Lesson 1: Definition, Nature, and Importance of Technical Writing
LEARNING OUTCOMES
At the end of the lesson, you must be able to :
Read and understand basic concepts of technical writing;
Discover related terms within the scope of technical writing;
Make a plausible definition of technical writing;
Discuss
the importance
of 8technical
writing7:48
to your
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on Saturday,
August 2020,
PM profession as
future seafarers.
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and
Overview
Something to Ponder
“Technical writing is a continuous process of learning, carefully gathering, sifting, organizing, and
assessing, all while trying to craft something that makes sense for a user.”
? Krista Van Laan, The Insider's Guide to Technical Writing
The modern world has surprised everyone with its new and fast development. Man has made great
strides in science and technology. Amidst the growing demands of modern society, the battle
among which generation is better, the claim of the multi-task Millennials, expanded and technical
advancement down to the discovery of the pandemic vaccine, this progress has created the more
indispensable need for technical writers to improve and practice their writing skills.
Skill in writing technical reports is a valuable asset not only in college but also in different
professions. When we write our main goal is for our purpose to be clearly understood by the
receiver for our own benefit and our organization. This is the main reason why writing is very
important because it will determine how our receiver will give feedback. It may also tell the success
or failure of your company or your career.
Engage Yourself
Are you familiar with this word game? So easy, all you have
to do is spot ten words related to Technical Writing which you can form from the letter pool.
Remember that words may appear in any direction. As soon as you spot the words, write your
answer on a sheet of paper. The first one is done for you.
1. __Information_________
2. _____________________
3. _____________________
4. _____________________
5. _____________________
6. _____________________
7. _____________________
8. _____________________
9. _____________________
10. _____________________
Now that you’re done with your word search, you will not be surprised to see them in most of the
succeeding discussions. Should you want to stop and consult Mr. Google or Mr. Webster of their
meaning, you may do so.
What is Technical Writing?
Arao (2010), in her book Technical Report Writing in Maritime
Business, described technical writing as to any communication that results in the proper
documentation of any matter pertaining to various aspects related to your job or business. It may
be written by technical writers, engineers, computer analysts, managers, marine officers,
secretaries, scientists, and even ordinary seafarers. It takes the form of a memo, proposal, letters,
reports, manuals, or any form of written communication used in our everyday business.
Technical writing is a specialized, structured way of writing, where information is presented in a
format and manner that bests suits the cognitive and psychological needs of the readers, so they
can respond to a document as its author intended and achieve the purpose related to that
document.
It is the process of gathering information from experts and presenting it to an audience in a clear,
easy to understand form. Technical writing and editing are the umbrella terms for any sort of
professional communication, the interface between your ideas and the rest of the world.
Moreover, it is the presentation of information that helps the reader solve a particular problem.
Technical communicators write, design, or edit proposals, manuals, web pages, lab reports,
newsletters, and many other kinds of professional documents.
Something interesting with the ideas of Manalo and Fermin (2007) came out when similarly, they
defined technical writing as a communication that is written for and addressed to specific entities or
individuals to attain desired objectives. It is a communication in the field of business, industry,
trade, science, technology, engineering, and government.
The main objective of writing is to convey a specific piece of information for a specific purpose to a
particular reader or group of readers. It is a writing that involves special knowledge and skill. The
specific information is technical, that is, it is the formal aspect of the fields mentioned, written from
a specific point of view.
Rosales et al. (2019), in her book Technical Writing – A Resource Guide to Writing Across
Disciplines, compiled these classic definitions shared by Mills and Walter (1981) to further
understand the term Technical Writing:
Technical writing is an exposition about scientific subjects and about various technical
subjects associated with science and technology.
Technical writing is characterized by certain formal elements, such as its scientific and
technical vocabulary, and its use of conventional report forms.
Technical writing is ideally characterized by the maintenance of impartiality and objectivity,
by extreme care to convey information accurately and concisely, and by the absence of any
attempt to arouse emotion.
Technical writing is writing where there is a relatively high concentration of certain complex
and important writing techniques, in particular, definition, description of a mechanism,
description of a process, classification, and interpretation.
Understanding the Nature of Technical Writing
Technical writing is different from literary writing. Although both
require adequate skills, technical writing presents data, facts, and figures understandable in the
business world. Writers who write and publish their works, understand these matters.
In technical writing, the writer expresses his thoughts on paper and other mediums in a more
precise and clear expression. Accuracy and creativity in writing are not exclusive to those who
have earned a degree in English but also those in the field of science and technology. Technical
writing does not greatly differ from other forms of writing except its content, purpose, style, tone,
vocabulary, organization, and audience.
