Professional writing

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Professional writing is writing for reward or as a profession; as a product or object, professional writing is any form of written communication produced in a workplace environment or context that enables employees to, for example, communicate effectively among themselves, help leadership make informed decisions, advise clients, comply with federal, state, or local regulatory bodies, bid for contracts, etc. [1] Professional writing is widely understood to be mediated by the social, rhetorical, and material contexts within which it is produced. [2] For example, in a business office, a memorandum (abbrev. memo) can be used to provide a solution to a problem, make a suggestion, or convey information. Other forms of professional writing commonly generated in the workplace include email, letters, reports, and instructions. In seeking to inform, persuade, instruct, stimulate debate, or encourage action from recipients, skilled professional writers make adjustments to different degrees of shared context, e.g., from a relatively accessible style useful for unsolicited contact letter to prospective clients to a technical report that relies on a highly specialized in-house vocabulary. [3]

Contents

A professional writer may be freelance, meaning they work on a self-employed basis, or fully employed in an occupation where their primary responsibility is the production of specialized documentation, such as journalism, marketing, advertising, public relations, or the military. [4] Yet even workers who don't necessarily think of themselves as professional writing practitioners regularly produce professional documentation regularly in the course of their work as lawyers, doctors, entrepreneurs, engineers, and social workers. [5] Moreover, as Anne Beaufort observes, writing skills have become increasingly important to so-called "blue collar" occupations since "technologies have driven more record keeping and decision making to those who are directly involved in manufacturing, information-processing, and care-giving activities." [2]

Overview

Professional writing is any type of writing with the purpose of facilitating the work of a business or organization and directed to internal or external audiences of the professional writer's organization. Examples of internal business writing include email messages, memos, and reports while some examples of external business writing are letters and email messages.

Professional writing differs from other types of writing, such as academic and technical writing, because the term defines a general overview of writing that is done for profit in a workplace environment. Professional writing differs from academic writing due to the difference in purpose and readership between the two styles. Academic writing informs the audience through a critical approach and directs further thinking by reconstructing the order of the author's thinking and the intertextual traces of their reading. In contrast, professional writing is applied to a business or setting (a hospital, a company, or a factory) and is meant to facilitate work through communication. The audience of academic writing is also limited in contrast to professional writing; specialized experts in specific fields make up the primary readership of academic writing while the amount and identities of readers of professional writing can be varied. When writing, professional writers must take into consideration the possibility of unexpected tertiary readers who can come across their document. [6]

Professional writing differs from technical writing because of the type of content in technical writing. Technical writing could be identified as a concentration of the broad generalization of professional writing—technical writing is principally directed towards fields of interest. Both are similar in that they take place in a professional workplace context and are primarily targeted to allow communication between experts; however, technical writing focuses on technical, specialized topics, such as science, technology, and engineering.

Style

The audience of professional and business documents plays a significant role in the style of a professional document. Successful professional writers adapt their documents to fulfill the needs of their audience. Four factors are taken into consideration when a professional writer creates a professional document:

  1. the reader's pre-existing knowledge of the covered material,
  2. the readers' expectations of style and format based on examples of the same genre,
  3. the readers' level of reading based on the reason for reading the document, and
  4. the relationship between writer and reader. [7]

The reader's pre-existing knowledge remains an important focus for a professional document because it would affect the reader's ability to read the document. For example, a general audience with little knowledge of a document's subject would be unable to read it if it contained specific, technical jargon. A professional writer would then have to minimize the amount of technical jargon or define terms for the reader.

Expectations of style and format are influential in the format and development of a professional document. Precedents created by earlier documents of the same genre of a professional writer's work heavily influence how the reader of their document will judge the credibility of both the writer and document. Documents belonging to a specific genre are expected to be written in a way that adheres to a format and style that defines that genre. If a professional writer were to produce a document that does not adhere to the precedence style, they and the document would lose credibility.

Regarding business and professional writing, the relationship between writer and reader is key. The familiarity between the two influences the language used. For example, an employee might write more informally via email to a coworker of the same hierarchical level than they would write via email to their employer.

Uses

Communication

There is, particularly in business, a need for concise and unambiguous communication with colleagues, suppliers, clients, and the general public. Professional writing forestalls inattentiveness and criticism. [8]

Persuasion

Persuasive professional writing is connected to the concept of rhetoric, which focuses on informing or persuading and relies upon stimulating the interest of the audience through creating authoritative arguments. A professional writer uses research, rhetoric and persuasion when creating a document that is intended to suggest a solution to a problem or encourage action. A professional writer uses persuasive language when trying to influence the reader to do something as a result of reading a document. Professional writing Feasibility reports economic justification reports and advertising brochures are examples of documents that have such purposes.

Information

Clear and concise professional writing is vital in many fields where a misunderstanding could have serious consequences, such as in law, engineering, technical manuals, and product labels. Misunderstandings might also occur with international audiences; for this reason, a professional writer would have to take careful consideration of cultural differences. The use of language, style, and even color in a document could have detrimental effects because these elements, along with others, can change meaning when translated. For example, a picture of a woman wearing a swimsuit on the beach in an ad would be met with nonchalance in the United States; however, if the same picture was shown in an area with a prevalent Muslim populace, it would be met with outrage because of the religious beliefs that bar women from showing skin. This analysis and consideration of direct and possible audiences help create clear and concise writing and language that professional language requires.

