Writing for Non-Technical Audiences: A Guide for Engineers and Architects

You know your project inside and out. You’ve reviewed the drawings, done the calculations, and followed every regulation. But when it’s time to write a project summary, public notice, or stakeholder update, your audience isn’t made up of engineers or architects.

They’re residents, city officials, business owners, or Indigenous leaders. And most of them won’t read a spec sheet.

That’s why it’s important to know how to write for non-technical audiences, people who care about the project but don’t speak the same technical language.

Why It Matters

Clear communication with non-technical audiences reduces complaints, delays, and misunderstandings.

If people don’t understand what you’re doing, they’re more likely to oppose or ignore it altogether. That puts your timeline, budget, and reputation at risk.

Strong writing shows respect, builds trust, and helps projects progress with fewer surprises.

Who Counts as a Non-Technical Audience?

Anyone who doesn’t work in engineering, architecture, or construction full-time.

That includes:

• Local residents

• Elected officials

• Media

• Community leaders

• Indigenous Elders

• Small business owners

• School administrators

• Public servants in non-technical roles

Even other professionals, such as lawyers, finance leads, or healthcare staff, may need clear explanations without design or technical jargon.

Common Mistakes to Avoid

1. Using Too Much Jargon

Phrases like “geotechnical investigation” or “mechanical integration” might be normal to you, but confusing to the public.

Instead:
Use plain alternatives. For example, say “ground testing” or “equipment setup.”

2. Overloading with Details

You may want to include every calculation, material, or drawing, but too much information can overwhelm your audience.

Instead:
Focus on what they actually care about: timeline, impact, benefits, and contact info.

3. Forgetting the Human Impact

Technical reports focus on structure. However, the public focuses on how a project affects their daily lives.

Instead:
Include relatable details: “This will reduce traffic by 15 minutes,” or “There may be noise between 8 AM and 5 PM.”

5 Steps to Writing for a Non-Technical Audience

Step 1: Know Your Audience

Ask yourself:

• Who will read this?

• What do they already know?

• What are their main concerns?

Example: A local resident cares about road access and construction noise, not structural design specs.

Step 2: Define the Purpose

Are you trying to:

• Inform people about a project?

• Explain a change or delay?

• Invite public input?

• Respond to concerns?

Keep your writing focused on the goal. Remove anything that distracts from it.

Step 3: Use Simple, Direct Language

• Use short sentences

• Avoid technical terms or explain them

• Use active voice (e.g., “We will begin work on Monday”)

• Stay away from filler words or vague statements

Before:
“We will implement pedestrian detour routing adjacent to the affected site boundary.”
After:
“We’ll set up a sidewalk detour next to the construction site.”

Step 4: Use Structure and Headings

Break your message into sections with clear headers:

• What’s happening

• When it’s happening

• Why it matters

• Who to contact

This makes it easier for readers to skim and find the necessary information.

Step 5: Include Visual Aids (When Possible)

Maps, diagrams, and photos can explain more than a whole paragraph of text.

• Mark detour routes

• Show project phases

• Use simple icons to show impacts (noise, dust, closures)

Real Example: Rewrite in Action

Original (from an internal project memo):
“Excavation activities for subgrade preparation will commence as per phase 2 sequencing outlined in drawing C-142, contingent on site access clearance.”

Rewritten (for public notice):
“We’ll begin digging and preparing the road base on Monday, as part of phase 2 construction. Work will only start once the area is cleared and safe.”

When to Bring in a Communications Specialist

You don’t always need to write everything yourself.

On large or high-profile projects, a communications professional can help shape the message so that it is accessible, clear, and appropriate for the audience.

A firm like reVerb Communications can:

• Translate technical reports into public-friendly language

• Draft notices, media releases, and social content

• Help teams prepare for public meetings and open houses

• Design print and digital materials for stakeholder outreach

• Coach technical staff on message clarity and tone

Let your team focus on design and delivery, while reVerb supports the communication.

Quick Checklist: Before You Hit Send

✅ Is the language simple and clear?
✅ Does the reader understand what’s happening and when?
✅ Have you explained the “why”?
✅ Are technical terms either removed or explained?
✅ Is there a clear contact person listed?
✅ Would someone outside the industry understand this?

Final Thoughts

Writing for non-technical audiences isn’t about “dumbing it down.” It’s about meeting people where they are.

When engineers and architects communicate clearly, they gain more than approvals. They gain trust.

And with the right tools and support, you can keep your audience informed, involved, and on your side.