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Eight characteristics distinguish
excellent technical documents. The most important measure of excellence
in a technical document is honesty. You need to tell the truth and not
mislead the reader not only because it is the right thing to do but also because
readers can get hurt if you're dishonest. Finally, if you're dishonest, you and your organization will face
serious legal charges. If a court finds that your document's
failure to provide honest and appropriate information caused
a substantial injury or loss, the organization might
have to pay millions of dollars. Your goal is to provide document
that conveys a single meaning that readers can understand easily. An unclear technical
document can be dangerous. A callously drafted building quote for
example. Contempt constructors to use in theory and
materials and techniques. In addition, an unclear
technical document is expensive. Handling a telephone call to customer
support center cost $5 to $10 for a simple question. But about $20 to $45 for
a more complicated problem and about a third of the cost
are even a more expensive kind. Clear technical communication in
the product's documentation is user instruction, can greatly reduce
the number and length of such course. It's like inaccuracy can confuse and
annoy the leaders. A major inaccuracy can be dangerous and
expensive. In another sense,
accuracy is a question of ethics. Technical documents must be as objective
and unbiased as you can make them. If we suspect that you are slanting
information by overstating or mini fact, they will doubt
the validity of the entire document. A good technical document provides
the information readers need. It describes the background so that readers unfamiliar with
the subject can understand it. It contains sufficient detail so that the readers can follow the discussion
and carry out any required tasks. It refers to supporting materials
clearly or includes them as attachments. A comprehensive document provides readers
with a complete self-obtained discussion that enables them to use the information
safely, efficiently, and effectively. Most technical documents are made
up of small, independent sections. Because few people will read a document
from the beginning to the end, your job is to make its
various parts accessible. That is, readers should not be
forced to flip through the pages, or click links unnecessarily to
find the appropriate section. A document must be concise enough
to be useful to a busy reader. You can shorten most writing by 10 to 20%
simply by eliminating unnecessary phrases, choosing shorter words and
using economical grammatical forms. Your job is to figure out how to convey
a lot of information economically. You start to communicate before anyone
reads the first word of the document. If the document looks neat and
professional, readers will form a positive
impression of the document, and of you. Your document should adhere to the format
standards of your organization, or your professional field and
it should be well designed. For example, a letter should follow one
of the traditional letter formats and have generous margins. A correct document is one that adhere
to the conventions of grammar, punctuation, spelling,
mechanics, and the language use. Sometimes, incorrect writing
can confuse readers, or even make your writing inaccurate. The most typical problem, however, is that incorrect writing
makes you look unprofessional. If your writing is full of errors,
readers will wonder if you were also careless in gathering, analyzing
and presenting the technical information. If readers doubt your professionalism, they will be less likely to accept your
conclusions or follow your accommodations.

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