1.3: Reviewing Conventions
Learning Objectives
- Identify writing conventions for journalistic and academic writing
- Examine conventions for technical communication
What are Writing Conventions?
Every genre of writing has unique characteristics and rules, called conventions, that help readers classify a document as belonging to a particular genre. This also applies to film and music. Think about the last movie you saw. What type of movie was it? What about that movie gave you that impression? Did the characters wear Stetson hats, ride horses, and carry guns? Did they fly in space ships, encounter alien beings, and use futuristic technology? Those elements are typical conventions of Western and Science Fiction genres.
Non-fiction is a category that can be broken into various genres and sub-genres. The main types of non-fiction that are relevant to us are journalism (newspaper writing), academic writing (written by scholars and published in peer-reviewed academic journals or books), and technical writing. Before we get into the specific conventions that characterize technical writing, take a moment to think back to your academic writing courses and list some conventions typical of journalism (popular press) and academic writing for the criteria listed in Table 1.3.A.
| Criteria | Journalistic | Academic |
|---|---|---|
| Purpose | ||
| Audience | ||
| Writing Style | ||
| Tone | ||
| Structure | ||
| Format/Formatting | ||
| Other Features |
What are Writing Conventions for Technical Communications?
Like journalism and scholarly writing, technical writing also has distinct features that readers expect to see in documents that fall within this genre. These include (a) use of headings to organize information into coherent sections, (b) use of lists to present information concisely, (c) use of figures and tables to present data and information visually, and (d) use of visual design to enhance readability.
In addition, technical documentation is intended to communicate information in a way that is clear and easy to read. Designing technical communication is like designing any other product for an intended user: the ultimate goal is to make it “user friendly.”
Keywords here are accessible, usable, clear, goal-oriented, effective, and reader-centred. The characteristics of technical writing support these goals and concepts.
If we filled in Table 1.3.A. with typical characteristics of technical writing, it might look something like Table 1.3.B:
| Criteria | Technical Writing |
|---|---|
| Purpose | communicates technical and specialized information in a clear, accessible, usable manner to people who need to use it to make decisions, perform processes, or support company goals. |
| Audience | includes fellow employees such as subordinates, colleagues, managers, and executives, as well as clients and other stakeholders, the general public, and even readers within the legal system. |
| Writing Style | uses
|
| Tone | uses a business/professional in tone, which falls between formal and informal
may use first person or second person if appropriate is courteous and constructive. |
| Structure | is highly structured into short paragraphs
uses clear transitions and structural cues (headings and sub-headings) to move the reader directly and logically through the document |
| Format/Formatting | can be in electronic, visual, or printed formats
may be long (reports) or short (emails, letters, memos) uses style guides to describe required formatting features uses headings, lists, figures and tables |
| Other Features | is typically objective and neutral including ideas that are evidence-based and data-driven
includes descriptors that are precise and quantitative whenever possible |
TRY IT
Exercise 1.3.A: Examine the Conventions of Technical Writing
Read this technical writing piece and answer/discuss the questions that follow.
Brine Drainage Tube Modifications
During this period, we have continued to work on problems associated with the brine drainage tubes.
Previous Period: After minor adjustments during a month of operation, the drainage tubes and the counter-washer have performed better but still not completely satisfactorily. The screen sections of these tubes, as you know, are located at variable distances along the height of the washer.
Current Period: The screen portion of the brine drainage tubes have been moved to within 5 feet of the top of the pack. So far, no change in counter-washer performance has been observed. Production statistics at the end of this month (February) should give us a clearer idea of the effect of this modification.
Next Period: Depending on the continued performance of the screen in its current position in relation to the top of the pack, we may move the screen to within 3 feet of the top of the pack in the next period of testing. Although the wash ratio was greater with greater screen height, the washing efficiency seems to remain relatively constant; the production vs. compressor KW data for all screen locations so far has seemed to follow the same linear curve.
Questions
- What is the purpose of this piece of technical writing?
- Who is the intended audience?
- What writing style is it using?
- What tone does it have?
- What structure does it have?
- What formatting does it use?
- Are there any other features you notice about it?
References & Attributions
Attributions
Content on this page is adapted from Technical Writing Essentials by Suzan Last, which is licensed under a Creative Commons Attribution 4.0 International License, except where otherwise noted.
Progress Report in exercise is taken from Progress Reports (from Online Technical Writing: Examples, Cases & Models) by David McMurrey, which is licensed under CC-BY 4.0 International License.
