What are technical documents
In engineering, technical document refers to any type of document that describes handling,
function and architecture of a technical product or a process or its use. The intended receiver for
technical document could be technically strong or a layman.
Types of technical documents
Traditional Technical Document
Traditional technical documents are informative or instructional documents that are developed
and written for an audience already familiar with a specific technical area. If any manufacturer
is expert in his field, the writer may include language and content that an expert already
understands. Examples of other traditional technical documents include programmer guides,
repair manuals, medical reports, research papers, reviews, schematics and memos. Writers of
these types of documents should be technical experts in the field for which they are creating the
document. Although the documents are written from one expert for another, the language of the
document can be technical but clear and concise ( brief and to the point ) in order for the reader
to understand what the writer desires.
End-User Document
The instruction manual is an example of an end-user document. End user technical documents
are those documents which are designed to help the general guide as how to use a particular
product. They are usually part of consumer product and include user manuals , operating
manuals , information booklets and troubleshooting guides. Readers of such documents vary in
abilities and educational background. End user documents must be written keeping the
understanding level of general public.
Specific types of technical documents
The documents accompanying a technology product is usually the only source of knowledge for
this said technology. Instructions and procedures are documents that help either developers or
end users operate or configure a device or program. Examples of instructional documents
include:
1. User manuals :- A user guide or user's guide, also commonly known as a manual, is a technical
communication document intended to give assistance to people using a particular system. It is
usually written by a technical writer, although user guides are written by programmers, product
or project managers, or other technical staff, particularly in smaller companies.
User guides are most commonly associated with electronic goods, computer
hardware and software.
Most user guides contain both a written guide and the associated images. In case of computer
applications, it is usual to include screenshots of the human-machine interface(s), and hardware
manuals often include clear, simplified diagrams. The language used is matched to the
intended audience, with confusing words kept to a minimum or explained thoroughly.
Contents of a user manual
The sections of a user manual often include:
● A cover page
● A title page and copyright page
● A preface, containing details of related documents and information on how to navigate the user
guide
● A contents page
● A guide on how to use at least the main function of the system
● A troubleshooting section detailing possible errors or problems that may occur, along with how
to fix them
● A FAQ (Frequently Asked Questions)
● Where to find further help, and contact details
● A glossary and, for larger documents, an index
2. Troubleshooting guides :- Troubleshooting guide is a form of problem solving guides, often
applied to repair failed products or processes on a machine or a system. It provides a logical,
systematic search for the source of a problem in order to solve it, and make the product or
process operational again. Troubleshooting guide is needed to identify the symptoms.
Determining the most likely cause is a process of elimination—eliminating potential causes of a
problem. Finally, troubleshooting guides also help to confirm that the solution re-operates the
product or process to its working state.
In general, troubleshooting helps in identifying the "trouble" in the management flow of a
corporation or a system caused by a failure of some kind. The problem is initially described as
symptoms of malfunction, (break down of functions) and troubleshooting guide helps in
determining and remedying the causes of these symptoms.
3. Business Proposals :- A business proposal is a document that’s designed to persuade an
organization to buy a product or service. A proposal is usually solicited or unsolicited – meaning,
that the purchasing company is either actively seeking proposals that meet a specific need or is
reacting to an offer, often from a sales person, to consider a proposal. For example, an
unsolicited proposal might result from a dinner conversation at a trade show where the seller tells
a prospect that he has a solution to the prospect’s problem, and says, “Would you like me to
submit a proposal for that?”
All proposals have at least two distinct pieces: a cover letter and the proposal document itself. In
addition, sometimes, one or more documents may be provided with charts, graphs, photographs,
maps, and so on. Brief proposals, also sometimes known as "letter proposals," combine the first
two pieces into a single submission usually of a maximum of six to eight pages.
The cover letter serves as a main offer document. Many people also use the cover letter to
provide the essential part of the proposal in very shortform, highlight the purchaser’s details,
name the price, and ask for the order.
4. Technical reports :- A technical report (also scientific report) is a document that describes the
process, progress, or results of technical or scientific research or the state of a technical or
scientific research problem. It might also include recommendations and conclusions of the
research. Technical reports are today major source of scientific and technical information.
Technical reports include various types of "technical" information. For example, if you need to
report why a design or piece of equipment failed, you'd write a forensic report. Or, you might
have to write about a design you created. Then, you'd produce a design report or, you may need
to combine these two. Many report types are classified as technical reports. You should always
determine what information you need to convey and who your reader is before you start writing.
