertations/Theses
5. Technical Reports, Proposals and Manuals

Semi-Technical Articles:

1. It deals with the application of sub-scientific theory

2. It is published in newspapers, magazines and periodicals
3. It is written for a wide audience
4. These articles are general and informal
5. It explores the human aspects of the particular scientific theory or technology.
6. It focus on the application of a particular device, discovery or invention
7. The style is informal or semi-formal
8. The logical arrangement of the context is always ensured
9. No compulsion to give headings and sub-headings

Technical Articles:

Definition: It can be defined as a written work that describes, discusses or logically

analyses the investigation of a particular topic with the objective of expanding
knowledge based in that subject.

1. It is more formal and specialized than a scientific or semi-technical article.

2. It is published in journals and periodicals meant for informed readership.
3. The subject matter may relate to any aspect of science, technology, humanities,
and management.
4. The purpose is to add to the existing knowledge base and understanding of a
particular topic or subject.
5. It is a systematic account of the results of some research, field work or survey
6. It explores a particular area of research.

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 7. It includes the analysis an interpretation of facts, findings, suggestions and
recommendations
8. Facts and data are often represented through visual aids.

Features: An effective technical article includes the following:

1. Title
2. Name of the author: Name of the author including the name of her/his
institution/organization
3. Source material: Survey, research, field work; goal and motive should be
explained
4. Abstract: It is to ensure that the entire article will be read. It is a brief a
summary of the information, findings, and conclusions of the article.
5. Introduction: It is to introduce the particular topic, research work or
investigation.
6. Methodology:
a) The professional value of an investigation depends on using appropriate
methods and materials.
b) To establish the validity of the findings, the materials and methods must be
described along with the rationale (justification) for using them.
c) There is also an objective account of the conditions under which the work
was done, the mode of data collection, the procedures for investigating the
situation/problem.
7. Results: Objective of any technical article is to arrive At some new finding or
result of a particular investigation
8. Discussion: The results or findings are not simply stated, they are co-related
with the existing research
9. Conclusion: depending on the particular nature of the investigation or study,
the conclusion may discuss the need for further work in the area concerned.
10. Appendices/Appendix: It is the supporting material in the form of additional
facts, material, or data. It is essential for enhancing the understanding of the
study. It is usually included separately at the end of the article.
11. References: A technical article often refers to existing research, study, or
survey in a particular area. These source materials (books journals, reports, and
dissertation) are always listed at the end of the article.

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 A. Research Paper:

Definition: It is an investigation or experimentation aimed at the discovery and

interpretation of facts, revision of accepted theories or laws in the light of new
facts or practical application.

1. It presents a new finding.

2. It is a published document assimilating the results of an organized analysis of a
subject.
3. In its style, structure, and approach, it is similar to a technical report.
4. The purpose of a research paper is the addition of new knowledge.
5. The goal of the research could be to pursue new leads of an earlier research, or
refine or qualify earlier findings of a particular study.
6. The methodology of the research may include systematic search of relevant
facts, data or content in journals, books, the internet, or other publication.

Types of Research Paper:

a. Term Paper /Theme Paper

b. Scientific/Technical Paper

Term Paper:

1. It is written by research students under the guidance of a supervisor.

2. It involves four steps: selecting a subject locating sources of information, note
making and writing the main paper.
3. The supervisor generally instructs and advises the students on the procedures
and plan to be followed in taking up the particular study.

Scientific Paper:

1. It is a research paper.
2. It deals with a scientific subject and adds some new aspect to the existing
theory.
3. It deals with new ideas, processes, or equipment related to the application of
some technology.
4.

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 Features of Research Paper: A research paper is a scholarly study based upon
evidences. It includes the following elements:
1. Title
2. Author
3. Acknowledgments
4. Abstract
5. Introduction
6. Methodology
7. Materials very often specialized or sophisticated equipments or mechanical
devices may be used to verify the particular results of the research.
8. Experimental/Design/Procedure Section: A comprehensive description of the
experimental setup, design of the study and the procedures followed are
included in the section.
9. Results/Discussions/Conclusions/Appendix
10. List of symbols: Specialized symbols related to a particular decision are used.
11. References:
a. A Research paper often refers and quotes from existing research, study, or
survey in a particular area.
b. Resource materials (books, journals, reports, dissertation and published
government documents) are quoted in the main body of the paper are listed at
the end of the article.
12. Format:
1 2 3 4 5 6 7
Name of Surname Name of Edition Place of Year of Page
Author of Author Article Publication Publication Number
13. Footnotes:
a. While writing about a particular finding or observation one can often have
some points, which do not contribute main argument but have to be shared.
b. The source materials that are quoted in the main body of the paper are
included at the bottom of the particular page.
14. Bibliography:
a. It contains the complete list of books, journals, reports, periodicals,
dissertations, and web sites that have been consulted by the researcher.
b. The sources are listed in the alphabetical order.
c. It carries the surname of the author first.

