This study suggests that documentation is a complex technical communication genre, encompassing all the texts that mediate between complex human activities and computer processes. Drawing on a historical study, it demonstrates that the varied forms given to documentation have a long history, extending back at least to the early days of commercial mainframe computing. The data suggest that (1) early forms of documentation were borrowed from existing genres, and (2) official and unofficial documentation existed concurrently, despite efforts to consolidate these divergent texts. The study thus provides a glimpse into the early experimental nature of documentation as writers struggled to find a meaningful way to communicate information about their organization's developing computer technology.

Although studies of actual communication practices in the workplace are now commonplace, few historical studies in this area have been completed. Such historical studies are necessary to help researchers understand the often complicated origins of genre conventions in professional discourse. Historical research that draws on contemporary genre theory helps address this void. A genre perspective is particularly valuable for helping researchers trace a given type of document's emergence and evolution. This perspective also provides a way of accounting for the connections between communicative practices and the other activities that occupy the attention of workplace organizations. To illustrate what this perspective brings to historical research in professional communication, I examine the development of communicative practices at a national production company that relied on texts to mediate its organizational activities across geographically dispersed locations.

This article examines the communicative categories and linguistic features of university textbook prefaces. The textbook preface is a highly interactive genre, with a double purpose: informative and promotional. The analysis of the genre moves and of their realization reveals that the preface is used by the author both to help the audience use the book and to convince them of the value of the book. This twofold purpose accounts for the most relevant features of prefaces: the frequent use of textual metadiscourse and the pervasive presence of evaluation. The criteria used in the preface to evaluate the textbook are related to the audience's expectations about introductory textbooks: novelty, usefulness, accessibility, comprehensiveness, importance, and interest.

Many current technical writing handbooks still advise writers to avoid the passive voice except in certain limited situations, primarily when the agent is unknown, understood, unimportant, or better left unnamed. However, a growing body of research indicates that the passive voice has a broader array of rhetorical functions. To identify some of the functions of the passive, as well as the active, voice, the frequencies of active and passive verbs were determined in 185 documents written by twenty-eight civilian and military members of the U.S. Air Force. The frequencies were similar to those in similar types of documents written by nonacademic writers in previous studies. In addition, writers were queried about their reasons for choosing active or passive verbs. While the results of the study confirmed the importance of agency in the choice of active or passive, they also revealed numerous other factors that were significant in writers' choices. The most significant reasons for choosing one type of verb over another were the voice of the verb, organizational requirements, audience awareness, efficiency, genre, euphony, personal preference, agency, emphasis, and topic-comment flow. These results suggest that technical writing instruction and handbooks should promote general principles for the use of both active and passive verbs rather than advising against the use of passive verbs.

A large number of technical writing textbooks, many of them revised editions, is entering the college education marketplace. This review of five recent textbooks not only thoroughly analyses the content of the texts, but also raises two serious concerns. The survey finds that the textbooks provide inadequate guidance on paragraph structure. The survey also reveals that this textbook genre appears to rely upon a scanty, and sometimes dated, theory base. The authors ask whether this could lead to the production of manuals based upon “received wisdom,” rather than professional writing guides based upon sound communication theory.

In “Professional Documentation,” a class designed to make Hungarian students of English translation familiar with written genres, that are not translation, abstracting plays an important role. Students get theoretical background to abstracting in a lecture and by analyzing the appropriate chapters of technical writing textbooks. The structure and objectivity of the abstract, the features of its informative variant receive special attention. Practical student activities include analyzing and writing abstracts in different settings. Many of the methods applied can be used in the education of translators in other languages and in technical writing classes in other countries.

Policy and procedure documents play an important role in developing and maintaining a consistent quality of interaction in organizations. Unfortunately, the pedagogical and research literatures are weak in this area. Here, we attempt to initiate further discussion by defining and describing policy and procedure documents, and identify a third kind, work instructions. A genre approach is used to outline characteristics based on information type, institutional purpose, and organizational functions. Rhetorical, audience, and functional linguistics analyses are used to describe more specific characteristics.

This article examines the genre of visual manuals by discussing the main forms and functions of two types in detail: step-by-step and guided tour manuals. Step-by-step manuals have a one-on-one correspondence between picture and text (explanations and instructions), reflecting the action-reaction mode in which users tend to interact with computers. Guided tour manuals give users a visual impression of the program. The pictures, mostly full-screen captures, are annotated with several paragraphs of text. An experiment is reported in which we examined whether a visual manual helps users realize tasks faster and more accurately than a non-visual manual. No effects on accuracy were found, but the visual manual did increase the speed of task execution with a significant and substantial gain of 35 percent. The conclusion draws attention to the fact that there is no single best type of visual manual, but that each has its own strengths and weaknesses.

One of the primary objectives of studying theory and practice relating to technical reports is to define what constitutes report writing as genre and to place this genre within a social context. Report writing always involves the investigation of an ill-defined problem and occurs within the auspices of an organizational context. This investigative and reporting function implies a high degree of ethical and social responsibility on the investigator to interpret and report the significance of the facts, making the conclusions explicit, and forming the basis for additional interpretations. Drawing on Susan Wells' conventions for commissioned reports, this article analyzes how the Tailhook Report, which was commissioned to investigate the charges of sexual misconduct by naval aviators at the Tailhook Symposium, omits answering two of the three questions Wells establishes as necessary by precedence in the genre in order to avoid making conclusions that might necessitate actions that would alter the male-dominated power structure of the U.S. Navy.

This select bibliography highlights research on technical communication published by, for or about Canadians. It classifies Canadian research by form (books and articles) and by subject (translation studies; technology studies; graphics studies; historical studies; studies of the profession; specialty studies; genre studies; and linguistics/stylistic analyses).

