Technical Writing Handouts
Provided here are some handouts used in this class. You’re welcome to download these files for class purposes. Check back here frequently to see if there’re any new handouts. If I put up an important handout, I’ll usually announce it on the front page for the course.
A Disclaimer: most of these handouts are rather informal. They’re mostly used with my lectures in class. The information contained therein is usually not tested by rigorous research but only for illustration purposes or as my personal reflections on certain issues.
Cover Letter Design
First Paragraph
Purpose of the letter
Position title advertised
Source of advertisement
Why you are applying (a brief overviewing statement of your qualifications)
Second Paragraph
Demonstrate your knowledge of the organization/business
Show how the position and your qualifications match
Next Paragraphs
No more than one major qualification each paragraph
Good supporting details for your claim of qualification (could use several details to support your qualification)
Clear topic sentences at the beginning
Reasonable length
Last Paragraph
A summarizing statement of your qualifications
Request for further contact
Your own contact information
Block Style
Everything left justified, including your own address on top and signature block at the bottom
No indentation at the beginning of paragraphs
Single space within paragraphs and double space between paragraphs
Modified Block Style
Your address on the right
Recipient’s address on left (no overlapping on lines)
Indentation or no indentation at beginning of paragraphs
Signature block on the right about two-thirds across the page, should be aligned with your address on top
Cover Letter Samples
- CoverLetter1-Advertising
- CoverLetter2-MortgageLoanOfficer
- CoverLetter3-SocialMedia
- CoverLetter4-SoftwareEngineer
Elements of Usable Instruction
This is a summary of part of Chapter 23 in Lannon’s text.
- Have a clear and limiting title.
- Provide an introduction that explains the rationale, purpose, and intended audience/users (when appropriate)
- Describe the necessary conditions/tools for performing a task.
- Warn audience of any possible risks and display your warnings prominently.
- Number the instructions if they are procedural, and use an unordered list if they’re not.
- Don’t skip any steps.
- Use language appropriate to the audience.
- Use action verbs and the imperative mood.
- Be task oriented rather than feature oriented.
- Use visuals whenever appropriate.
- Conclude on a persuasive note.
OUTLINE FOR PRODUCT DESCRIPTION
(source: John Lannon. (2008). Technical Communication, 11th Edition. Chapter 21)
I. Introduction: General Description
A. Definition, Function, and Background of the Item
B. Purpose
C. Overall Description (with general visuals, if applicable)
D. Principle of Operation (if applicable)
E. Preview of Major Parts
II. Description and Function of Parts
A. Part One in Your Descriptive Sequence
- Definition
- Shape, dimensions, material (with specific visuals)
- Subparts (if applicable)
- Function
- Relation to adjoining parts
- Mode of attachment (if applicable)
B. Part Two in Your Descriptive Sequence (repeat part one process)
III. Conclusion and Operating Description
A. Summary (used only in long complex descriptions)
B. Interrelation of Parts
C. One Complete Operating Cycle
OUTLINE FOR PROCESS DESCRIPTION
I. Introduction
A. Definition, Background, and Purpose of the Process
B. Intended Audience
C. Prior Knowledge Needed to Understand the Process
D. Brief Description of the Process
E. Principle of Operation
F. Special Conditions Needed for the Process to Occur
G. Definitions of Special Terms
H. Preview of Stages
II. Stages in the Process
A. First Major Stage
- Definition and purpose
- Special conditions needed for the specific stage
- Substages (if applicable)
B. Second Major Stage (repeat stage one process)
III. Conclusion
A. Summary of Major Stages
B. One Complete Process Cycle
C. One Complete Operating Cycle