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TECHNICAL WRITING ESSENTIALS

JON BALZOTTI

SECOND EDITION

Edito r / Product ion Man ager : Ken t M in s on

Edito r s: Lindsay Tanne r, Juli a n a Avery, Mar i M ol e n , Kevin H aws

Special t hanks t o Kris t ine H ansen for some of t he wonderful examples in

Chapter 2 .

Copyright © 2018 Jon Balzotti and BYU Academic Publishing

All rights reserved. No part of this work covered by the copyright herein may be reproduced or used in any form or by any means - graphic, electronic, or mechanical, including photocopying, recording, taping, web distribution or information storage and retrieval systems - without the written permission of the publisher

I SBN:

For more information contact:

BYU Academic Publishing 3995 WSC, Provo, UT 84602 ( 801) 422 - 623 1 academicpublishing@ byu edu

To report ideas or text corrections email us at: textideas @ byu.edu

For permission to use material from this text or product, contact us by: Tel (801) 422 - 623 1 • Fax ( 80 1) 422- 0070

What Are Instructions? .

Understand, Explore, Materialize

Before You Start . . . . . .

How to Write Your Instructions

User Testing

Style ...

Design ..

Conclusion

I

I Technical Descriptions

What Are Technical Descriptions?

Understand, Explore, Materialize

How to Write Your Technical Description .

Style ...

Design ..

Conclusion.

12 Literature Reviews

What Are Literature Reviews?

Understand, Explore, Materialize

How to Write Your Literature Review

Style ...

Design ..

Conclusion

Suggested Exercises

I

Oral Presentations

Why Present?

Understand, Explore, Materialize .

How to Give Your Presentation.

PREFACE

Technical communication is interactive and adaptive communication (more on this idea in Chapter 1 ) Adaptive to whom:' Well, technical communication, more than any other rype, is centered on readers. This means you're brainstorming, writing, and revising with your readers' needs in mind. These needs will affect your writing style, your diction, your choice of visuals, and your overall document design, all of which have important ethical and legal implications for you and the company for which you work.

Effective technical writers must learn to employ informed and flexible processes for writing and speaking, including finding or creating ideas about which to write, collecting evidence and essential data, planning and drafting, editing and proofreading, and designing or presenting a message meant for specific readers. All of this requires technical writers to analyze different aspects of audience, purpose, and context to convey information clearly and efficiencly in written, oral, and visual media.

Throughout this book, you'll learn the communication strucmres ( or genres ) typically used by technical writers in science and engineering and about the processes that produce them, as well as their organizational and stylistic conventions.

Technical writers have to articulate their ideas logically, provide evidence to support those ideas, and discuss opposing arguments and research objectively. This kind of work requires investigation, using library and Internet resources to lo cate sources of current peer - reviewed research; assessment of the reliability and pertinence of data; and avoidance of plagiarism by following current standards for documentation. It's equally important that technical writers learn to

write in a correct, clear, and direct style that allows readers to comprehend and use technical information. Finally, technical writers need to read their own work critically, without ego and always willing to improve.

This book will aid you in developing the skills and attitude necessary to become a professional technical writer and communicator. These are the essentials-let's master them together.

W~AT IS T-EG:HNICAL WRITING?

Technical writing is one way we share important information in scientific or engineering workplaces. Recent graduates who pursue technical and scientific careers are often surprised by the amount of writing required during their day - to-day tasks. In fact, you' ll likely find rhar you spend between 25 and 40 percent of your workday using and creacing technical documents.

Given the importance of these tasks in rhe technical workplace, employers highly value technical communication skills. Approximately 50 percent of all employers rake writing skills into account during the hiring process. Many employers complain that communication skills in general are lacking in college graduates and those entering rhe workforce. For example, rhe members of rhe American Insrirure of Aeronautics ( AIAA) ranked oral communication as rhe number one skill rhar new hires needed to improve. Technical writing was number three. According to the U.S. Bureau of Labor Statistics ( BLS), while some employers anticipate offering short- term, job-specific training to technical communicators, having rhe basic skills and ability to apply them in a variety of circumstances is a prerequisite to earning many positions in today's workplace.

If you have proficient technical writing skills you'll have more success both in starring a career and in succeeding in it than one who chooses to forego developing such skills. According to the BLS, job opportunities for those with good technical communication skills will continue to be plentifi.tl. Taking rime now to hone your writing and overall communication skills is an investment in your professional su c cess.

It's important to note that effective writing and communication aren't talents some people possess and others don't. Learning and practicing frameworks

for writing and speaking will enable anyone to write and communicate effectively. The job of this textbook is to reach you those frameworks-the practice is up to you.

Let's lay some groundwork by discussing rhe basics of all communication, or what is often called rhe communication process. To communicate, you must start with something you want to express-an idea or piece of information. Having this idea or information rhar yo u want to convey makes you rhe sender and the person or group whom you want to communicate with the receiver. The idea or information is the messa,re. The way that the message is conveyed is known as rhe channel If rhe receiver responds to rhe sender, this is known as ftedhack

To illustrate, let's consider the following: the sender, a company that makes and sells microwave popcorn, wishes to communicate that consumers should be cautious about picking up a bag of popcorn by the wrong end after it has been microwaved. The consumer or receiver sees this on the bottom of rhe bag: "Caution. Do Nor Handle This End:' And ar rhe top of rhe bag: "Pick Up This End:' The company used writing on the bag as the channel for its message.

In very practical ways, technical writing is used every day by professionals and consumers to solve real problems. The motive of technical writing is to employ words and images to help readers, not writers, accomplish their goals. In rhe workplace, these goals might include helping employees learn something important for their job, performing a task on rhe job, or making critical decisions that coLtld impact the long- term security of the company. In the kitchen, the goal might be to avoid a burn from the hot burrer of microwave popcorn Whatever the goal. technical writing should be accessible, clear, and easily understood so readers can accomplish whatever they need to using the message you create.

Technical writing has several charac teristi cs. Ir has strict conventions, it has a purpose, it covers complex information, it's reader-focused, and ir's typically objective. Let's examine each of t hese characteristics by looking at a few examples.

STRICT CONVENTIONS

Technical comm unic ation is meant to transmit information as quickly and clearly as possible. To do this, technical communicators use standardized conventions, called genres, that follow an expected and familiar form. Technical readers prefer writing rhar conforms ro genre conventions because they can

understand more information on the first read and avoid slogging through an unfamiliar format.

For example, in Figure 1.1, the seed packer gives instructions on planting purple coneflowers. The instructions follow a pattern of when and how to plant the seeds. In the genre of gardening instructions, people who buy seed packers expect rhar information to be found on the back of the packer and rhar it will be easy to follow once they find said information. Nor all seed packers look the same, bur the genre dictates what kind of information is provided and where it is presented.

In Figure 1.2, there are numbered steps that help readers follow the instructions and see how many steps t hey must complete to accomplish their goal. In the case of Figure 1.2, the reader needs to give a per CPR, so he or she will want to know what to do and when to do it quickly.

ft Large, rosy purple flowers surround an \1 or ange- brown center. Peren nial, zones 3-10.

DEPTH: 1/ 4 in PROFUNDIDAD: 0,6 cm

J THIN: 241n

SEMILLAS DELGADAS: 61cm

DAYS TO BLOOM: 365 UNOS DIAS PARA FLORECER: 365

SOW in late summer at least 12 weeks before ground freezes. Sow seeds evenly and thinly and cover with t4" fine soil. Firm lightly and keep evenly moist. Seed lings emerge in 14-21 days Bloom• In summer 10 fall SIEMBRE a finales de/ verono, al menos 12 semanas antes de que el suelo se congele. S,embre las semi/las de far ma pareJO yen poco canridad, y cubro con 0,6 cm de tierra fina. Afirme ligeromentey mantenga una humedad parejo. Las plonrulas emergen en 14 a 21 dias. Florece desde el verano hasta el orono.

t his code for more i nfo or go to ,.com/more/46937

• May 1-Sep 30 / may 1-sep30

• Apr 1-0ct 31 / abr 1-oct 31

• Mar 1-Nov 30 / mar 1-nov 30 e Feb 1-Dec 31 / feb 1-dklt

PACKED FOR2014 SEU BY II/IC

ORJr.lNI~& IOT Ul

Figure 1.1 Seed packet instructions

Saving Your Pet With CPR

If there is no breathing and no pulse, begin CPR immediately.

