How to Write Drafts

One of the keys to improving your technical writing is to write, edit, and then re-write. For example, when you've completed the first draft, review it several times to identify errors and inconsistencies in the text. As you check the document, consider the following:

• Unexplained topics — Some topics may suddenly arise without any introduction, confusing the reader. The introduction may simply require one explanatory sentence, depending on the complexity of the topic. However, your readers need to know its importance and why they should read it. Topics should flow logically from one subject to the next.
• Redundant information — If you've written a very lengthy introduction, try to reduce it where possible.
• Long sentences — Break them into smaller sentences or reduce the word count; but make sure that you never lose the meaning.
• Consistency — Avoid inconsistency in terminology, tone and style. Use the same terms throughout your documentation.
• Errors — Locate typographical and grammar errors. Your beloved spell-checker will not find these.

After you have checked these, send the document to your client for review. Include any questions you noted when preparing it. This is the best time to address such questions, as it will look unprofessional to ask them when you are going through final revisions.

You can ask dumb questions at the start, but not at the end!

First drafts, and all subsequent drafts, need to be signed off. If the reviewer does not sign off the document, note the issues and correct them as soon as possible. When you have all the reviewer's comments, select which to include and which to hold for further clarifications. After you have addressed all the comments, prepare the final draft. If there were substantial adjustments or alterations, you may need to go through a second draft and have another review cycle.