1 TBW-1

Technical and Business Writing
(TBW)
By
Dr Liaqat Iqbal
• Technical and business writing is a form of
technical and business communication. It is a
style of writing used in fields as diverse as
computer hardware and software,
engineering, chemistry, the aerospace
industry, robotics, finance, business consumer
electronics, and biotechnology.
What is technical and business
writing?
• Definition:
• Technical and business writing is a specialized, structured way of
writing, where information is presented in a format and manner
that best suits the psychological needs of the readers, so that they
can respond to a document as its author intended and achieve the
purpose related to that document. The process of gathering
information from experts and presenting it to an audience in a
clear, easily understandable form is called technical and business
writing.
• OR
• Technical and business writing is the presentation of information
that helps the reader solves a particular problem. Technical
communicators write, design and/or edit proposal, web pages, lab
reports, newsletters and many other kinds of professional
documents.
Why technical and business writing?
• Technical and business writing has two basic
purposes:
• To inform
• To persuade
• For example; A writer not only describes two sites
for a factory but also persuades readers to accept
one of them as the best i.e. to prove your point.
The document that achieves these purposes is
called technical or business writing.
Why technical and business writing?
(Cont.)
• Functions of Technical and Business Writing also includes
the following points:
• Reassure recipients that you are making progress, that the
project is going smoothly, and that it will be completed by
the expected date.
• Give the recipients a chance to evaluate your work on the
project and to request changes.
• Give you a chance to discuss problems in the project and
thus to forewarn recipients.
• Force you to establish a work schedule so that you'll
complete the project on time. It gives the writer a
motivation to work more and produce results more
efficiently.
TBW and computer science
• Writing is important in Computer Science no matter
what type of writing you are doing. For example, good
writing is critical at all levels of software development.
• At the conceptual level, you have to be able to express
your ideas to your customers.
• You need to be able to justify your approach and
design.
• Also, computer users have to be able to make use of
your program, so you need to be clear in your
instructions for use and maintenance.
• Finally, your documentation both inside and outside
your program should be easy to understand.
• First: Clarity and organization are vital when you write for a
technical field.
• Second: In software development, the ability to summarize your

work so that your customer or audience can follow your logic is
important. Also, programs themselves are logically sequenced to
accomplish certain things. If you organize your program poorly, you
won’t get the desired results!
• Third: Mechanics are important as well, particularly when writing a

program. For example, while another person may have no trouble
understanding you if you have subject-verb disagreement, a
compiler (which turns a program into executable code) is not so
forgiving. Proper syntax is essential to the creation of a working
system.
Technical/business writing and other
types of writings
• The sole purpose of technical writing is to educate and
inform.
• Technical writing does not involve expressing opinions or

emotions about a topic.
• Technical writing documents are geared towards a highly

specific audience.
• Technical writing requires in-depth research and

extensive knowledge.
Types of technical and business
writings
• Job application/cover letter
• Business letter
• Business MEMO
• Recommendation MEMO
• CV writing
• Email
• Feasibility Report writing
• Short report Writing
• Research Report Writing
Cover letter
• Cover letters do more than introduce your
resume. A cover letter's importance also includes
its ability to:
– Explain your experiences in a story-like format that

works with the information provided in your resume
– Allow you to go in-depth about important
experiences/skills and relate them to job
requirements
– Show the employer that you are individualizing
(tailoring) this job application
– Provide a sample of your written communication skills
How to format your cover letter
• a) Top right hand side of cover letter, your
address (laid out in block – each line starting
under the other) – it is also acceptable to have
your address as a header to the page, running
across the top.
• b) Under this but against the left margin, the

date of the letter
• c) Under this against the left margin, the name
of the person you are sending your covering
letter to and the company name.
• d) If you have found out the name, this comes

next, against the left margin as follows:- Dear
Mr (Name) or Dear Mrs (Name) – if you don’t
know whether it is Mrs or Miss, it is
acceptable to use either Ms or Mrs.
• e) the body of cover letter
• e.1) If you are applying for an advertised vacancy, state here, the job name and reference number
(if applicable) and where you found out about it.
• e.2) Use the second paragraph of your cover letter to say what attracts you to this particular job
and to relate it to your experience in other companies you have worked for if this is not your first
job.
• e.3) Use this paragraph of your cover letter to show that you have researched the job carefully and
that you have tried to find out information about the Company that you are applying to.
• e.4) Give evidence here of your skills.
• e.5) In the last paragraph of your covering letter, let the prospective employer know any dates
when you will not be available for interview. Thank them for giving consideration to your
application and say that you look forward to discussing this opportunity further.
• f) If you have written your covering letter to a person,
it is correct to end it ‘Yours Sincerely’. If you didn’t have
a person’s name to send it to, your letter should end
‘Yours Faithfully’. Either of these phrases should go
under the last paragraph against the left margin.
• g) Leave a good space, at least an inch before printing

your name clearly and then sign in the space between
this and the Yours ..... using your usual signature.
• h) Under your printed name, write the word Enc.