1

Ch eckfor breathing & pul se

Check for pulse using middle and index finger below wrist, inner thigh, below the ankle or where left elbow touches the chest.

3

If no pulse, start compres sion s

Lay animal on right side and place hands over ribs where

its elbow touches the chest. Begin compressions. Do not give compression s if dog ha s a pul se.

2

Look for other warning signs

• Gum s and lips will appear gray , Pupil s will be dilated

4

If not breathing, give mouth-to -mouth

Cat s & small dogs: place your mouth over nose and mouth, blow air in. Medium-larg e dogs: place you mouth over nose, blow air in. <ium, An

Under 30 Ibs 30-90 lbs, Over 90 l bs.

Repeat Pro ce dure

• Check pulse after 1 minute and then every few minutes

• Continue giving CPR until animal has a pulse or is breathing

• Stop CPR after 20 minutes

Compress Compressions

Chest per breath

1/2 - 1 inch s

1 - 3 inches s 1 - 3 inches 10

In rhe third example, Figure 1.3, rhe genre is a press release. When working with the media, it's important co put the most important information-answers co questions like who, what, when, and where - up at th e front. Journalises call chis writing style the pyramid format. They begin with the most important information in the first paragraph and add background information after.

Imagine if you wrote a press release in numbered steps, like those used in instructional posters such as in Figure 1.2. Not only would the mistake con fi.ise and frustrate your readers, it would also undermine your ethos ( credibility) as a trustworthy source of information. Genre in technical communication is a kind

D~g ra mSour<e: Amerkan Red Cross
Figure 1.2 CPR instructions
imal Size

A p r il 16, 20 17

For Immed iat e Release

Hea d o f N on-Profit t o Meet w it h Mayor

HAPPYTOWN, VA- Lat er t hi s week Ms Marianne G ivenanch i, D irector i n Ch ief o f

Cool Cat s Co ll ab orat ive, w ill m eet w it h Mayor Rita Harper i n her o ffi ce at Town Hall t o d iscuss expan sion o f t he Happytown Recreat ional Cent er t o include a read ing room.

Cool Cat s i s an organ izat ion t hat seeks t o rai se awareness abo ut lit eracy fo r ch ild ren 3-1 4 years o f age Coo l Cat s sp onsors q uart erly book d r ive s an d prov ide s read ing t ut oring for c hil dren fro m low- in co me h o useho lds.

T he goal o f Coo l Cats i s t o help chil d ren learn t o love read ing an d ed ucat ion so t hat t hey can be be tter prepared for hig h schoo l. Coo l Cat s seeks t o place ch ild ren on a bett er pat h t hrough lit eracy so t hey can successfully grad uat e hig h sc hool an d move fo rward.

Figure 1.3 Press releas e of language. Ir's the mark of a professional to learn how to communicate in the genre of the community you're trying to inform or persuade.

Genre and audience are critical elements to consider when creating a piece of technical communication. Knowing what your audience expects and communicating according to those expectations requires problem-solving and critical thinking. Ir requires studying multiple examples of the genre and lots of practice. Bur when you c an successfully master the conventions of a genre and the needs of your audience, your success with a particular piece of writing increases exponentially.

PURPOSE AND COMPLEX ITY

Technical communication transmits detailed and complex information; both variables must be involved for a document to be considered technical writing. A telephone book, for example , has: a lot of derail bur little complexity. On the other hand, an equation for atomic fission may rake up less than a page, bur its complexity would make it highly technical. Your purpose in technical writing is to transmit information-highly complex and detailed information-in a format that readers can understand.

One principle of communicating with appropriate complexity is using the right vocabulary, or jargon, for the audience and situation. In Figure 1.1 , the seed packer specifies that the purple coneflower is a perennial The term isn' t defined, bur since rh e majority of those r eading the seed packe r will know rhar the term refers to a pla nt th at l a sts more th a n two ye a rs , using the word perennia /is appropriately complex for the intended audience and more suitable for the limited space on a seed packer than a length y definition.

In Figure 1.2, the per CPR instructions are written with a particular situation in mind-one of high stress where a person is unlikely to be thinking clearly. In step 4, the instruction could read, "Place your mouth over the animal's nose and mouth and exhale:'This would be almost the same as what is written, bur considering the situation, "blow air in" is probably more appropriately complex. Almost everyone knows what exhale means, bur in such a tense situation spending even a second trying to remember if exhale means breathing in or our could make the difference in saving a per's life. Figure 1.3, the press release, uses the term literacy. For the media representatives-chose the release is intended for-chis is an appropriately complex rerm to describe the ability to read and write , since this audience is generally educated and rhe term is widely used.

READER-Focus AND OBJECTIVITY

Technical communication is designed to meet readers' technical needs. You must know who your readers are and why they need rhe information. You may address any number of audiences in your career, including people with more, less, or similar expertise than you have; people with expertise in a different field; or clients, colleagues, competitors, and legal professionals. You must be prepared to adjust your communication to meet varying needs.

When learning to write for a new audience, it's useful co read examples of the genre in which the y communicate and imitate the examples until you feel comfortable writing in char genre . (This includes using the right jargon and conventions of che genre )

Consideration of readers influences issues as small as what words to use and as big as what questions to ask and answer. For exan1ple, rhe writer of the seed packet (Fig ure 1.1 ) anticipated rhac readers want to know how many days will pass before something begins to grow. The writer of the instructions for saving a pee with CP R (Fig ure 1.2) included the cable on how far to compress and how many compressions co do, based on the animal's size. This isn't information that most people research when getting a pet, bur they'll certainly want it in this situation. In rhe last example (Figure 1.3), the writer provided some information in the second and third paragraphs char media representatives will want to know when producing a story about the event. Correctly anticipating the needs of your audience is a hallmark of a skilled technical writer.

Objectivity is required in most instances of technical writing because the information is what's important, nor the opinion of rhe writer. Being objective signals char the focus is on facts, nor feelings Objectivity can assist in presenting a message clearly, without imposing barriers that opinion or bias can create, such as emotion- based disagreements or responses.

Even though technical communicatio n requires objectivity and the human element isn't always present in the writing itself, the technical writer should be conscious char her or his audience is made up of real people with real problems.

Big Picture:DenningJhe Writing Situation

Burying meaning in difficult jargon or convoluted phrasing (sometimes called "legalese;"'academese;• or any other "-ese" depending on rhe audience) isn't rhe purpose of technical writing. Rather, the meaning should be clear and accessible so information is useful and comprehensible. Accencion co the conventions of technical writing, appropriate comp l exity, proper objectivity, and consideration of rhe circumstances and needs of readers will result in superior technical communication.

Mose novice writers focus on the end resulcs of effective writing, bur experienced writers start with asking questions. Finding rhe right questions to ask is rhe purpose of this section of the chapter. Technical communication isn't just one kind of writing. You'll have to make choices and airer your style, che information you include, the complexity of the information, and your cone ( as well as a host of ocher elements) depending on the writing sicuacion.

This rexc uses rhe CMAPP model developed by communication scholars. This model will help you ask rhe important questions rhar ultimately shape your communication. CMAPP stands for context, message, a«dience, p«rpose, and prod«ct Communicators must think about and respond to each of these factors appropriately.

The CMAPP method is difficulc co master at first because all che factors must be taken into account at once, much like driving a car. When you first learn to drive, it can be overwhelming to remember to check mirrors, use signals, watch for pedestrians, march the flow of traffic, and remember which pedal does what. However, with practice you can do everything necessary to become a safe, capable driver.

lc's much the same with technical writing-you must remember rhe context, message, audience, purpose, and product at every step in your writing process. Ar first, ic'll be frustrating to have to keep so many factors in your mind at once, bur you'll improve with practice. The different elements of CMAPP may often overlap; questions like, "What is my audience's background knowledge on chis subject?" pertain to context and audience, bur knowing where the elements differ-to be sure you're asking all rhe necessary questions-will set you apart as an extremely effective techni cal communicator.

CONTEXT

The context refers to the circumscances rhar surround communication. There are several factors you should consider:

• Economic co ntext: Trends in the local and national economy could affect your readers' accicudes toward your communication. For example, a limited

budget may be a large factor in reader decision-making, and chose concerns should be reflected in your communication.

• Physical context: The physical locations where your readers will interact with you or your document.

• Ethical context: Any ethical or legal issues char affect rhe communication.

• Political context: Relevant laws or attitudes of stakeholders char affect your communication. This may onl y apply in some situations, bur when it does you should be aware of your message's political implications and tread carefully.

