Intro

The goal of technical writing, unlike many other forms of writing, is to reduce the cognitive load on the reader—or in our case, the user—so they can access and apply information quickly and efficiently.

Understanding the different presentation forms in writing and what they represent prevents the reader from wondering, “Yeah, but what am I supposed to do?“.

In this blog, we will discuss the common presentation forms in writing and when exactly to use them.

Presentation Forms

Paragraphs

The most straightforward form of all—paragraphs. Paragraphs are used for general explanations or longer contexts. Usually, paragraphs are 3-5 sentences long. It is important to keep your paragraph short and focused so your reader does not get lost. Sometimes, especially in technical contexts, a paragraph of 1-2 sentences is acceptable.

Structure your paragraph like this: 1. Topic sentence (Introductory sentence), 2. body sentence(s), 3. concluding sentence.

Focus on one idea per paragraph. Give the user exactly what they need, and remove any fillers or excess information. Start with the most relevant information. We all know, if the paragraph is too long, we read the first 5-6 words and skip the rest.

Examples on good and bad paragraphs (ChatGPT):

Ineffective paragraph:
"The application is useful. It includes a range of features for data analysis. You can import, visualize, and export data in different formats. Users need to set up their account first."

Effective paragraph:
"Before using the application, users must set up their account. Once registered, they can import, analyze, and export data in various formats."

Lists

Lists are a powerful tool in technical writing because they improve readability. If the author is listing items alongside with their definitions, for example, an ideal way to present this is using a bulleted list. In technical writing, we usually use numbered lists and bulleted lists.

Bulleted Lists

Bulleted lists are used when the order of the list items does not matter. This being said, if we are listing items of a specific cluster, different types of something, or features of a product, a bulleted list is the perfect pick.

Example (ChatGPT):

Key benefits of using lists in technical documents:

• Improves readability by breaking up dense text.

• Highlights important information so readers don’t miss key points.

• Enhances organization by grouping related items together.

• Saves time for users scanning for specific details.

• Supports clarity by presenting content in a structured, easy-to-follow format.

Numbered Lists

Numbered lists are used to order items that follow a specific sequence. They are typically used when the order or priority matter.

Example (ChatGPT):

Steps to improve your writing process:

1. Plan your content by outlining key points you want to cover.

2. Write the first draft without worrying about perfection.

3. Review and revise to clarify ideas and improve structure.

4. Edit for grammar and style to ensure readability.

5. Proofread carefully to catch any remaining errors.

Headings

Headings are titles that should be indicative of what the section following them is about. They are useful for understanding the overall idea of the document without having to read the whole thing. Headings can also allow for easy navigation through long texts.

You can have multiple heading levels if your sections are dividable.

Example (ChatGPT):

H1: How to Improve Your Writing Skills

H2: Understand the Basics of Good Writing

H3: Clarity and Conciseness

H3: Grammar and Syntax

H3: Tone and Audience Awareness

H2: Develop a Consistent Writing Process

H3: Brainstorm and Outline Ideas

H3: Write the First Draft Quickly

H3: Revise and Edit Thoroughly

The different heading levels can be:

• Document title–Used once in the cover page and in every page heading.

• H1–Used for major sections

• H2–Used for subsections of H1

• H3–Used for subsections of H2

Tables

Tables are used to compare data or present structured information. They help readers compare different values and identify patterns.

Example (ChatGPT):

Diagrams

Diagrams are used when data is better presented in visuals, such as flowcharts or infographics. They are used to represent numerical data, relationships, or hierarchies. Use visuals when the text only is not enough to understand or visualize the information. Diagrams can make your content more user-friendly.

Code Blocks

If you are including code in your document, keep it in a code block. You can format this as you want, but make sure that readers can identify it as code.

Example:

doc_length = int(input("Enter document length: "))
if doc_length <= 3000:
    print("I love my job!")
else:
    print("I have to love my job.")

Conclusion

Too lazy to write a conclusion. Thanks for reading!