These writers include you too because as you progress in this course, you’ll be more exposed to a
deeper understanding of its nature and mechanics as well. Study the table below which was
illustrated by Rosales et al. (2019).
Now that concepts are getting clear, you can now view technical writing into three ways which were
comprehensively described by Dr. Hilay (2005):
First, from the process viewpoint, it is the process of expressing detailed knowledge in clear,
concise prose. This knowledge includes such items as illustrations, tabulations, and graphs.
Next, as an output or product, it is an instructive, descriptive, or interpretive material on technical
or scientific subjects of a given specific audience.
Lastly, in the context of organizational communication, technical writing is an organized
presentation of facts and data to inform, to educate, and to help the reader perform a physical or
mental task of organizing.
How Important is Technical Writing in the Workplace?
Can you imagine if doctors could not give correct prescriptions of
medicine or properly write a patient’s medical history? How do you get so stressed over the social
media reading fake news? What will happen to an officer on board whose reports are inaccurate,
subjective, and has faulty grammar? I hope that these questions will prompt you to think about
how important technical writing is in every profession.
Before we proceed, kindly read what theasianschool.net has to share with you regarding the
importance of technical writing. Just click the link below.
https://www.theasianschool.net/blog/importance-of-writing-skills-for-students/
FOCUS QUESTIONS
As a student, why is there a need for me to master the skill of writing?
How will I fair with others who seek the same job that I want if I am good at writing?
The next question you probably have in mind right now would be how can you benefit from your
own writing skill if you are now in your field of work? Well, Arao (2010) emphasized that writing in
the maritime business is unique from other types of writing since you need to have adequate
knowledge on the use of maritime terms for shipboard operation, maritime law or commercial law,
regulations, codes, and protocols that govern the maritime operation. These things are required
when you write maritime correspondence.
Read this short article from careeraddict.com which will reveal the importance of good writing skills
in the workplace. Just click the link below.
https://www.careeraddict.com/the-importance-of-good-writing-skills-in-the-workplace
FOCUS QUESTION
Will my writing skills have an effect on how am I perceived by my crewmates and
officers on board?
Anchor Point
Below are important points you have to remember before you continue
with the rest of the lessons. Anchor your points on the following:
?Generally, writing can be classified into three areas: (1.) the technical writing which
includes correspondence, reports, proposals, and procedural types of writing; (2.) the
academic writing which includes scholarly articles, essays, critical books, and
biographies; and (3) the literary writing which includes poetry, fiction, drama, and film.
?Technical writing is distinct from other forms of writing determined by its content,
purpose, audience, tone, vocabulary, organization, and style.
?Technical documentation is essential for the smooth functioning of a company. In this
documentation, ideas have to be communicated to have any value.
?Writing well and clearly communicating your message will shape a positive first
impression of you and the kind of person you are, and also of your technical competence.
?Technical writing is more than a skill, more than an activity to be practiced in support of
science and engineering. The ability to write about technical activities is the key to the
success of every individual in his chosen field of work.
Unit 1 Lesson 1 Question 1
1. In writing a technical report, there should always be a target audience.
True
Score: 1
False
Score: 0
Unit 1 Lesson 1 Question 2
2. Words and expressions in technical writing may not be properly selected.
False
Score: 1
True
Score: 0
Unit 1 Lesson 1 Question 3
3. An effective technical report arouses the emotions of the reader.
False
Score: 1
True
Score: 0
Unit 1 Lesson 1 Question 4
4. Style of technical writing can be elaborate but also simple and direct.
False
Score: 1
True
Score: 0
Unit 1 Lesson 1 Question 5
5. Good writing skills are highly important in ones work place.
True
Score: 1
False
Score: 0
Unit 1 Lesson 1 Question 6
6. Technical writing does not greatly differ from other forms of writing except its
content, purpose, style, tone, vocabulary, organization, and audience.
True
Score: 1
False
Score: 0
Unit 1 Lesson 1 Question 7
7. Abstract language is preferred when writing a technical report even onboard the
vessel.
False
Score: 1
True
Score: 0
Unit 1 Lesson 1 Question 8
8. The way you write will not only improve your good communication skills but also
will be affected by how you are being perceived by others in the work place.
True
Score: 1
False
Score: 0
Unit 1 Lesson 1 Question 9
9. In the maritime field, one should have enough knowledge on the maritime terms in making
correspondence.