Context is both always present and ever changing. Remember that readers are rhe focus and make note of any changes in context that can and should affect the way you present information to your audience.

Another important facet of context is raking note of your audience's background. Back in rhe example of the seed packer in Figure 1.1, the writer used rhe verb firm rather than raking more space to describe rhe intended action because the readers of seed packers usually understand what that verb implies. Besides decisions on which terms to use, understanding your audience can affect the length of rime you spend explaining a concept, the kinds of examples you choose to use, and rhe tone of your writing. When writing an informal memo to a supervisor, it might be appropriate to throw in a casual reference to the game last night because the two of you often talk about your time outside work. Bur, as you probably already know, this wouldn't be correct when drafting an email to a busy company executive informing him why the section of the proposal your ream was in charge of wasn't on rime.

Of course, there are innumerable context factors char could affect your writing. Your company culture, interpersonal relationships with rhe parries involved, preconceived ideas, and any number of ocher factors can affect how your technical communication will be received. Bur the point I want co make in chis section is char if you don't rake the time to use the CMAPP method, many of those questions go unanswered and your communication will suffer for it. Parr of the role of a good technical communicator is to research factors char matter to a piece of technical communication and respond to them effectively.

Lee's look at one example of how context can affect rhe writing situation: laboratory technician Ralph Greene was asked to write an instructional poster derailing thorough cleaning procedures in his lab. Because he knew char the poster would be high on rhe wall and above a large sink where readers couldn't gee close to it, Ralph designed rhe poster with large words and pictures to illustrate chem. His coworkers appreciated char Ralph accounted for the physical context in which they'd interact with the poster because they could read it and follow the instructions from almost anywhere in the room.

MESSAGE

When we talk about the message of your communication, we're referring to its content. Recognizing your message and being able to formulate it concisely in your head before attempting to communicate it is essential in technical communication. A message can be long or shore. The longer the message, however, the more important it is to communicate it clearly. Long, rambling paragraphs can distort rhe meaning of a message, as well as bore or confuse your audience. You can be sure your audience is missing che message if they ask, "Whats your point?" You begin to avoid this common problem by understanding your own point as the first seep in crafting your message. It can also help you decide the best way co communicate it.

Hi!lary Sman wanted ro draft a message to her employees about the importance of workplace safety. Recenc!y, there had been a few different incidents regarding working with chemicals without protective gear, clothing getting smck in machinery, and lifting heavy pallets without a forklift, resu!cing in a strained back and a compensation claim. Hi!lary began to create a presentation on safety. She made slides on using seep stools or ladders co reach high objects, exercising caution around heavy machinery, and lifting correcc!y. Bur she sci[[ fe[c frustrated.

Hi[[ary decided to cake a closer look at what message she wanted to share. After half an hour with pen and paper, Hi[[ary realized char what she wanted to communicate to her employees was co use common sense and that she cared about chem and wanted chem co be safe. Instead of using slides, HiHary asked Mark, a maintenance staff member, co do a funny skit about using common sense to be safe at work. Everyone laughed and the mood was light as Hi!!ary then expressed concern for her employees and her wish for chem co be happy and safe. Because Hil!ary rook rime co figure our what her real message was, her employees fe[c valued and a few of chem even came up afterward to thank her for being such a kind and caring employer.

AUD I ENCE

The needs of your audience wi[[ determine many of your choices as you communicate technical information. You can expect your documents to be read by four types of audiences:

Primary readers: These readers are your intended audience. General!y, the information you provide will al!ow chem to make decisions or cake action, so you muse understand why rhey want to receive your technical communication and what they'![ do with ic. These readers may have any level of technical expertise.

Secondary readers: These readers may nor be your intended audience, bur they'll often read your documents and advise primary readers in how they should approach your communication. They're usually experts in their field and will know what co look for, good or bad, in your communication.

T ertiary readers: As rhe name suggests, these are third-parry readers who are unassociated with you as the creator of a document, or with the primary audience of the document. These individuals search for problems in your technical writing. They can be journalises, activists, auditors, or competitors of your primary readers. They often are motivated co protect themselves or ochers from inaccurate information, incomplete logic, or unethical practices char could occur in documents rhey examine.

Gatekeepers: These readers review technical communication before it reaches the primary readers. They could be individuals who advocate for you or for another parry. Typically, your own supervisor will ace as gatekeeper, bur ocher administrators or lawyers from your organization may need co approve your documents as well. Gatekeepers' interests lie in protecting you and your organization from ethical or legal problems, as well as ensuring char the information communicated is accurate and effective. It's helpful to know as much as possible about these four groups of readers. You should understand their preferences, biases, expectations, and goals. One way co ensure char you thoroughly understand your audience is to create an audience profile. For more information about a udience profiles, see Chap ter 3 on the writing process.

The importance of considering audience in rhe technical communication process cannot be overstated, as illustrated by rhe many responsibilities you have coward chem. Remember the example of the popcorn from the beginning of chis chap ter? Ir's your responsibility as rhe sender of rhe message co initiate a clear channel co your readers. Also mentioned earlier is char your relationship with rhe audience requires problem-solving and critical chinking, and chat it's your job as the techni cal writer to anticipate rhe questions your audience will have and answer chem before they're asked. Sometimes clients will wane co know which option is best for chem and they'll look co you co give chem char answer. Lasrly, while remaining objective, it's essential char you represent all sides of a situation truthfully. If one option will cost thousands of dollars over rhe budget, include char information. This is ethical communication, which will be discussed later in chis chapter.

Throughout every phase of communication, the audience plays a key role. As you learn and practice each principle in chis book, reflect on how it relates co your audience. You'll almost always learn something new and valuable from such reflection.

PURPOSE

The purpose of technical communication varies by the document. According to tradition, communication can serve three general purposes: to instruct, persuade, and to delight. For technical communication, we might add to define, to inform, to explain, and to propose. The next sections address the three traditional purposes and their application in technical writing.

Instruct

Because technical writing is rooted in a scientific tradition, most of the rime you'll aim to reach or inform your audience about a technical subject. Use clear, precise language to ensure readers correctly interpret your text. Anticipate questions or confusion and overcome those issues beforehand by changing your wording, including a definition, or explaining in more derail.

You need to know about twice as much on any given subject as your audience will after reading your work. This will enable to you to be appropriately complex in your sryle, sufficiently clear in your approach, and adequately prepared to anticipate questions your audience may have. When your goal is to instruct, it's less important to have an opinion and express it. In fact, in some genres like a technical description, you'll need to keep your own voice our entirely and simply present facts. Here again, it's good practice to stick to answering the questions revolving around who, what, when, where, and how.

Persuade

Some technical genres, like propos a ls, directly aim to persuade an audience to a specific course of action. Bur no matter the context, you must always seek to convince your readers that your work is accurate, logical, and useful-you'll learn more about logical writing in Chapter 2.

You can think of writing with persuasion as employing three writing moves. First, you begin with good reasons the audience should think, do, or believe what you want them to think, do, or believe. Second, you provide critical information that they need to understand your reasons. Third, you end with what good things will result from them thinking, doing, or believing this new way. This persuasive strategy can help you organize different parts of your writing, at the paragraph and document level.

Think about a proposal document for a moment. Let's say your company asked you to submit a proposal to another company to update their cybersecuriry network. Out of all the proposals this other organization received to do the work, why should they pick yours:' You know why, bur it's your job to use the proposal to show them-at every level of rhe document-why your plan and product is the best, most cost- effective plan and product available.

Delight

Unlike creative writing, which delights through imagination and sensation, technical writing can delight by being as useful and informative as possible. When you conform to technical conventions and provide a useful resource to your audience, you can provide a kind of delight in the practicality and effectiveness of your communication. Your readers can admire your work as being highly useful in solving the problems they face.

While raking these traditional purposes into account, an important element to remember is that you understand the driving force behind your particular communication-that is, what real-life problem needs to be solved with your document? What's the issue at hand? What's the situation that requires you to respond?

Because workplace problems and issues are so diverse, your purpose for writing and communicating must also adapt to the problem. A common mistake will be for you to spend all your time thinking about minor reasons for writing. Don't. At school, you may want to get a good grade or even just pass a class. On the job, you want to make a good first impression, or you may hope to avoid embarrassing yourself. These are all understandable anxieties and fears. Bur these aren't the primary purpose of your document, and too much attention to those issues will make it hard for you to focus on what really matters. Perhaps you're communicating important safety information to prevent injury or death, presenting options for saving a small business from collapse, or informing your boss on rhe progress of a project to protect investor resources. Remember, the smaller things will rake care of themselves if you properly address the document's true purpose.

