The idea of having a voice in writing is not restricted to creative works. Making sure that the voice we use in our writing is appropriate for the application is important. It is also important to keep that same voice throughout the document. Here are some tips on using the correct voice.

What is Voice?

Voice in technical writing can be directly related to the tense in which the content is written or even the level of formality that is used. These are just a couple of examples. Voice is the literary atmosphere we create for our audience.

What Voice When?

Different voices are required for different applications. Here are some examples:

• Design Specifications – Active voice using a future tense. This keeps descriptive text concise and the content focused on what is planned for the design.
• Testing documents – Imperative voice with passive elements. This voice should be instructional and should put the subject after the action in most cases allowing for proper procedural structure.
• Report documents – Past tense voice to illustrate that the actions have been carried out previously.

Breaking Voice

Never change voices in the same paragraph, or section for that matter. If it’s required to change voices within a document, make sure a new section or chapter breaks this. It can be confusing for the reader to suddenly hear a new voice. For example, in a report, do not include recommendations in the same paragraph or section where observations or activity summations exist. Instead, create new recommendation section where the reader will expect a change from past tense to future tense.

The AKA Difference

AKA’s technical writing team consistently undergo training and professional development to learn techniques such as writing in the proper voice. This is just another element of style that allows AKA documentation to fit the application.