BSc CSIT (TU) Science Technical Writing (BSc CSIT, CSC368) Question Paper 2075 Nepal

Proposal

A proposal is a persuasive technical document written to convince a reader (a client, manager, funding body or instructor) to approve a plan, accept a service, sanction a project, or release resources. It identifies a problem or need, proposes a specific solution, and shows that the writer (or organisation) is competent, the plan is feasible, and the cost/time are justified.

Contents of a Proposal

A well-written proposal generally covers:

1. Problem / need statement — what problem exists and why it matters.
2. Objectives — clear, measurable goals the proposal will achieve.
3. Proposed solution / methodology — the technical approach, plan of work and procedure.
4. Scope and deliverables — what will and will not be done.
5. Schedule / timeline — milestones and completion dates.
6. Budget / cost estimate — itemised costs and justification.
7. Personnel / qualifications — who will do the work and their competence.
8. Benefits and expected outcomes — value to the reader.
9. Resources and facilities required.

Types of Proposal

Structure of a Formal Proposal

A formal (long) proposal is typically organised as:

• Front matter — Cover/title page, letter of transmittal, table of contents, list of figures/tables, executive summary/abstract.
• Body —
  • Introduction (background, problem, purpose, scope)
  • Statement of problem / need
  • Objectives
  • Proposed methodology / technical plan
  • Work schedule / timeline
  • Budget
  • Qualifications of personnel
  • Expected results / benefits
• Back matter — Conclusion, references, and appendices (resumes, supporting data, diagrams).

A good formal proposal is clear, persuasive, feasible, and properly formatted.

The Writing Process

The writing process is a systematic, recursive (not strictly linear) sequence of activities by which a writer turns ideas into a finished, polished technical document. The four main stages are planning, drafting, revising and editing. Writers often loop back to earlier stages as the document develops.

1. Planning (Pre-writing)

This is the preparatory stage where the writer:

• Analyses purpose and audience — Who will read it and why? What do they already know?
• Gathers and researches information — collects data, facts and sources.
• Brainstorms and generates ideas — using lists, mind maps, freewriting.
• Organises content and prepares an outline — decides structure and sequence of sections.

2. Drafting

The writer converts the plan/outline into continuous prose:

• Writes the first (rough) draft quickly, following the outline.
• Focuses on getting ideas and content down rather than on perfection.
• Develops paragraphs, sections, headings, and supporting visuals.
• Does not stop to fix grammar or wording at this stage.

3. Revising

Revising means re-seeing the draft and improving its content and structure (the "big picture"):

• Checks whether the document meets its purpose and audience needs.
• Improves organisation, logic, coherence and completeness.
• Adds, deletes, reorders or rewrites material.
• Ensures clarity, accuracy and adequate development of ideas.

4. Editing (and Proofreading)

Editing polishes the surface features of the document:

• Corrects grammar, spelling, punctuation and sentence structure.
• Checks word choice, tone, consistency and style.
• Verifies formatting — headings, fonts, numbering, references, figures/tables.
• A final proofreading removes any remaining typographical errors before submission.

Conclusion

Planning prepares, drafting produces, revising improves the content, and editing perfects the form. Because the process is recursive, writers may move back and forth among the stages to produce an accurate, clear and professional technical document.

Importance of Graphics and Visual Aids in Technical Writing

Graphics and visual aids (tables, charts, graphs, diagrams, figures, photographs) present information visually to support the text. They are important because they:

• Clarify complex information — make difficult data, processes or relationships easy to understand at a glance.
• Save space and words — a single table or chart can replace several paragraphs.
• Show relationships and trends — comparisons, proportions, and changes over time are clearer visually.
• Increase reader interest and retention — visuals break up dense text and aid memory.
• Improve accuracy and emphasis — highlight key data and reduce ambiguity.
• Aid quick reference and decision-making for busy readers.

Guidelines for Using Tables, Charts and Figures

General guidelines

• Use a visual only when it helps the reader; do not decorate.
• Number and title every visual (e.g., Table 1, Figure 2) and give a clear, descriptive caption.
• Refer to it in the text before it appears ("As shown in Figure 2…").
• Place it close to the related text, and keep it simple, uncluttered and self-explanatory.
• Cite the source of borrowed data or images.