Examples

Skills

The Association of Teachers of Technical Writing regard the development of technical communications that are "clear, effective, efficient, appropriate, accurate, useful, and delivered on schedule and within budget as nearly as possible" as a core principle-in-practice. [9] Skills may be acquired through practice or formal learning. While many practitioners of professional writing do so as a vocation rather than as full-time employment, the element of "professionalism" is what defines professional writing. [10] Such is the importance of professional writing in the modern world, many academic institutions offer courses up to degree level on the subject, with some tailored to specific professions such as social work. [11]

See also

Related Research Articles

Jargon or technical language is the specialized terminology associated with a particular field or area of activity. Jargon is normally employed in a particular communicative context and may not be well understood outside that context. The context is usually a particular occupation, but any ingroup can have jargon. The key characteristic that distinguishes jargon from the rest of a language is its specialized vocabulary, which includes terms and definitions of words that are unique to the context, and terms used in a narrower and more exact sense than when used in colloquial language. This can lead outgroups to misunderstand communication attempts. Jargon is sometimes understood as a form of technical slang and then distinguished from the official terminology used in a particular field of activity.

Plain language is writing designed to ensure the reader understands as quickly, easily, and completely as possible. Plain language strives to be easy to read, understand, and use. It avoids verbose, convoluted language and jargon. In many countries, laws mandate that public agencies use plain language to increase access to programs and services. The United Nations Convention on the Rights of Persons with Disabilities includes plain language in its definition of communication.

Collaborative writing is a procedure in which two or more persons work together on a text of some kind. Success in collaborative writing involves a division of labor that apportions particular tasks to those with particular strengths: drafting, providing feedback, editing, sourcing, (reorganizing), optimizing for tone or house style, etc. Collaborative writing is characteristic of professional as well as educational settings, utilizing the expertise of those involved in the collaboration process.

A technical writer is a professional communicator whose task is to convey complex information in simple terms to an audience of the general public or a very select group of readers. Technical writers research and create information through a variety of delivery media. Example types of information include online help, manuals, white papers, design specifications, project plans, and software test plans. With the rise of e-learning, technical writers are increasingly hired to develop online training material.

<span class="mw-page-title-main">Memorandum</span> Written message, typically in a professional setting

A memorandum, also known as a briefing note, is a written message that is typically used in a professional setting. Commonly abbreviated memo, these messages are usually brief and are designed to be easily and quickly understood. Memos can thus communicate important information efficiently in order to make dynamic and effective changes.

<span class="mw-page-title-main">Technical writing</span> Type of written communication

Technical writing is a specialized form of communication used in many of today's manufacturing, medical and research organizations. Organizations, such as these, rely on technical writing to accurately communicate complex information to customers, co-workers, engineers, and scientists using a mix of simplified grammar and easy-to-understand visual communication.

Technical communication is communication of technical subject matter such as engineering, science, or technology content. The largest part of it tends to be technical writing, though importantly it often requires aspects of visual communication. Technical communication also encompasses oral delivery modes such as presentations involving technical material. When technical communication occurs in workplace settings, it's considered a major branch of professional communication. In research or R&D contexts, it can overlap with scientific writing.

Audience analysis is a task that is often performed by technical writers in a project's early stages. It consists of assessing the audience to make sure the information provided to them is at the appropriate level. The audience is often referred to as the end-user, and all communications need to be targeted towards the defined audience. Defining an audience requires the consideration of many factors, such as age, culture and knowledge of the subject. After considering all the known factors, a profile of the intended audience can be created, allowing writers to write in a manner that is understood by the intended audience.

<span class="mw-page-title-main">Academic writing</span> Writing resulting from academic work

Academic writing or scholarly writing refers primarily to nonfiction writing that is produced as part of academic work in accordance with the standards of a particular academic subject or discipline, including:

A medical writer, also referred to as medical communicator, is a person who applies the principles of clinical research in developing clinical trial documents that effectively and clearly describe research results, product use, and other medical information. The medical writer develops any of the five modules of the Common Technical Document. The medical writers also ensure that their documents comply with regulatory, journal, or other guidelines in terms of content, format, and structure.

<span class="mw-page-title-main">Composition studies</span>

Composition studies is the professional field of writing, research, and instruction, focusing especially on writing at the college level in the United States.

<span class="mw-page-title-main">Rhetorical modes</span> Major types of writing and speaking

The rhetorical modes are a broad traditional classification of the major kinds of formal and academic writing by their rhetorical (persuasive) purpose: narration, description, exposition, and argumentation. First attempted by Samuel P. Newman in A Practical System of Rhetoric in 1827, the modes of discourse have long influenced US writing instruction and particularly the design of mass-market writing assessments, despite critiques of the explanatory power of these classifications for non-school writing.

