This document defines technical communication and outlines principles for effective technical writing. Technical communication involves transferring necessary information to allow an organizational system to function. It is direct, non-fiction communication for purposes like informing, persuading, reporting, concluding, instructing, proposing, and documenting. Effective technical writing is clear, accurate, supported, well-documented, grammatically correct, and presented in a clear style. It follows established principles with an introduction, body, and conclusion. Memos are a common format for internal business communications and differ from letters by omitting complimentary openings/closings and addresses. They should have a specific subject line and intro/closing paragraphs.

1. Peeyush Malhotra
UGC NET (Education)
M.A. (English), M.Ed.

3.  It means a ‘Technical Report’
 It is an act of communication by a
professional in an organizational system to
transfer information necessary for the system
to continue to function
 Technical communication is not poetic or
fictional, it is direct communication

4.  Informing
 Persuading
 Reporting
 Concluding
 Instructing
 Proposing
 Documenting

5.  Technical writing
is designed to
convey technical
information
efficiently

6.  Clarity – it must be easily understandable
 Accuracy – it must state things accurately
 Support – assertions and conclusions must be
supported by evidence or good authority and
proper logic
 Good Documentation – sources must be
given and cited usefully

7.  Technical writing must be grammatically
correct
 Technical writing must be executed in a clear
style

8.  Technical communication is not subjective; it
involves language, which follows rules
 Technical communication is important and
there are principles for the drawing up of
technical documents
 Technical communication has:
 Foreword ie the introduction (the problem)
 Discussion ie the body (actions, findings,
implications)
 Summary ie the conclusion (important details,
proof and actions)

9.  What is a Memo?
 Letters and formats are two common formats for
business communications. The general rule is to
use letter format when your audience is outside
your organisation, and use memo format when
your audience is in your organisation. However,
often memos are used when communicating with
clients and other external parties that you work
with frequently.

10.  Memos are formatted differently from letters
 Omit the complimentary opening (Dear Dr. XYZ)
 Omit the complimentary close (Sincerely, ABC)
 Omit the mailing and return address
 If sending a hard copy, initial or sign the memo
next to your name on the ‘From’ line
 Label the memo ‘Memo’, ‘Memorandum’ at the
top of the page

12.  Subject line should be very specific
 Begin the memo with an introductory
paragraph
 The body of memos should be single spaced,
with blank space between paragraphs
 Include a brief closing paragraph
 Memos can be formal, informal, lengthy or
short