Tables

• Use tables to present exact numerical or categorical data for comparison.
• Give each column and row a clear heading with units.
• Align numbers properly (decimals aligned), keep ruling lines minimal, and use footnotes for clarifications.

Charts and Graphs

• Choose the right type: bar chart for comparing quantities, line graph for trends over time, pie chart for proportions of a whole, flowchart for processes.
• Label axes, scales and units clearly; include a legend/key.
• Keep scales honest and consistent so data is not distorted.

Figures (diagrams, photos, drawings)

• Use to show appearance, structure or how something works.
• Add labels and call-outs for parts; keep the drawing clean and to scale.
• Ensure good resolution and proper orientation.

Conclusion

Well-designed visuals make technical documents clearer, more accurate and more persuasive, provided they are relevant, properly labelled, integrated with the text, and honestly presented.

Definition in Technical Writing

In technical writing, a definition explains the precise meaning of a term, concept, object or process so that the reader understands it exactly as the writer intends. Definitions remove ambiguity, especially for specialised or unfamiliar technical terms.

Informal Definition

An informal definition explains a term briefly by giving a synonym, an example, or a short parenthetical phrase within the sentence. It is quick and used when the reader needs only a general idea.

Example: "The CPU (the brain of the computer) processes instructions."

Formal Definition

A formal (sentence) definition follows a fixed three-part pattern:

It places the term in a broader class and then states the features that distinguish it from other members of that class.

Example: "A compiler (term) is a program (class) that translates source code written in a high-level language into machine code (distinguishing features)."

When a sentence definition is not enough, it can be expanded into an extended/expanded definition using examples, comparisons, components or analysis.

Key difference: an informal definition is brief and approximate, while a formal definition is precise, structured (term + class + differentia), and used for important technical terms.

Coherence and Cohesion in Technical Documents

Coherence is the overall logical connectedness and unity of a document — the ideas flow in a sensible order so the whole text "makes sense" to the reader. Cohesion is the grammatical and lexical linking of sentences and paragraphs using connecting devices so that parts hold together smoothly.

Importance

• Aids understanding — readers follow the argument easily when ideas are logically ordered (coherence) and clearly linked (cohesion).
• Saves the reader's effort and time, which is essential for busy technical readers.
• Prevents misinterpretation, reducing costly errors that result from unclear instructions.
• Improves readability and flow, making the document professional and persuasive.
• Maintains unity and focus — every sentence supports the central idea.

How they are achieved

• Coherence: logical organisation, a clear thesis/topic sentence per paragraph, consistent sequence (chronological, order of importance), and unity of ideas.
• Cohesion: transitional words (however, therefore, in addition), pronoun reference, repetition of key terms, synonyms, parallel structure, and consistent terminology.

In short, coherence keeps the ideas logically connected and cohesion keeps the language smoothly linked; together they make a technical document clear, readable and effective.

Progress Report

A progress report (also called a status report) is a document that describes the work completed on an ongoing project over a specific period, the work currently in progress, and the work remaining. It keeps stakeholders informed about whether the project is on schedule, on budget, and meeting its objectives.

Typical contents

• Work completed during the reporting period.
• Work in progress and the current status/percentage.
• Work planned for the next period.
• Problems/obstacles faced and how they are handled.
• Status of schedule and budget.

Purpose

• To inform management/clients of the project's current status.
• To show whether the project is on time and within budget.
• To identify problems early so corrective action can be taken.
• To maintain communication and accountability between the team and stakeholders.
• To provide a record of progress for future reference and decision-making.

Elements of a Good Instruction Manual

An instruction manual tells users how to operate, assemble, install, use or maintain a product safely and correctly. The essential elements of a good manual are:

1. Clear title and introduction — states what the product/task is and the manual's purpose and scope.
2. Table of contents / index — for easy navigation in longer manuals.
3. List of parts, tools and materials required before starting.
4. Safety warnings and cautions — clearly marked notes, warnings and dangers placed before the relevant step.
5. Step-by-step instructions — written in numbered, sequential order, using the imperative (command) form ("Press the button"), with one action per step.
6. Simple, precise and clear language — short sentences, no jargon, consistent terms.
7. Visuals / graphics — diagrams, figures and labelled illustrations that support the steps.
8. Troubleshooting / FAQ section — common problems and their solutions.
9. Glossary, specifications and contact/support information.