True
Score: 1
False
Score: 0
Unit 1 Lesson 1 Question 10
10. Technical reports may or may not deal with factual information because after
all, it utilizes technical vocabulary.
False
Score: 1
True
Score: 0
Unit 1 Module 1 Essay 1
Technical writing is ...
Score: 1
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Lesson 2: Technical Write-ups in Various Professions
What Technical Write-ups Do People in the Technical Profession Prepare?
First, the traditional technical documents which are informative or instructional
documents that are developed and written for an audience already familiar with a
specific technical area. The language used in these documents must be clear and
concise in order for the audience to understand what the writer desires. Programmer
guides, repair manuals, medical reports, research papers, reviews, schematics and
memos are examples of traditional technical documents.
Second, the end-user document. If you buy a new gadget and you don’t know how
to use it, it becomes useless. That is why an instruction manual is best example of
an end-user document. End-user documents are technical documents designed to
help the general public understand how to use an item. They are usually part of a
consumer product and include operating manuals, assembly instructions,
information booklets and trouble-shooting guides. Writers of end-user documents
must consider what issues the consumer might face when assembling or using a
product, and provide clear instructions and solutions to any potential problems.
Since the readers of these documents vary in abilities and educational backgrounds,
end-user documents should be written using terms the general public understands.
Third, technical marketing communications which means any form of
communication that focuses on technical or specialized topics, communicates
specifically by using technology or provides instructions on how to do something.
Technical communicator may put the information they gather into paper documents,
web-pages, computer-based training, digitally stored text, audio, video, brochures,
books, e-books, and other media.
Other Technical Documents that Professionals Write OTHER COMMON
TECHNICAL DOCUMENTS THAT PROFESSIONALS WRITE
Anchor Point!
You have studied several technical write-ups of different professionals in various fields. You get
to discover now how important writing skill is and how it becomes an indispensable part of every
profession.
❖ Diary and journal are synonymous but there is an important difference. A diary is strictly
a record of personal and daily experiences while a journal could be a more general record
or logbook but more importantly a technical journal that is scientific or industry-related
publication or periodical.
❖ The term manual or guide both usually refers to a document that aims to provide
information or instructions. It is generally expected that a guide is shorter, concise, and
more direct to the point than a manual. A manual is expected to give more in-depth
information and instruction than a guide.
❖ Let’s take a look at the main difference between an abstract and an introduction from a
research point of view. An abstract is a brief summary of your entire study which includes
the aim or objective, methods, results, and conclusions that gives the highlight of your
work. The introduction includes only some of the elements of what is in an abstract. You
will expand on the trail of evidence that led you to ask your research questions.
Lesson 3: Basic Principles and Characteristics of Technical Writing
LEARNING OUTCOMES
At the end of the lesson, you must be able to :
Understand the basic principles and characteristics of technical
writing;
Critic a piece of technical write-up;
Integrate
theon
basic
principles
and
characteristics
Last modified by Alyn Libertad,
MAEd
Friday,
24 July
2020,
2:57 PM of technical
writing into
several18
practical
exercises;
and AM
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2020, 12:19
Acquaint yourself with relevant laws and ethical considerations
related to technical writing.
Overview
Something to Ponder
“Tact is the capacity to act as required while giving no offense – courteous attitude and choosing
language which runs little, if any, risk of offending even obliquely.”
? Maria Eva M. Hilay, Worktext in Technical Writing for Maritime Students
Often times, you hear this familiar question - “What is your principle in life?” You hear this during
an interview for new students when you write a self -introduction because you aspire to be the next
model cadet, or if you are fond of answering an autograph, you see this in the Q & A.
What is a principle for? Is this something that we can’t live without? Cambridge dictionary clearly
defines principle as “a basic idea or rule that explains how something happens or works”
which means that this is the same as source, foundation, basis, or standard.
In technical writing, knowing its principles and characteristics will assure us that what we write is
according to the standards of technical write-ups. This will not only teach us to follow rules but will
also remind us that when we write, especially if it is a technical document, we know that our work is
correct and acceptable because it is based on a particular standard or rule.
Engage Yourself
Before we proceed, I would like you to read and comment on the technical document below. This
was taken from the face book time line and it was written by an anonymous writer.
FOCUS QUESTIONS
What kind of a technical write-up is this?
Who will read this?
Is the writer’s purpose clear?
Was the language used simple and can be understood?
Can this write-up sustain the interest of the reader?
I know that you find this example funny. Some of you might have an experience before that when
you wrote an excuse letter, the teacher (specially an English teacher) suddenly gets a red-inked
pen and edits your work. Sometimes others may experience that their letter was never accepted at
all and that they need to repeat it.