Some documents may have more t h an one purpose. As you begin to think of writing as real problem-solving, you'll see how understanding purpose will be impossible without getting to know the different audiences you hope to communicate with and their particular needs and wants. Hopefully, you can understand the differences between message and purpose in the CMAPP model. If these are unclear, see the exercises at the end of this chapter.

PRODUCT

The product refers to the form rhar your communication takes, both to the rype of document (proposal, email, report, and so on) and the mode of communication ( written, oral, visual, or any combination of the three) . This book primarily focuses on written communication, bur it also provides some guidelines for visual design and oral presentations.

Think of the communication product as the means by which you solve a communication issue. Or, to say this another way, the product is the means by which you address your audience's needs and meet their expectations.

Your goal as a writer is to understand how standard pieces of communication are put together and how they typically work. Sometimes you'll be able to follow most-if not all-of the features of a genre to solve the problem. But in some cases, you must make modifications so that the needs of the audience come first. When you do move outside of convention, you have to inform the audience why and how best to proceed. Genres are shorthand for understanding communication. If you want the audience to trust you, you must be frank about your modifications to the produci:'s format or mode of communication.

The factor that ties all technical communication together is ethics. No matter the genre, audience, or purpose, you must be ethical. Ethics affect colleagues, the company, and customers. Unethical behavior can lead to legal and other consequences, including loss of personal credibility, your job, and future opporrunmes.

Most employers and organizations have a code of ethics or conduct you must follow in order to retain your job or membership. One such professional organization is the Society for Technical Communication. The STC helps promote best practices in the field of technical communication and provides educational opportunities for members. The society also embraces a set of six ethical principles, which will be used here as a basis for discussing the practical nature of ethics and various forms of unethical behavior.

The STC's six ethical principles are legality, honesty, confidentiality, quality, fairness, and professionalism. These principles apply as you write, of course, bur are also essenrial as you complete any professional task or interact with colleagues and clients.

Lega lity

In the workplace, there are laws that govern just about everything. Educating yourself on laws that govern you and others you work with can keep you safe and provide a support to lean on if pressured to "bend" a rule. Laws-and policies that ensure you follow the laws-are often described in trainings or documents when you begin working for an organization. Ir's important to pay attention to the small print and understand the implications of each policy or law.

Technical communication embraces spoken words as well as writing. In many stares, there are laws that require employees to report if they see something unethical going on, whether or nor they have all the derails. If you see something questionable going on at work, report it to your supervisor. If he or she is involved, you may have to rake it to a higher level of management. Many

people are unaware rhar their failure to report things they even think they saw, without knowing the whole story, can make them legally liable if those around them were in violation of the law.

Plagiarism is a violation of the law. Plagiarism can be committed by either directly raking credit for work you didn't do, or by failing to give credit to the person or group who did do rhe work. To protect yourself and your organization from plagiarism claims and also to avoid hurting someone whose work may have assisted you it's always better to over-cite than to under-cite. If you got an idea from reading someone else's work, include a reference to it in your sources or notes.

Ho nes t y

Sometimes you may come across an opportunity to sanction or oppose something that's not illegal bur is unethical. Honesty also applies as you present information to any of your readers. Misrepresenting facts in order to make your organization look better is common bur dishonest. Leaving our rhe negative parts of customer reviews if you're us ing quotes on a webpage, for example, is unethical. Every company wants to present the best view of themselves, bur if you have to heavily edit someone's review for content before placing it on rhe page, it's ethical to find a different, positive review rather than changing the meaning of what a client meant to express.

The concept of going "off the record" can be tricky to negotiate. If an employer or colleague asks you to go off the record, let them know your personal ethics or values and that you won't bend any rules or break any laws to protect the company or anyone inside it.

Confident iali ty

You may often be responsible to protect the private information-and sometimes even the identity-of clients and organizations for whom you work. Protect this information by nor discussing it with others who don't have a legitinure need to know, publishing it online, or distributing it in any other form. Occasionally, you may work for an organization with strict privacy policies rhar prohibit you from using documents you create, as samples in a personal portfolio, for example. In these siruations, you should follow the company policies, since you signed documents to that effect when you began work.

Qua li ty

Ethical behavior includes doing your best work. Referred to as "raking pride in your work;' the characteristic of doing your best in all circumstances is part of workplace ethics and will earn you rhe loyalty and respect of coworkers and employers. If you're someone who always provides high-quality work, you

will be presented with more opportuni t ies and privileges because you're seen as trustworthy Even if you don't personally have a contract with a client co provide your best work, as you have with your employer, ethical behavior prompts char you present information truthfully and prompdy and advocate co the best of your ability for your client

Fa irness

Fairness in technical communication embraces many of the elements already mentioned in chis section on ethics, but another principle is fairness co your coworkers in how you treat chem If you hear gossip around rhe office, resist passing it on ( in written or ocher communication ) , as chis can potentially open you up co harassment in rhe besc~case scenario or co charges of libel and slander if the gossip becomes more se r ious If there were rumors circulating about you, you'd want people to give you the benefit of the doubt. Extend the same courtesy co chem and respond with fairness by refusing co pass gossip on verbally or through emails or memos co coworkers and ochers.

Pro fess iona li sm

Your employers and clients can expect professionalism from you, and they will. Professionalism can refer co rhe amount of rime char you lee pass before responding to an email or phone call. Ir' s manifest in the way you handle disappointment on the job or when someone is rude co you Because you're a representative of the company, many employers will survey your social media presence before hiring you co see what kind of a person you are when you aren't in rhe office. Writing a scathing comment about an unpleasant coworker or even using foul language in everyday online poses can be a red flag to potential employers char you aren't the kind of person they wane representing their company.

Another mark of professionalism is how you refer co people who are different from you . There's no excuse for discriminatory language in rhe workplace, and some organizations have a "one strike and you're our" policy Ir's inappropriate to refer co a person or a group of people with any terms related to their race, ethnicity, religion, gender, age, or sexual orientation. If you are talking about someone who holds a ride chat's historically gendered , choose a gender- neutral ride instead (for example, "salesperson'' instead of"salesman") . As laws and policies change on rhe best way co refer co people, scay educated and make a commitment co do your best co avoid offensive terms and apologize if you offend unintentionally.

lnte r cul tu ral Commun i ca ti on

The final topic of this ethics section is an essential one: inrercultural communication. Several years ago, while I sat in an airport terminal waiting to board an international flight, a Chinese man sat beside me and struck up a conversation. We charred until it was rime to board our flight, then proceeded toward the plane together. As we walked down the jet bridge, a few baggage handlers were frantically collecting some of rhe larger carry-on bags to stow away beneath the airplane. As the Chinese man approached, they hurriedly indicated that they intended to rake his bag. Nor understanding what they said, rhe man panicked. Moving to protect his luggage, he tried to protest, bur the baggage handlers didn't understand him. After a second unsuccessful exchange, both the baggage handlers and the Chinese man looked at me in desperation. They each realized at the same moment that I was the only one who understood what was going on. So, I became an impromptu translator-from English to English-and was able to solve rhe communication problem between them.

As I later reflected on rhar experience, I came to an important realization: communicating across ntltures is a skill-a skill rhar nor everyone has, bur rhar everyone can develop.

Developing this skill-the ability to communicate and engage appropriately with people from various cultural and language backgrounds-is becoming increasingly viral in our globalized society. Advances in technology are enabling ever greater movements of people, goods, and information across borders. In the business world, it isn't unusual for a company to simultaneously negotiate manufacturing contracts in one country, file applications for intellectual property in another, and hold discussions for expanding into the markers of another. Technical documents-whether instruction manuals, product descriptions, or white papers-are regularly moving across borders online as well. As such, the ability to appropriately and respectfully communicate across culrures is becoming ever more viral to success. What follows are some principles to help you develop the important inrercultura l communication skills that will guide you in successfully navigating rhe compl ex, interconnected world we live in.

lntercultural communication is fundamentally rhe phenomena whereby people from different cultures engage in a symbolic process to create shared meanings ( Sadri and Flammia 10). When speaking of people from different culrures, it's important to recognize that is a word that is notoriously difficult to define. For example, in a se m inal study conducted several decades ago, anthropologists Kroeber and Kluckhohn, after providing a comprehensive erymology of rhe word, compiled a list of over a hundred definitions used in literature (1952) . Among the definitions of cwltwre, there's one sense that refers to "that which is excellent in the arts, m a nners, etc.;• as in the phrase, "a cultured person" ("Culture" 2018 ) . However, the "culture" referred to in inrercultural communication, rather than being based in this kind of a qualitative judgment

about what is good in society, generally refers instead to an objective view of "rhe behaviors and beliefs characteristic of a particular social, ethnic, or age group" ("Culture" 2018). In ocher words, intercultural communication happens any time char people who identify with different bur equally valid internally cohesive groups-cultures-attempt co exchange meaning with each ocher.