Tips for writing cover letter
• Dos
1. Cover letters remain relevant and crucial. Why? Because it is your introduction
and your opportunity to say why you are the best person for the job.
• 2. Your cover letter is your sales letter. Your cover letter the spokesman of the
résumé. Give the spokesman an opportunity to speak.
• 3. Custom-made, tailor made. Always send a custom-made cover letter with your
résumé – a person/company/industry specific cover letter. These details need to
be correct and accurate.
• 4. STAND OUT FROM THE CROWD. Value addition to the company should be your
watchwords.
• 5. Make a personal connection. Show why you are interested in this company,
this position. Offer deeper insights than what is contained in your résumé.
• 7. Highlight achievements and how this may help your prospective
employer. A good cover letters adds to the résumé.
• Focus upon the company’s needs and how you could fulfill them. They
hire you because they want a job done – so focus on that.
• 8. Shed light on the inherent attributes of your personality, your

leadership style, your values, your motivations.
• 9. LASTING IMPRESSION. Ending the letter is just as important as the

beginning and the middle. It’s your one chance to make a strong lasting
impression.
• 10. The ending has to be creative and different from routine and
conventional letters.
• 11. If emailed, besides attachment write something in the email
body. If you attach it with nothing in the email body it may be
misidentified as spam.
• 12. Don't make the employer work to read your letter!
Keep it clear, concise and to the point.
• 13. Try not to go over one side of A4: if it does, you are writing an
essay instead!
• 14. Use your own words not formal long-winded clichés.
• 15. Spell-check and then double-check your spelling and grammar.
Spell checkers won't pick up form instead of from!
• 16. Answer the question "Why should I see you?"
• Don’ts
• 1. A cover letter should never start with TO WHOM IT MAY

CONCERN
• 2. Please find attached my résumé is not enough for an

employer to consider you. When you do this you are at a
disadvantage to the person who submits a professionally
written cover letter.
• 3. Never just repeat what is your résumé. A cover letter is

not a clone of your résumé.
Bless you
•
B: Burn the midnight oil and come up with a cover letter that fits the company.
L: Let your imagination run riot as to why you are the best candidate and then refine this to fit what the
company really wants and needs (and what you would like to achieve with this company).
E: Evaluate the requirements in the job ad and then discuss point by point how you meet and even exceed
these requirements.
S: Show enthusiasm and keep a positive attitude and your cover letter will take you far.
S: Seriously craft your cover letter that addresses the wants and needs of the employer.
• Y: Your cover letter is a crucial document in the job application process, so revere it and make it the best you
can deliver.
•
O: Originality should be the aim.
•
U: Uniqueness and understanding of the company’s requirements should be evident in the cover letter.
• Cover letters generally fall into one of two
categories:
• Letter of application: applying for a specific,
advertised opening.
• Letter of inquiry: expressing interest in an
organization, but you are not certain if there
are current openings.

1 TBW-1

Uploaded by

Copyright:

Available Formats

1 TBW-1

Uploaded by

Document Information

Original Description:

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

1 TBW-1

Uploaded by

Copyright:

Available Formats

Technical and Business Writing

• Second: In software development, the ability to summarize your

• Third: Mechanics are important as well, particularly when writing a

• Technical writing does not involve expressing opinions or

• Technical writing documents are geared towards a highly

• Technical writing requires in-depth research and

– Explain your experiences in a story-like format that

• b) Under this but against the left margin, the

• d) If you have found out the name, this comes

• e.4) Give evidence here of your skills.

• g) Leave a good space, at least an inch before printing

• h) Under your printed name, write the word Enc.

• 8. Shed light on the inherent attributes of your personality, your

• 9. LASTING IMPRESSION. Ending the letter is just as important as the

• 1. A cover letter should never start with TO WHOM IT MAY

• 2. Please find attached my résumé is not enough for an

• 3. Never just repeat what is your résumé. A cover letter is

You might also like