The prescriptive principles often used to improve writing in general genres have little relevance to the very complex legal prose found in acts or other technically legal documents. This article explores some of the stylistic complexities of definitions and requirements in a Canadian Provincial Act, and generates and justifies fifteen recommendations for creating a plainer legal language in acts. The recommendations range from orthographic presentation, referencing, and sentence arrangement to complex listing, clause separations and punctuation. Although only the English language version of the Act is studied in detail, reference is made to the French version where that is helpful.

Identifying problems in recent technical communication studies of historical medical text, this article suggests ways for researchers to overcome them. Its approach uses five steps for conducting sound historical research: establishing originality for historical textual analysis; adopting an authoritative text for analysis; understanding the genre or form of a historical text; understanding the intellectual or social context for a historical text; and understanding the publishing and readership context of a historical text. These steps are discussed within the context of related fields of inquiry, namely history of medicine, history of the book, literary criticism and historical linguistics, and analytical bibliography. The article concludes by exploring new directions for research in technical communication and history of medicine.

This article collects several examples of technical and creative writing in order to examine whether the differences which have been assumed to exist between the two genres do in fact exist. The formulation of such a dichotomy is traced from I. A. Richards' definition of “poetic vs scientific” writing through C. P. Snow's Two Cultures to Coleridge's Biographia Literaria (Richards' acknowledged source). Coleridge in turn has been shown to be heavily influenced by, in fact to have plagiarized, the work of German idealists, particularly the Schlegels. The German idealists, finally, were working with dichotomies which originate in Cartesian dualism and thus ultimately in the mind/body dichotomy with whose invention Nietzsche credits, or discredits, Plato. The differences and similarities discovered and discussed between the object texts turn out to be governed by Richards' elements of writing—“sense, feeling, tone and intention”—as these elements have been used to dichotomize technical and creative writing. Such previous formulations have attempted to show differences in what Aristotle termed “material cause.” The material causes—the tropes and devices of description—are in fact the same in technical and creative texts. The actual differences and similarities discovered between and among the object texts are, rather, differences governed by Aristotle's “final cause” ( telos).

A study of forty current business/technical/professional writing textbooks suggests that little disciplinary agreement exists about what proposals are and how they differ from some kinds of reports; how the various types of proposals should be classified; and what structural features characterize the genre. Though many texts blur the distinction between proposals and internal recommendation reports, the two are never the same. The textbooks present a bewildering array of classification systems, often failing to distinguish between situation and function. A function-based system could divide all proposals into two categories-analytic (research proposals, R&D proposals, and consulting proposals) and service/product, with bids representing a special case. The lack of disciplinary agreement also makes it difficult for textbook users to internalize a generic structure that will serve for all proposal-writing tasks. Such a structure would include the following: situation, objectives, methods, qualifications, costs, and benefits. The major advantages of such a generic structure are its slots, which make it like a schema; its event sequence, which makes it like a script; and its ability to help writers and teachers understand the relationship among the macropropositions that exist explicitly or implicitly in all proposals.

Most research on writing has focussed on the work of single authors working by hand on prose texts. However, much professional work is collaborative, computer-based, not exclusively prose, and not well studied. Some preliminary research suggests that the use of computers will affect the cognitive activities of individual authors in several domains of immediate relevance to composition and technical communication practitioners: planning activities, editing activities, the writing of novice computer users or poor typists, and writing for electronic mail and other electronic communication. Research reported here suggests that the rapidly increasing capability of computer-based writing systems will force communication researchers to 1) broaden their basic conception of and methods of studying “author” to include authoring teams, 2) broaden the type of material studied from that which is purely or largely textual to that which much more frequently includes other types of information, and 3) track changes in “genre conventions” resulting from the increased capabilities of computer-based systems—in short, to assess the impacts of the medium on the message.

Amplification is the set of rhetorical techniques by which a discourse is elaborated and extended to enhance its appeal and information value. Even in the manual, long considered the most laconic of the genres of technical communication, amplification has its place. Drawing on the theory of classical and modern rhetoric, this article shows how amplification tends to increase and improve the coverage, rationale, warnings, behavioral alternatives, examples, previews, reviews, and general emphasis of technical manuals.

This article describes a study of written communication on-the-job and reports writing practices found in seventeen agricultural and engineering firms and agencies in the authors' immediate geographical region. Information was gathered by questionnaire and on-site interviews. Data confirmed the importance of writing on-the-job. Our findings demonstrate the importance of context and reveal the variations in types and length of documents, rhetorical genres, and strategies. The study proved useful for designing instructional materials and strategies and for expanding our basic understanding of what on-the-job writing entails.

Based upon several years of research on proposal writing in large management consulting firms, this article attempts to define the proposal genre and argue the importance of the background section, especially in the management consulting environment. Because the background is the first major section in these proposals, it offers writers the opportunity to demonstrate implicitly their qualifications as problem solvers long before a qualifications section does so explicitly. That demonstration, the projection of image and ethos, can occur logically—through an argument that responds to the generic requirements of proposals, and psychologically—through the incorporation of themes that respond to the rhetorical situation.

Writing good computer manuals for beginners is a demanding job. Recently, rhetoricians have advised manual writers who want to write better manuals to consider the audience (computer users) carefully. However, my rhetorical analysis of several computer manuals shows that writers should also consider genre, subject, and writer's purpose. I also found that, while some writers accommodate their rhetorical situation, they may do it unconsciously, given the inconsistency of their rhetorical choices. In conclusion, by paying attention to the overall rhetorical situation, manual writers will surely produce better manuals.