The difficulties with intercultural communication generally stem from the tendency of the members of different cultural groups to assume that their behaviors, traditions, and beliefs are "normal" or superior when compared co the conflicting behaviors, traditions, and beliefs of ocher cultural groups. For most, it rakes conscious training and repeated exposure to different perspectives to learn to "go beyond our initial perceptions of our own culture-whichever culture that may be-as the one right way of being in the world" (Sadri and Flammia 34).

To do so practically requires a few things. You must become aware of cultural differences. For example, we can learn that an appropriate greeting in some cultures would be a handshake, whereas in ochers it would be a bow or an embrace with kisses on each cheek. We can learn that in some cultures repeated refusals are expected before at last accepting a proffered gift, whereas one refusal is understood to be final in other cultures. We can learn that eating with hands is expected in some cultures, but is considered rude in others. While arriving lace for an appointment would be highly disrespectful in some cultures, it's expected and normal elsewhere. By exposing ourselves co cultural differences, we open our minds to the possibility char there are numerous acceptable ways of doing things.

After becoming aware of cultural differences, it's then important to cultivate a mindset chat "if people think and feel differenrly about rhe world, the y are not demented ... they simply are making different assumptions and using different categories to make sense of the world they inhabit and find meaning in ii' (Rosaldo ix). As we develop this mindset and learn-with curiosity and an open mind-to explore and embrace all cultures, we can learn to appreciate what's best in all of them. This respect and goodwill toward those we might classify as different is rhe first step in effective intercultural communication. Almost everyone is happy to engage wirih somebody who shows respect, curiosity, and understanding for their deeply held beliefs, traditions, and perspectives.

Tips (or Communicating Across Cultures

In addirion to becoming aware of and embracing cultural differences, there are some pracrical rips char can help chose of different cultures to interact successfully through oral, written, and visual communication. To master these rips, it's first essential to consider the mediLtm of communication: the English language. As rhe lingua franca, English is estimated to have approximately 328 million native speakers-the third-highes t number of native speakers of any language in the world after Chinese and Spanish (Baker 5) However, experts

also estimate rhar at least two billion people speak English as a second language (Baker 6). What this means is rhar most of rhe interculrural communication you engage in will be in English. Ir also means, given that there are far more people who speak English as a second language than natively, that what English is and will become is no longer entirely controlled by native speakers. For this reason, if you're a native speaker, you'll need to be sensitive-as you speak and write across cultures-to what English is as an international language-a utilitarian means of communication nor always considered to be tied to a specific culrure. Keeping the international nature of the language in the back of your mind, with an eye to an audience of second-language learners, will help you engage more successfully with various interculrural audiences. The following are some rips rhar can help you do this:

• Use simpl e grammatica l structures.

Avoid complex sentence strucrures when possible, such as passive voice, cleft sentences ("ir was your sister whom I called"), existential clauses (beginning with "there is" or "rhere are" ), conditionals, and so on. Whenever possible, use simple subject-verb-object sentence srrucrures.

• Use h igh frequency words.

In 1953, Michael West published a list of two thousand high-frequency words that accounted for roughly 85 percent of all English language texts ("General Service List" 2017). In recent years, improved corpora have allowed other researchers to create additional high-frequency word lists, such as the New General Service List, which includes approximately 2,800 words that account for around 92 percent of all English language texts ("New General Service"). Sticking to high-frequency words, such as the words on these lists, will make it more likely rhar your interculrural audiences will understand all rhar you write.

• Avoid figurative la nguage, idioms, jargon, and s l ang.

Steer clear of literary allusions, metaphors, and other figurative language whenever possible. These aspects of language rend to be tied closely to aspects of culrure, and they can be difficult to translate. Idioms are extremely difficult to master, and they're also difficult to translate given that they usually mean something quire different than their literal translation. For example, you can imagine the confusion that might ensue if idioms like 'go on a wild goose chase;'"beat around rhe bush;' or "break a leg" were translated literally. Jargon and slang are also difficult to master, and your audience is less likely to be familiar with such words or phrases. Even terms familiar to many non- native English speakers, such as homesick, can cause confusion when used in a meeting with individuals whose experience with rhe language is mostly in professional or business contexts.

• Look for commo n scripts.

Many of our daily interact ions are governed by semantic scripts, also known as schemata These scripts are based on our prior knowledge of how certain events often play our. For example, when somebody says, "Hello! How are you?" we know that the usual response is,'Tm fine, thank you. How are you?" We also know that each rime we go to the grocery store, we'll be asked certain questions, and will give rhe same answers each rime. By nming into the scripts that you're playing our during your various daily interactions, you can often guess what people will say or do long before they say or do it. Anticipating what will be said in certain situations will help you understand interculmral conversations even before they occur.

• Fo cus on body l angu age.

In oral communication, a lot of communication is transmitted nonverbally For this reason, being armned to facial expressions, gestures, tone of voice, proximity, and other nonverbal feamres will do much for helping transfer meaning in inrerculrural exchanges. However, improper body language can also lead to serious misunderstandings. For example, in some CLtlrures, standing too closely to another interlocutor can cause serious discomfort (Sadri and Flan1mia 177), as can pointing fingers or displaying the underside of your shoe Furthermore, certain hand gesrures you're familiar with may be considered obscene in other cultures, such as rhe okay sign or rhe thumbs-up and thumbs-down signs. Ir's best to rake some rime to familiarize yourself with the acceptable uses of body language for your various audiences.

• Use univers al i m ages and sym bols.

When including images in your communication, try to use simple, neutral images rhar are easy to understand. There are few symbols rhar have been standardized across cultures, so neutral images may be difficult to identify. However, try to avoid gesmres, colors, or images that may be offensive for the culmres and people included in your audience.

• Li sten an d ask qu estio ns.

When communicating orally, listen respectfully and attentively, demonstrating clearly that you're trying to understand. Don't be afraid to ask questions to check your unde r standing. Also, it's always a good idea to prepare for anticipated inrerculrural communications by researching rhe culmres of your rarger audience. Even if you make mistakes, rhe effort that you've put in to trying to understand and communicate effectively will demonstrate your goodwill and won't go unappreciated.

In any technical communication situation-before you draft an email. write a document, or create a presentation-take rime to consider the implications and be deliberate about following ethical principles.

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to await reinforcements. Brown followed as far as Queenston, where he camped July 10, doubtful what next to do. Fretting under the enforced delay, he wrote to Commodore Chauncey, July 13, a letter that led to much comment:[61]

“I have looked for your fleet with the greatest anxiety since the 10th. I do not doubt my ability to meet the enemy in the field, and to march in any direction over his country, your fleet carrying for me the necessary supplies.... There is not a doubt resting in my mind but that we have between us the command of sufficient means to conquer Upper Canada within two months, if there is a prompt and zealous cooperation and a vigorous application of these means.”

Brown, like Andrew Jackson, with the virtues of a militia general, possessed some of the faults. His letter to Chauncey expressed his honest belief; but he was mistaken, and the letter tended to create a popular impression that Chauncey was wholly to blame. Brown could not, even with Chauncey’s help, conquer Upper Canada. He was in danger of being himself destroyed; and even at Queenston he was not safe. Riall had already received, July 9, a reinforcement of seven hundred regulars;[62] at his camp, only thirteen miles from Brown, he had twenty-two hundred men; in garrison at Fort George and Niagara he left more than a thousand men; Lieutenant-General Drummond was on his way from Kingston with the Eighty-ninth regiment four hundred strong, under Colonel Morrison, who had won the battle of Chrystler’s Field, while still another regiment, DeWatteville’s, was on the march. Four thousand men were concentrating on Fort George, and Chauncey, although he might have delayed, could not have prevented their attacking Brown, or stopping his advance.