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B. Thesis and Dissertation:
1. A thesis or dissertation is a research report written as a part of completion of
particular research based study.
2. It is written to meet the demands of an academic curriculum or degree requirement.
3. It involves a larger scope of study as compared to research paper.
4. A thesis is an independent exploration of research and the interpretation of facts,
findings, suggestions, recommendations, and conclusions of the topic of study.

Features:
1. Title Page
2. Abstract
3. Table of Contents: it contains the main chapter, heading, subheadings and their
page number.
4. List of illustrations: a thesis generally presents several facts, data, complex
theories, or experiments. These are represented through illustrations, which appear
on different pages. Illustration can include the following:

Illustrations

Tables
Figures

Charts
Graphs

Multiple Line Bar Graph

Pie Graph
(indicates, trends and (comparisons within a
fluctuatuions) particular time period) (% of the whole part)

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Tables:

a. It is graphic representation of facts or data.

b. It can be a part of the main thesis given separately in the case of the large
amount of data.

Figures: These include pictures, diagrams, and charts.

Charts: They give a clear representation of complicated information.eg. flowcharts.

Graphs: They often convey the information arranged in tables

5. Introduction
6. Background: It includes a discussion of the background of the research or the
reasons for carrying out the research work.
7. Objectives
8. Literature Review: It includes the source material to be studied for the research.
9. Methodology
10. Materials/Equipments
11. Findings
12. Results
13. Discussions
14. Conclusions
15. Glossary: It includes an explanation of difficult terms

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 Business Communication
A business communication is a formal written communication that achieves a pre-determined
purpose. It includes oral business communication (presentations, meetings, interviews) and
written business communication (letters, memos, notices).

Importance of Business Communication:

1. Presence of multi-national organization
2. Increasing importance of technology
3. Emergence of emphasis on employee benefit
4. Importance of labour unions
5. Emergence of the importance of public image

Characteristics of business correspondence:

1. Accuracy
2. Brevity
3. Clarity
4. Simplicity
5. Persuasion (to convince)
6. Courtesy, goodwill and sincerity should be maintained
7. Language : positive

Types of business correspondence:

1. Direct approach letters
2. Indirect approach letters

Format of a business letter:

1. Indented Format/British Format
2. Block Format/American Format

Indented Format

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 Letter Head

Logo Name, Address, Telephone no., Fax, E-mail

Date:

Reference No.:

Address:

Sub:

Salutation : (Dear Sir/Dear Madam)

I Body: Purpose

II Body: Objective

III Body: Main goal with goodwill

Complementary Close
Signature
Name
Designation
Encls.:

Block Format
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 Letter Head

Logo Name, Address, Telephone no., Fax, E-mail

Date:

Reference No.:

Address:

Sub:

Salutaion :(Dear Sir/Dear Madam)

I Body: Purpose

II Body: Objective

III Body: Main goal with goodwill

Complementary Close

Signature
Name
Designation

Encls.:

Parts of the Block Format Letter

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Letter Head: All business letters are typed on the company letter-head in which the
following information is printed: name, address, telephone nos., fax, email, website of
the company.

Reference No. : All business organizations follow some method of numbering the
letters they generate. This helps in tracking and retrieving a particular letter whenever
required.

Date: Format for writing the date is - February 20, 2013 or 20th February, 2013

Inside Address: It refers to the receivers address. It is typed adjacent to the left
margin beneath the date after leaving a one- line space.

Salutation: It is the mode of addressing the recipient. Use - Sir/Madam

Body: The body of the letter should consist of three paragraphs.

I. Body: Purpose
II. Body: Objective
III. Body: Main goal with goodwill

Complementary Close: It is the mode of ending the letter. Use Sincerely or

Cordially, Yours sincerely, Yours truly, Yours faithfully.

Closing Signature: The complementary close leads to the Signature followed by the
typed name, and the designation of the writer.

Types of Business Correspondence:

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 A. Letters
1. Letter of Enquiry/ request for Quotation It is a letter making a query about
some specific information whenever an organization wishes to buy a particular
article or service, an enquiry letter is sent to organizations specializing in it. It is
a brief, to-the-point letter written in factual, objective style.

2. Reply to a letter of enquiry/quotation- This is a reply to an enquiry and is

called a quotation which is essentially a listing of the qualities of the
good/services enquired about. It should catch the readers attention, arouse his
desire to buy your goods and convince him that your goods are the best
available in the market at most reasonable rates. It should mention the details of
the delivery schedule, additional charges [ for transport, installation, octroi
(duty or fees paid across state borders ), sales tax, insurance, packing and
forwarding ] and the expected mode and terms of payment.