<span class="mw-page-title-main">Report</span> Informational, formal, and detailed text

A report is a document or a statement that presents information in an organized format for a specific audience and purpose. Although summaries of reports may be delivered orally, complete reports are usually given in the form of written documents. Typically reports relay information that was found or observed. The credible report enhances the previous beliefs while dishonest information can question the agency preparing the report. Reports from IPCC as IPCC reports, World Health Report and Global Gender Gap Report from World Economic Forums are few examples of reports highlighting important worldly affairs.

Professional communication is a sub-genre found within the study of communications. This subset encompasses written, oral, visual, and digital communication within a workplace context. It is based upon the theory of professional communications, which is built on the foundation that for an organization to succeed, the communication network within must flow fluently. The concepts found within this sub-set aim to help professional settings build a foundational communication network to better steady the flow of operations and messages from upper-level management. The second part of professional communication can also aim and assist to help within the public relations department of a particular company or organization, as these messages might be delivered to those unfamiliar with the organization or the general public.

BLUF is the practice of beginning a message with its key information. This provides the reader with the most important information first. By extension, that information is also called a BLUF. It differs from an abstract or executive summary in that it is simpler and more concise, similar to a thesis statement, and it resembles the inverted pyramid practice in journalism.

An executive summary is a short document or section of a document produced for business purposes. It summarizes a longer report or proposal or a group of related reports in such a way that readers can rapidly become acquainted with a large body of material without having to read it all. It usually contains a brief statement of the problem or proposal covered in the major document(s), background information, concise analysis and main conclusions. It is intended as an aid to decision-making by managers and has been described as the most important part of a business plan.

A style guide is a set of standards for the writing, formatting, and design of documents. A book-length style guide is often called a style manual or a manual of style. A short style guide, typically ranging from several to several dozen pages, is often called a style sheet. The standards documented in a style guide are applicable either for general use, or prescribed use for an individual publication, particular organization, or specific field.

Technical translation is a type of specialized translation involving the translation of documents produced by technical writers, or more specifically, texts which relate to technological subject areas or texts which deal with the practical application of scientific and technological information. While the presence of specialized terminology is a feature of technical texts, specialized terminology alone is not sufficient for classifying a text as "technical" since numerous disciplines and subjects which are not "technical" possess what can be regarded as specialized terminology. Technical translation covers the translation of many kinds of specialized texts and requires a high level of subject knowledge and mastery of the relevant terminology and writing conventions.

<span class="mw-page-title-main">Text annotation</span> Adding a note or gloss to a text

Text annotation is the practice and the result of adding a note or gloss to a text, which may include highlights or underlining, comments, footnotes, tags, and links. Text annotations can include notes written for a reader's private purposes, as well as shared annotations written for the purposes of collaborative writing and editing, commentary, or social reading and sharing. In some fields, text annotation is comparable to metadata insofar as it is added post hoc and provides information about a text without fundamentally altering that original text. Text annotations are sometimes referred to as marginalia, though some reserve this term specifically for hand-written notes made in the margins of books or manuscripts. Annotations have been found to be useful and help to develop knowledge of English literature.

Form and Document Creation is one of the things that technical communicators do as part of creating deliverables for their companies or clients. Document design is: "the field of theory and practice aimed at creating comprehensible, persuasive and usable functional documents". These forms and documents can have many different purposes such as collecting or providing information.

References

  1. ↑ Odell, Lee; Goswami, Dixie, eds. (1985). Writing in Nonacademic Settings. New York: Guilford. ISBN   0-89862-252-2.
  2. 1 2 Beaufort, Anne (2006) "Writing in the Professions." Handbook of Research on Writing: History, Society, School, Individual, Text. Charles Bazerman, ed. Lawrence Erlbaum; Mahwah, NJ (217-222)[217] 978-0805848700.
  3. ↑ Spilka, Rachel, ed. (1993). Writing in the Workplace: New Research Perspectives. Carbondale: Southern Illinois University Press. ISBN   0-8093-2185-8.
  4. ↑ "Mission - Association of Teachers of Technical Writing". ATTW. Retrieved September 9, 2019.
  5. ↑ Garay, Mary Sue, Bernhardt, Stephen. Expand Literacies: English teaching and the new workplace. Albany: State University of New York Press, 1990. Print.
  6. ↑ Johnson-Sheehan, Richard. "Planning and Organizing Proposals and Technical Reports." https://owl.english.purdue.edu/media/pdf/20080628094326_727.pdf
  7. ↑ Tebeaux, Elizabeth, Dragga, Sam. The Essentials of Technical Communication (3rd ed.). New York: Oxford University Press, 2010. Print
  8. ↑ Terk, Natasha (2010). Professional Writing Skills. Write it well. ISBN   978-0982447116.
  9. ↑ "Code of Ethics - Association of Teachers of Technical Writing". Association of Teachers of Technical Writing. Retrieved 2019-03-12.
  10. ↑ "How to tell if you are a professional writer". Forbes . Retrieved 13 December 2014.
  11. ↑ "Open University: Professional writing in social work". Archived from the original on 30 September 2015. Retrieved 14 December 2014.
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