A good manual is accurate, complete, logically ordered, easy to read, and well illustrated, so that even a non-expert user can follow it successfully.

Resume

A resume is a brief, formal document that summarises a job applicant's personal details, education, work experience, skills and achievements. Its purpose is to present the applicant's qualifications concisely to a prospective employer and secure a job interview. It is usually short (one to two pages) and accompanies a cover/application letter.

Essential Components

1. Heading / contact information — name, address, phone number, professional email.
2. Career objective / professional summary — a short statement of goals or strengths.
3. Educational qualifications — degrees, institutions and dates (usually most recent first).
4. Work experience — job titles, employers, durations and key responsibilities/achievements.
5. Skills — technical and soft skills relevant to the job.
6. Achievements / honours / certifications.
7. Projects / training (especially for technical fields).
8. References — names of referees or "available on request."

A good resume is honest, concise, well-organised, error-free and tailored to the specific job.

Letter of Inquiry vs Order Letter

Both are types of business correspondence, but they serve different stages of a transaction.

In short: a letter of inquiry asks for information so the buyer can decide, whereas an order letter formally instructs the seller to supply specified goods on agreed terms.

Role of Tone and Style in Technical Writing

Tone is the writer's attitude toward the subject and the reader, conveyed through word choice and expression (e.g., formal, objective, courteous). Style is the way ideas are expressed — the choice of words, sentence structure, and overall manner of writing.

Role / Importance

• Appropriate tone keeps technical writing objective, professional, courteous and unbiased, building the reader's trust and goodwill.
• A clear, concise style makes the document easy to read and understand, reducing misinterpretation.
• Tone and style should suit the audience and purpose — formal for reports/proposals, simpler for user manuals.
• They ensure consistency across a document, giving it a unified, professional voice.
• A reader-centred tone (the "you-attitude") makes instructions and requests more persuasive and acceptable.

Features of good technical tone and style

• Formal but not stiff, objective and impersonal (focus on facts, not emotion).
• Clear, concise and precise — short sentences, plain words, active voice.
• Courteous and positive, avoiding bias, slang and exaggeration.
• Consistent terminology and level of formality.

In short, the right tone and style make technical writing clear, credible, professional and suited to its readers, which directly affects how well the message is received.

Feasibility Report

A feasibility report is a technical document that investigates and evaluates a proposed plan, project or solution to determine whether it is practical, viable and worth undertaking. It analyses the proposal against several criteria and recommends whether to proceed, modify, or abandon it.

Areas of feasibility examined

• Technical feasibility — Can it be built/done with available technology and skills?
• Economic / financial feasibility — Are the costs justified by the benefits? (cost–benefit analysis)
• Operational feasibility — Will it work in practice and be accepted by users?
• Schedule / time feasibility — Can it be completed within the required time.
• Legal feasibility — Does it comply with laws and regulations.

Typical structure

Introduction/background → statement of problem → criteria → evaluation of alternatives against each criterion → conclusions → recommendation.

Purpose

It helps decision-makers choose the best alternative and decide whether to invest resources, by giving an objective, evidence-based recommendation before the project begins.

Use of Headings and Lists in Formatting Technical Documents

Headings and lists are formatting devices that organise content visually and make technical documents easier to read, navigate and understand.

Headings

Headings are short titles that label sections and sub-sections of a document.

• Show structure and hierarchy — different levels (heading, sub-heading) reveal how the document is organised.
• Aid navigation and scanning — readers can quickly locate the information they need.
• Improve readability by breaking long text into manageable chunks.
• Forecast content — tell the reader what each section is about.
• Should be clear, concise, parallel in form, and consistently styled (font, size, numbering).

Lists

Lists present a series of related items in a clear, vertical, easy-to-read form.

• Bulleted (unordered) lists — used when the order of items does not matter (e.g., features, materials).
• Numbered (ordered) lists — used when sequence or priority matters (e.g., steps in a procedure, ranked items).
• Benefits: emphasise key points, simplify complex information, make steps easy to follow, and improve scanning.
• Guidelines: introduce the list with a lead-in sentence, keep items parallel in structure, keep them concise, and use lists only when items genuinely belong in a series.

Conclusion

Used properly, headings give a document a clear structure and lists make information concise and scannable, together greatly improving the clarity and usability of technical documents.