Brown was so well aware of his own weakness that he neither tried to assault Fort George nor to drive Riall farther away, although Ripley and the two engineer officers McRee and Wood advised the attempt.[63] After a fortnight passed below Queenston, he suddenly withdrew to Chippawa July 24, and camped on the battle-field. Riall instantly left his camp at eleven o’clock in the night of July 24, and followed Brown’s retreat with about a thousand men, as far as Lundy’s Lane, only a mile below the Falls of Niagara. There he

camped at seven o’clock on the morning of July 25, waiting for the remainder of his force, about thirteen hundred men, who marched at noon, and were to arrive at sunset.

The battle of Chippawa and three weeks of active campaigning had told on the Americans. According to the army returns of the last week in July, Brown’s army at Chippawa, July 25, numbered twentysix hundred effectives.[64]

Strength of Major-General Brown’s Army, Chippawa, July 25, 1814.

P D A Non-com Officers, rank-and-file Present and absent

Scott’s Brigade 1072 1422

Ripley’s Brigade 895 1198

Porter’s Brigade 441 538 Artillery 236 260

Total 2644 3418

Thus Brown at Chippawa bridge, on the morning of July 25, with twenty-six hundred men present for duty, had Riall within easy reach three miles away at Lundy’s Lane, with only a thousand men; but Brown expected no such sudden movement from the enemy, and took no measures to obtain certain information. He was with reason anxious for his rear. His position was insecure and unsatisfactory except for attack. From the moment it became defensive, it was unsafe and needed to be abandoned.

The British generals were able to move on either bank of the river. While Riall at seven o’clock in the morning went into camp within a mile of Niagara Falls, Lieutenant-General Gordon Drummond with the Eighty-ninth regiment disembarked at Fort George, intending to carry out a long-prepared movement on the American side.[65]

Gordon Drummond, who succeeded Major-General de Rottenburg in the command of Upper Canada in December, 1813, and immediately distinguished himself by the brilliant capture of Fort Niagara and the destruction of Buffalo, was regarded as the ablest military officer in Canada. Isaac Brock’s immediate successors in the

civil and military government of Upper Canada were Major-Generals Sheaffe and De Rottenburg. Neither had won distinction; but Gordon Drummond was an officer of a different character. Born in 1772, he entered the army in 1789 as an ensign in the First regiment, or Royal Scots, and rose in 1794 to be lieutenant-colonel of the Eighth, or King’s regiment. He served in the Netherlands, the West Indies, and in Egypt, before being ordered to Canada in 1808. In 1811 he became lieutenant-general. He was at Kingston when his subordinate officer, Major-General Riall, lost the battle of Chippawa and retired toward Burlington Heights. Having sent forward all the reinforcements he could spare, Drummond followed as rapidly as possible to take command in person.

No sooner did Drummond reach Fort George than, in pursuance of orders previously given, he sent a detachment of about six hundred men across the river to Lewiston. Its appearance there was at once made known to Brown at Chippawa, only six or seven miles above, and greatly alarmed him for the safety of his base at Fort Schlosser, Black Rock, and Buffalo. Had Drummond advanced up the American side with fifteen hundred men, as he might have done, he would have obliged Brown to re-cross the river, and might perhaps have destroyed or paralyzed him; but Drummond decided to join Riall, and accordingly, recalling the detachment from Lewiston at four o’clock in the afternoon, he began his march up the Canadian side with eight hundred and fifteen rank-and-file to Lundy’s Lane.[66]

At five o’clock, July 25, the British army was nearly concentrated. The advance under Riall at Lundy’s Lane numbered nine hundred and fifty rank-and-file, with the three field-pieces which had been in the battle of Chippawa, and either two or three six-pounders.[67] Drummond was three miles below with eight hundred and fifteen rank-and-file, marching up the river; and Colonel Scott of the One Hundred-and-third regiment, with twelve hundred and thirty rankand-file and two more six-pound field-pieces, was a few miles behind Drummond.[68] By nine o’clock in the evening the three corps, numbering three thousand rank-and-file, with eight field-pieces, were to unite at Lundy’s Lane.

At a loss to decide on which bank the British generals meant to move, Brown waited until afternoon, and then, in great anxiety for the American side of the river, ordered Winfield Scott to march his brigade down the road toward Queenston on the Canadian side, in the hope of recalling the enemy from the American side by alarming him for the safety of his rear. Scott, always glad to be in motion, crossed Chippawa bridge, with his brigade and Towson’s battery, soon after five o’clock, and to his great surprise, in passing a house near the Falls, learned that a large body of British troops was in sight below With his usual audacity he marched directly upon them, and reaching Lundy’s Lane, deployed to the left in line of battle. Jesup, Brady, Leavenworth, and McNeil placed their little battalions, numbering at the utmost a thousand rank-and-file, in position, and Towson opened with his three guns. The field suited their ambition. The sun was setting at the end of a long, hot, midsummer day. About a mile to their right the Niagara River flowed through its chasm, and the spray of the cataract rose in the distance behind them.

PLAN OF THE BATTLE OF LUNDY’S LANE AT SUNSET

At the first report that the American army was approaching, Riall ordered a retreat, and his advance was already in march from the field when Drummond arrived with the Eighty-ninth regiment, and countermanded the order.[69] Drummond then formed his line, numbering according to his report sixteen hundred men, but in reality seventeen hundred and seventy rank-and-file,[70]—the left resting on the high road, his two twenty-four-pound brass field-pieces, two sixpounders, and a five-and-a-half-inch howitzer a little advanced in front of his centre on the summit of the low hill, and his right stretching forward so as to overlap Scott’s position in attacking. Lundy’s Lane, at right angles with the river, ran close behind the British position. Hardly had he completed his formation, when, in his own words, “the whole front was warmly and closely engaged.”

With all the energy Scott could throw into his blow, he attacked the British left and centre. Drummond’s left stopped slightly beyond the road, and was assailed by Jesup’s battalion, the Twenty-fifth regiment, while Scott’s other battalions attacked in front. So vigorous was Jesup’s assault that he forced back the Royal Scots and Eightyninth, and got into the British rear, where he captured Major-General Riall himself, as he left the field seriously wounded. “After repeated attacks,” said Drummond’s report, “the troops on the left were partially forced back, and the enemy gained a momentary possession of the road.” In the centre also Scott attacked with obstinacy; but the British artillery was altogether too strong and posted too high for Towson’s three guns, which at last ceased firing. [71] There the Americans made no impression, while they were overlapped and outnumbered by the British right.

From seven till nine o’clock Scott’s brigade hung on the British left and centre, charging repeatedly close on the enemy’s guns; and

when at last with the darkness their firing ceased from sheer exhaustion, they were not yet beaten. Brady’s battalion, the Ninth and Twenty-second, and McNeil’s, the Eleventh, were broken up; their ammunition was exhausted, and most of their officers were killed or wounded. The Eleventh and Twenty-second regiments lost two hundred and thirty men killed, wounded, and missing, or more than half their number; many of the men left the field, and only with difficulty could a battalion be organized from the debris.[72] McNeil and Brady were wounded, and Major Leavenworth took command of the remnant. With a small and exhausted force which could not have numbered more than six hundred men, and which Drummond by a vigorous movement might have wholly destroyed, Scott clung to the enemy’s flank until in the darkness Ripley’s brigade came down on the run. The American line was also reinforced by Porter’s brigade; by the First regiment, one hundred and fifty strong, which crossed from the American side of the river; and by Ritchie’s and Biddle’s batteries.

At about the same time the rest of Riall’s force, twelve hundred and thirty rank-and-file, with two more six-pound guns, appeared on the field, and were placed in a second line or used to prolong the British right. If Scott had lost four hundred men from the ranks Drummond had certainly lost no more, for his men were less exposed. Brown was obliged to leave details of men for camp duty; Drummond brought three thousand rank-and-file on the field. At nine o’clock Drummond could scarcely have had fewer than twenty-six hundred men in Lundy’s Lane, with seven field-pieces, two of which were twenty-four-pounders. Brown could scarcely have had nineteen hundred, even allowing Porter to have brought five hundred of his volunteers into battle.[73] He had also Towson’s, Ritchie’s, and Biddle’s batteries,—seven twelve-pound field-pieces in all.

