Overview

Businesses and public institutions rely heavily on technical descriptions and specifications. Consumers rely on them heavily as well when comparison shopping or making carefully considered purchases, like a new car, or looking at two digital cameras that are closely matched in features (see Models and Templates, Specifications).

Technical descriptions come into play in treating patients, selling products, and a host of other tasks. Specifications demand a level of quality in order for an item to work right or a task to be performed. Such agencies as the Pentagon rely on exacting specifications for military devices. One of your most important jobs as a technical writer is writing technical descriptions and specifications.

A key difference between technical descriptions and specifications can be found in the format. A technical description is often written in the form of prose, sentences, and short paragraphs. Technical specifications documents are rarely in complete sentences. They usually accompany some kind of illustration, or the information is placed in a table or a matrix. In its most basic form, a specifications document lays out its information under various headings and bulleted lists. Several examples of specifications documents can be found in Models and Templates.

There are also two primary forms specifications documents can take. One is a detailed and comprehensive specifications breakdown. This is the kind of information it would take to recreate the product from scratch, if one were able to do so.

The second kind is for a particular kind of use, the quick reference. Some might think of it as a 'Cheat Sheet.' It contains just the most essential information needed for workers having to do a particular job. One quick reference sheet might be an OSHA Hazmat handling document for a loading dock. It would just contain a list of the various hazardous materials and the appropriate handling protocols for each. Another quick reference guide frequently comes with complex software, such as Photoshop. Experienced users don't want to open the manual, but the software comes with a laminated foldout guide of just the most basic icons and commands for handy reference.

Technical description answers the question of how something is put together and why something works. Writing good descriptions requires your knowledge of the audience. It also demands, among other qualities, concrete details and precise language. Except in the case of promotional writing, technical descriptions demand objectivity if they are to be ethical. While similar to writing description, writing quality specifications makes its own demands on you as a writer.