Technical reports present facts and conclusions about your designs and other projects. Typically,
a technical report includes research about technical concepts as well as graphical depictions of
designs and data. A technical report also follows a strict organization. This way, when other
engineers read what you write, they can quickly locate the information that interests them the
most.
5. Standard operating policies and procedures.
These are the operating documents for organizations; they contain rules and regulations on how
the organization and its members are expected to perform. Policies and procedures are like
instructions
Standard operating procedures and policy-and-procedure documents establish standards for
doing things and present specific step-by-step procedures for doing those things. Although these
distinctions blur in practice, a policy-and-procedure document focuses more often on behavior
expected of employees (for example, policies and procedures on smoking, substance abuse,
gender issues). Standard operating procedures focus more standard expectations for performing
specific procedures such as hand-washing by health care professionals or taking a dental implant
in a dental lab.
Organizations use policies and procedures documents to record their rules and regulations:
attendance policies, substance-abuse policies, work-flow procedures, and so on. Once recorded,
the policies and procedures are there for everybody in the organization to refer to, and these
documents become the means of settling most disputes within the organization. To distinguish
between these two terms, policies are rule statements. Policies are like laws: for example, most
organizations have antiharassment policies, which mimic actual government-legislated
laws. Procedures, on the other hand, are the step-by-step methods of carrying out those policies.
Of course, some policies do not require procedures. If the organization has a no-smoking policy,
that's all that need be said. However, if someone breaks that policy, a procedure is needed for
handling that situation.
[Link] report: This type studies a situation (for example, a problem or opportunity) and a
plan for doing something about it and then determines whether that plan is "feasible"—whether it
is practical in terms of current technology, economics, social needs, and so on. The feasibility
report answers the question "Should we implement Plan X?" by stating "yes," "no," but more
often "maybe." Not only does it give a recommendation, it also provides the data and the
reasoning behind that recommendation.
7. Progress reports :- Progress reports are common and critical documents in science and
engineering, typically when you are part of a research team reporting to a funding agency about
your progress on work you are doing for that agency. The basic point of a progress report is to
summarize the status, progress, and likely future for a particular project. In a progress report you
are often expected to commit to an exact schedule for the project completion, discuss the status
of the materials being used and account for the money spent, and summarize concretely both the
current findings and the predicted results. The professionalism of the progress report is often
vital to the future of the project.
In classes and projects involving writing, progress reports are used as a way for you to
summarize your progress to your teacher or advisor, who will typically give feedback on whether
he or she is satisfied with your progress. These reports could feel like a mere formality or a waste
of time to you, but they are an excellent opportunity to articulate some of the key sentences of
your final report and even pose questions in writing to your audience.
Once you have given the proposal , have arranged the resources to start a particular project (
usually a long term project and which involves huge finances). The need arise to update the
superior about the progress of the project. This updating is usually intimated in the form of a
progress report. These reports help the concerned superiors keep well informed about what has
already been done and how much work is left. Based on the frequency they are sometimes called
periodic reports like; weekly reports , monthly reports , half-yearly reports etc. Most of the
progress reports have the following contents in common :-
i) Name of the project.
ii) Date of preparing the report.
iii) Background of the project itself.
iv) Current status of the project i.e. total work completed to date.
v) Discussion of the problem arisen.
vi) Discussion of the achievements till date.
vii) Discussion of the work to be completed.
viii) Assessment of whether you will be able to complete the project in the stipulated
time , if not , possible date of completion.
ix) Remarks, if any.
x) Name and signature of the reporting officer.
Style for Progress Reports
The following stylistic advice can be applied to most progress reports you write:
● Include a working title and the words "Progress Report" at the top of the page.
● Use section headings in the report to simplify both the writing and reading process.
● Open the report with a "Scope and Purpose" section, where you give a condensed version of
your future report’s introduction and objective.
● Always include a section entitled, for example, "Progress," which summarizes the work’s
pace and progress and explains any snafus, dilemmas, or setbacks.
● Always include a section entitled, for example, "Remaining Work," which honestly assesses
the work that must still be completed. Think right on the page in this section, posing
questions, speculating meaningfully, exploring your options.
● Always include a section that projects the expected results. Commit to a schedule for
obtaining those results if possible.
● If necessary, include a section in which you directly solicit advice from your teacher or
advisor. Be forthright and professional about the nature of the advice you need.
● Keep your paragraphs short and focused—just a few paragraphs per section, typically.
● Your tone can often be straightforward and familiar—therefore, as a rule, you can use "I" and
"you" freely—but do not lapse into informality.
● Avoid being overly optimistic, pessimistic, apologetic, cocky, or self-deprecating.