As long as the British battery maintained its fire in the centre, victory was impossible and escape difficult.[74] Ripley’s brigade alone could undertake the task of capturing the British guns, and to it the order was given. Colonel Miller was to advance with the Twenty-first regiment against the British battery in front.[75] Ripley himself took

command of the Twenty-third regiment on the right, to lead it by the road to attack the enemy’s left flank in Lundy’s Lane. According to the story that for the next fifty years was told to every American school-boy as a model of modest courage, General Brown gave to Miller the order to carry the enemy’s artillery, and Miller answered, “I’ll try!”[76]

The two regiments thus thrown on the enemy’s centre and left numbered probably about seven hundred men in the ranks, according to Ripley’s belief. The Twenty-first regiment was the stronger, and may have contained four hundred and fifty men, including officers; the Twenty-third could scarcely have brought three hundred into the field. In a few minutes both battalions were in motion. The Twenty-third, advancing along the road on the right, instantly attracted the enemy’s fire at about one hundred and fifty yards from the hill, and was thrown back. Ripley reformed the column, and in five minutes it advanced again.[77] While the Twentythird was thus engaged on the right, the Twenty-first silently advanced in front, covered by shrubbery and the darkness, within a few rods of the British battery undiscovered, and with a sudden rush carried the guns, bayoneting the artillery-men where they stood.

So superb a feat of arms might well startle the British general, who could not see that less than five hundred men were engaged in it; but according to the British account[78] the guns stood immediately in front of a British line numbering at least twenty-six hundred men in ranks along Lundy’s Lane. Drummond himself must have been near the spot, for the whole line of battle was but five minutes’ walk; apparently he had but to order an advance, to drive Miller’s regiment back without trouble. Yet Miller maintained his ground until Ripley came up on his right. According to the evidence of Captain McDonald of Ripley’s staff, the battle was violent during fifteen or twenty minutes:—

“Having passed the position where the artillery had been planted, Colonel Miller again formed his line facing the enemy, and engaged them within twenty paces distance There appeared a perfect sheet of fire between the two lines While the Twenty-first was in this situation, the Twenty-third attacked the enemy’s flank, and advanced within

twenty paces of it before the first volley was discharged, a measure adopted by command of General Ripley, that the fire might be effectual and more completely destructive The movement compelled the enemy’s flank to fall back immediately by descending the hill out of sight, upon which the firing ceased ”[79]

Perhaps this feat was more remarkable than the surprise of the battery. Ripley’s Twenty-third regiment, about three hundred men, broke the British line, not in the centre but on its left, where the Eighty-ninth, the Royal Scots, King’s, and the Forty-first were stationed,[80] and caused them to retire half a mile from the battlefield before they halted to reform.

When the firing ceased, Ripley’s brigade held the hill-top, with the British guns, and the whole length of Lundy’s Lane to the high-road. Porter then brought up his brigade on the left; Hindman brought up his guns, and placed Towson’s battery on Ripley’s right, Ritchie’s on his left, while Biddle’s two guns were put in position on the road near the corner of Lundy’s Lane. Jesup with the Twenty-fifth regiment was put in line on the right of Towson’s battery; Leavenworth with the remnants of the Ninth, Eleventh, and Twenty-second formed a second line in the rear of the captured artillery; and thus reversing the former British order of battle, the little army stood ranked along the edge of Lundy’s Lane, with the British guns in their rear.

PLAN OF THE BATTLE OF LUNDY’S LANE

10 O’CLOCK

The British force was then in much confusion, a part of it marching into the American line by mistake, and suffering a destructive fire; a part of it firing into the regiment on its own right, and keeping up the fire persistently.[81] In order to recover their artillery they must assault, without guns, a steep hill held by an enemy with several field-pieces. Had Brown been able to put a reserve of only a few hundred men into the field, his victory was assured; but the battle and exhaustion were rapidly reducing his force. He had at ten o’clock not more than fifteen hundred men in the ranks, and almost every officer was wounded.

After a long interval the British line was reformed, and brought to the attack. General Drummond’s report said nothing of this movement, but according to the American account the two lines were closely engaged their whole length at a distance of ten or twelve yards. In the darkness the troops could aim only at the flash of the muskets. “We having much the advantage of the ground, the enemy generally fired over our heads,” said Captain McDonald of Ripley’s staff; “but the continual blaze of light was such as to enable us distinctly to see their buttons.” After a sharp combat of some twenty minutes the enemy retreated. Three times, at intervals of half an hour or more, the British line moved up the hill, and after the exchange of a hot fire retired; between the attacks, for half an hour at a time, all was darkness and silence, hardly interrupted by a breath of air. Brown and Scott were with Porter on the extreme left. In the centre, by the captured cannon, Ripley sat on his horse, ten or twelve paces in rear of his line. Two bullets passed through his hat, but he was unhurt. Captain Ritchie was killed at his battery on the left; Jesup was wounded on the right. Each attack sorely diminished the number of men in the ranks, until at the close of the third about

seven hundred rank-and-file, with few officers, were believed to remain in position.[82]

Scott, with Leavenworth’s consolidated battalion, after ranging somewhat wildly the entire length of the line in the attempt to turn the enemy’s flank, and receiving the fire of both armies, joined Jesup’s Twenty-fifth regiment on the right, and was at last severely wounded. [83] At about the same time Brown was wounded on the extreme left, [84] where Porter’s volunteers held the line. Major Leavenworth, with the remnants of the first brigade, moving from the left to reinforce Jesup on the right after the third repulse of the enemy, met Scott retiring from the field, and soon afterward was hailed by General Brown, who was also returning to camp severely wounded. The time was then about eleven o’clock, and every one felt that the army must soon retreat.[85] Farther in the rear General Brown met Major Hindman of the artillery, who was bringing up his spare ammunition wagons. Brown ordered Hindman to collect his artillery as well as he could, and retire immediately; “we shall all march to camp.” He said that they had done as much as they could do; that nearly all their officers were killed or wounded; that he was himself wounded, and he thought it best to retire to camp. Hindman on arriving at the hill, firing having wholly ceased, immediately began to withdraw the guns. Ripley first learned the order to withdraw by discovering the artillery to be already gone.[86] Next came a peremptory order to collect the wounded and retire.[87] The order was literally obeyed. The enemy in no way molested the movement; and at about midnight the wearied troops marched for camp, in as good order and with as much regularity as they had marched to the battle-field.[88]

Hindman withdrew his own guns, and having with some difficulty procured horses to haul off the British pieces, on returning to the hill after Ripley’s withdrawal found the enemy again in possession, and some men and wagons captured.[89] He left the field at once, with the British in possession of their guns, and followed the retreating column.

Lieutenant-General Drummond’s report of the battle, though silent as to the repeated British repulses, declared that the Americans fought with uncommon gallantry:—

“In so determined a manner were the attacks directed against our guns that our artillery-men were bayoneted by the enemy in the act of loading, and the muzzles of the enemy’s guns were advanced within a few yards of ours The darkness of the night during this extraordinary conflict occasioned several uncommon incidents; our troops having for a moment been pushed back, some of our guns remained for a few minutes in the enemy’s hands.”

Drummond’s “few minutes” were three hours. According to the British account, the One-Hundred-and-third regiment, with its two field-pieces, arrived on the field just at nine, and “passed by mistake into the centre of the American army now posted upon the hill.”[90] The regiment “fell back in confusion” and lost its two field-pieces, which were captured by Miller, with Riall’s five pieces. By British report, Miller was at nine o’clock “in possession of the crest of the hill and of seven pieces of captured artillery.”[91] Drummond admitted that in retiring “about midnight” the Americans carried away one of his light pieces, having limbered it up by mistake and leaving one of their own. During the entire action after nine o’clock Drummond did not fire a cannon, although, according to Canadian authority, the fighting was desperate:—

“The officers of the army from Spain who have been engaged in Upper Canada have acknowledged that they never saw such determined charges as were made by the Americans in the late actions In the action on the 25th July the Americans charged to the very muzzles of our cannon, and actually bayoneted the artillery-men who were at their guns Their charges were not once or twice only, but repeated and long, and the steadiness of British soldiers alone could have withstood them.”[92]

CHAPTER III.

T battle of Lundy’s Lane lasted five hours, and Drummond believed the American force to be five thousand men. In truth, at no moment were two thousand American rank-and-file on the field.[93] “The loss sustained by the enemy in this severe action,” reported Drummond,[94] “cannot be estimated at less than fifteen hundred men, including several hundred prisoners left in our hands.” Drummond’s estimate of American losses, as of American numbers, was double the reality. Brown reported a total loss, certainly severe enough, of eight hundred and fifty-three men,—one hundred and seventy-one killed, five hundred and seventy-two wounded, one hundred and ten missing. Drummond reported a total loss of eight hundred and seventy-eight men,—eighty-four killed, five hundred and fifty-nine wounded, one hundred and ninety-three missing, and forty-two prisoners. On both sides the battle was murderous. Brown and Scott were both badly wounded, the latter so severely that he could not resume his command during the war. Drummond and Riall were also wounded. On both sides, but especially on the American, the loss in officers was very great.