3. Order Letter Once an organization receives several replies to its enquiry it

shortlists the offering the best quality product at the best price. The next step is
to order the goods. Care must be taken to include specific information to avoid
misunderstanding or disputes later on.

4. Tenders it is essentially a notice placed in newspapers, magazines, etc.

inviting prospective sellers of the particular goods or services. It is like an
enquiry letter or a letter inviting a quotation but on a much bigger scale, e.g.
construction of roads, railway platform, and bridge.

5. Instruction Letters It is written when some kind of special/specific

instruction needs to be given. When a superior wants to give some instructions
to her/his subordinates or staff. It is written in a factual, objective style,
language used is accurate, brief, and clear.

6. Problem Letters Problem letters are those where the goal of the sender is
different from opposite to that of a receiver. These letters are written with
strategic planning. Depending upon the issue an appeal to the receivers
emotion is also made. The following are types of problem letters -

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 a. Collection They are written for the collection of money from the firms/
individuals that have taken credit. Several organizations have established a
standard collection system. In the initial letter, only the copy of the bill is
sent. If there is no response, routine reminder letters should be sent directly.
b. Claim/complaint It is written in situations such as incomplete order,
supply of damaged/defective goods, delay in supply. Care must be taken not
to show anger. Threats should not be made.
c. Adjustment It is written in response to complete letters. Its purpose is to
regain customer confidence and restore goodwill. The approach should be
tactful.
7. Persuasive These letters have the same structure as Problem letters but they
are to convince the readers.
a. Sales Sales letter seeks to convince the receiver/prospective buyer to buy
the particular goods. Its purpose is to convert a reader into a customer.
b. Credit they are written for matters pertaining to any type of future promise
payment. They can be to request, grant or reject credit.
c. Job Application Also called a cover letter. It is accompanied with a CV.

B. Memorandum- It is circulated to a small group of people within the

organization. It is a quick means of conveying information.

C. Notice It is meant for wide circulation within the organization.

D. Agenda it is circulated with a notice or circular when the objective it to hold a

meeting. It lists all the issues that will be taken up in the meeting.

E. Minutes It gives an account of everything that takes place in a meeting and

records all the points discussed in a meeting for future reference.

F. Curriculum Vitae These are the details of your education and /or experience
to get a job.

Samples of Business Correspondence

1. Letter of Inquiry
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 Modern Institute of Technology
Dehradun 248001
Tel: 91-135-273657-60
Email: mit@mitdoon.edu
Fax: 91-135-273656

Ref. No: MIT/PO/24

Date: March 1, 2013

Amrit Furnitures Pvt. Ltd.

Chakrata Roa
Dehradun-248001

Sir
Subject: Enquiry for furniture items
We are interested in buying the following items of furniture/items for the classrooms of the
academic block at our institute. The items need to be delivered latest by March 30, 2013 at the
institute. Kindly quote your lowest rates and also let us know your terms and conditions for the
payment.

Quantity Item Specification

a) 500 3-seater wooden bench with attached chair 5x3 ft
b) 50 Whiteboards 6x4 ft
c) 25 Office tables (wooden finish) 5x3 ft
d) 25 Office Chairs (with foam padding and armrest) Standard size

Please let us know if you are giving any discount to educational institutions. If you have any
catalogue/brochure, please send it to us. We look forward to a quick response.

Yours Truly,
A Singh
Purchase Manager

2. Quotation Reply
Amrit Furnitures Pvt. Ltd.
Dehradun 248001

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 Tel: 0135-263978 -79
Fax: 0135-267890
Email: afl@gmail.com
Ref No: AFL/QO/26

Date: March 4, 2013

Modern Institute of Technology

Sahastradhara Road
Dehradun 248001

Sir

Sub: Quotation for furniture items

Thank you for your letter no. MIT/PO/24 dated March 1, 2013. We are pleased to quote our
lowest rates for the furniture that you require as per you enquiry.

Item Price(Rs)
a) 3-seater wooden bench with attached chair (5x3 ft) 650 each
b) Whiteboards (6x4 ft) 700 each
c) Office tables (wooden finish) (5x3 ft) 2700 each
d) Office Chairs (with foam padding and armrest standard size) 2100 each

As requested, the goods will be delivered at the institute well before March 30, 201. We have
included the cost of packing and transportation from our workshop to your institute in the rates
quoted above. Unfortunately, we do not offer any discount to educational institutions, as our rates
are already extremely reasonable.

We are enclosing our catalogue that will give you the complete range of our products.

We are hopeful of receiving your order and look forward to a long association with you.

Yours truly
A. Gupta
Marketing Manager

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