The effect of the British artillery on Scott’s brigade, while daylight lasted, had been excessive, while at that period of the battle the British could have suffered comparatively little. Among Scott’s battalions the severest loss was that of Brady’s Twenty-second regiment, from Pennsylvania,—at the opening of the campaign two hundred and twenty-eight strong, officers and men. After Lundy’s Lane the Twenty-second reported thirty-six killed, ninety wounded, and seventeen missing. The Ninth, Leavenworth’s Massachusetts regiment, which was returned as numbering three hundred and fortyeight officers and men June 31, reported sixteen killed, ninety wounded, and fifteen missing at Lundy’s Lane. The Eleventh, McNeil’s Vermont battalion, which numbered three hundred and four officers and men June 30, returned twenty-eight killed, one hundred and two wounded, and three missing. The Twenty-fifth, Jesup’s Connecticut corps, numbering three hundred and seventy officers

and men at the outset, reported twenty-eight killed, sixty-six wounded, and fifteen missing. These four regiments, composing Scott’s brigade, numbered thirteen hundred and eighty-eight officers and men June 30, and lost in killed, wounded, and missing at Lundy’s Lane five hundred and six men, after losing two hundred and fifty-seven at Chippawa.

Ripley’s brigade suffered less; but although, after the British guns were captured, the Americans were exposed only to musketry fire, the brigades of Ripley and Porter reported a loss of two hundred and fifty-eight men, killed, wounded, and missing. The three artillery companies suffered a loss of forty-five men, including Captain Ritchie. The total loss of eight hundred and fifty-three men was as nearly as possible one third of the entire army, including the unengaged pickets and other details.

When Ripley, following the artillery, arrived in camp toward one o’clock in the morning,[95] Brown sent for him, and gave him an order to return at day-break to the battle-field with all the force he could collect, “and there to meet and beat the enemy if he again appeared.”[96] The order was impossible to execute. The whole force capable of fighting another battle did not exceed fifteen or sixteen hundred effectives, almost without officers, and exhausted by the night battle.[97] The order was given at one o’clock in the morning; the army must employ the remainder of the night to reorganize its battalions and replace its officers, and was expected to march at four o’clock to regain a battle-field which Brown had felt himself unable to maintain at midnight, although he then occupied it, and held all the enemy’s artillery. The order was futile. Major Leavenworth of the Ninth regiment, who though wounded commanded the first brigade after the disability of Scott, Brady, Jesup, and McNeil, thought it “the most consummate folly to attempt to regain possession of the field of battle,” and declared that every officer he met thought like himself. [98]

Yet Ripley at dawn began to collect the troops, and after the inevitable delay caused by the disorganization, marched at nine o’clock, with about fifteen hundred men, to reconnoitre the enemy At

about the same time Drummond advanced a mile, and took position in order of battle near the Falls, his artillery in the road, supported by a column of infantry. A month earlier Drummond, like Riall, would have attacked, and with a force greater by one half could hardly have failed to destroy Ripley’s shattered regiments; but Chippawa and Lundy’s Lane had already produced an effect on the British army. Drummond believed that the Americans numbered five thousand, and his own force in the ranks was about twenty-two hundred men. He allowed Ripley to retire unmolested, and remained at the Falls the whole day

Ripley returned to camp at noon and made his report to Brown. The question requiring immediate decision was whether to maintain or abandon the line of the Chippawa River. Much could be said on both sides, and only officers on the spot could decide with certainty how the enemy could be placed under most disadvantage, and how the army could be saved from needless dangers. Ripley, cautious by nature, recommended a retreat to Fort Erie. With the assent, as he supposed, of Brown and Porter,[99] Ripley immediately broke up the camp at Chippawa, and began the march to Fort Erie, sixteen miles in the rear. Although complaint was made of the retreat as confused, hasty, and unnecessary, it was conducted with no more loss or confusion than usual in such movements,[100] and its military propriety was to be judged by its effects on the campaign.

The same evening, July 26, the army arrived at Fort Erie and camped. Brown was taken from Chippawa across the river to recover from his wound. Scott was also removed to safe quarters. Ripley was left with the remains of the army camped on a plain, outside the unfinished bastions of Fort Erie, where the destruction of his entire force was inevitable in case of a reverse. Ripley favored a withdrawal of the army to the American side; but Brown, from his sick bed at Buffalo, rejected the idea of a retreat, and fortunately Drummond’s reinforcements arrived slowly. The worst result of the difference in opinion was to make Brown harsh toward Ripley, who— although his record was singular in showing only patient, excellent, and uniformly successful service—leaned toward caution, while Brown and Scott thought chiefly of fighting. The combination

produced admirable results; but either officer alone might have failed.

PLAN

of the Attack and Defence of Fort Erie,

Ms. British Archives.

STRUTHERS & CO., ENGR’S,

Distrusting Ripley, and angry at losing the British cannon at Lundy’s Lane as well as at the retreat from Chippawa, Brown wrote, August 7, to the Secretary of War a report containing an improper implication, which he afterward withdrew, that Ripley was wanting either in courage or capacity.[101] He also summoned BrigadierGeneral Gaines from Sackett’s Harbor to command the army [102] Gaines arrived, and as senior brigadier assumed command at Fort Erie, August 4, while Ripley resumed command of his brigade. During the week that elapsed before Gaines’s arrival, the army, under Ripley’s orders, worked energetically to intrench itself in lines

behind Fort Erie; and after Gaines took command the same work was continued without interruption or change of plan, under the direction of Major McRee, Major Wood, and Lieutenant Douglass of the Engineers.

The result was chiefly decided by Drummond’s errors. Had he followed Ripley closely, and had he attacked instantly on overtaking the retreating army at Fort Erie or elsewhere, he would have had the chances in his favor. Had he crossed the river and moved against Buffalo, he would have obliged Brown to order the instant evacuation of Fort Erie, and would have recovered all the British positions without the loss of a man. Drummond took neither course. He waited two days at Chippawa before he moved up the river within two miles of Fort Erie. About August 1 his reinforcements arrived,— DeWatteville’s regiment from Kingston, and the Forty-first from Fort George,—replacing his losses, and giving him three thousand one hundred and fifty rank-and-file;[103] but he seemed still undecided what course to adopt. The battles of Chippawa and Lundy’s Lane had given the British army respect for American troops, and Drummond hesitated to assault the unfinished works at Fort Erie, although he was fully one half stronger in men than Gaines and Ripley, who had barely two thousand rank-and-file after obtaining such reinforcements as were at hand.

Strength of Scott’s Brigade, Fort Erie, July 31, 1814.

P D A Non-com Officers, rank-and-file. Officers Present and absent.

Strength of Ripley’s Brigade

return of troops under Major-General Brown, Fort Erie, July 31, 1814

Drummond began operations by ordering a detachment of six hundred men to cross the river and destroy the magazines at Black Rock and Buffalo.[104] During the night of August 3 Colonel Tucker of the Forty-first, with four hundred and sixty rank-and-file of his own and other regiments,[105] landed two or three miles below Black Rock, and advanced against it. They were met at the crossing of a creek by two hundred and forty men of Morgan’s Rifles, then garrisoning Black Rock, with some volunteers. The effect of the rifles was so deadly that the British troops refused to face them, and Tucker returned after losing twenty-five men. This repulse, as creditable in its way to the American army as the battles at Chippawa and Lundy’s Lane, caused much annoyance to Drummond, who issued an order, August 5, expressing “the indignation excited by discovering that the failure of an expedition, the success of which... would have compelled the enemy’s forces to surrender or... encounter certain defeat, was attributable to the misbehavior of the troops employed.”[106] The only success achieved by British detachments was the cutting out of two American schooners which covered the approach to Fort Erie, near the shore.

Drummond having decided not to assault the lines of Fort Erie until he had made an impression on the works, next sent for guns of heavy calibre.[107] Ten days were passed in opening trenches and constructing batteries. Gaines and Ripley employed the time in completing their defences. Of these, the so-called Fort Erie was the smallest part, and made only the salient angle toward Drummond’s approaches. As the British had constructed the fort, it was a small,

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