An excuse letter is a correspondence that we often neglect to correct or strive to properly write.
This is an ordinary routine for students, how much more if you are now employed? A more
complex and comprehensive technical write-ups are expected of you to prepare.
Basic Principles of Technical Writing
The moment you start schooling, the five macro skills in reading, writing,
speaking, listening, and viewing was clearly emphasized. You learn to master each skill one step
at a time. If all these macro skills were mastered, there’s no need for you to doubt your ability in
writing.
There is some interesting point that Rosales et al. (2019) in her comprehensive book, Technical
Writing – A Resource Guide to Writing Across Disciplines, shared that when a person is good in
reading, he/she can become good in writing because reading is an input skill and writing is its
output skill.
Writing, as an output skill is a whole process which involves three stages: the pre-writing, where
the writer writes and composes information pertaining to the purpose of his paper, choice of topic,
and gathers information; the writing stage is the part where the writer writes his first draft and
works out on the important details of his work; in re-writing, also as the revision stage, the writer
revises his work to ensure that the content of his paper is relevant, the ideas are well organized,
and grammar and mechanics are clearly observed.
Any formal written document should carefully convey specific information to the reader. In order for
technical writing output to be effective, you have to remember and observe the following basic
principles:
When you are writing a report or any type of correspondence, always have in mind that there is a
specific reader, real or imaginary. Consider that they are intelligent but need to be informed. Who
will read your report?
Before you start to write, remember to decide on what the exact purpose of your report or write-up
is. Make sure that every detail – words, sentences, paragraphs make a clear part of that purpose.
Let your purpose guide you to start your report. What are you writing for? Why are you writing?
Use a simple language so that your report is easily understood. Concrete words will clearly define
and visualize your work. The use of familiar or common words will avoid confusion form your
readers. Do the words I use the best suit the level of understanding of my readers?
Assist your reader to a complete understanding of your idea through clear description, definition,
and explanation. The writer must check every part of his report to see whether he has followed the
basic principles. Did I go over and edit my entire document?
Using the correct format and style of a report will attract the attention of the readers. Aside from the
aesthetic sense, the layout must follow the standard forms of writing. Will I attract my readers with
the format I am using?
As a writer, you only present facts, figures, and statistics that focus only on your subject matter in
an impersonal manner. A good technical writer emphasizes only facts and data. His work is free
from biases and unfairness. Is my write-up free from emotion and personal motive?
As a writer, you only present facts, figures, and statistics that focus only on your subject matter in
an impersonal manner. A good technical writer emphasizes only facts and data. His work is free
from biases and unfairness. Is my write-up free from emotion and personal motive?
Why do we need to follow these principles? Can we just write anything we want? Well, even the
road signs observe proper signals and rules to guide the community. Schools too, set standards for
discipline. Society directs the law of the land for people to be educated and abide by it. The
pandemic that we are experiencing has led the DOH to provide guidelines for ECQ (enhanced
community quarantine), GCQ (general community quarantine), and MGCQ (modified general
community quarantine) for safety and preservation of life.
Onboard the vessel the IMO and STCW set the standards and regulations not only for safety but
for the smooth operation, ease of communication, and establish a good working environment.
Same so with writing, since what we write may contribute to the success or failure of the
organization, these principles will set the right direction.
What makes a good Technical Write-up?
To complement what you have learned about the basic principles of
technical writing, you also need to discover what makes a good technical document.
Knowing the characteristics of technical writing is very important not just because you wanted to be
a good writer but this is in preparation for a career that you want to be successful at. Would you not
be happy and feel a sense of fulfillment if by this time you begin to improve your writing skills? It is
for you to have because that is what will make you at an advantage of others because you can
technically write and prepare reports.
There are so many characteristics of technical writing. Even books of various kinds may differ one
item to another when they enumerate these characteristics although, at times, they also have
similarities. Here are a few essential characteristics of technical writing:
Accessibility means capable of being reached, used or seen, understood or appreciated, and easy
to deal with. A technical report should include all the details like the headings and sub-headings,
indexes, and tables of contents for the reader to find the information he wants. The aim of
accessibility is for ease of navigation and availability.
When we say that a document is accurate, it means that it is definite and precise. Can you imagine
an officer on board writing an incident report and he forgot to write the cause of the incident? He
also forgot to indicate whether there are casualties or none? A slight mistake or negligence can
cause serious effects.
It is essential that you as the writer, know and understand the background of your intended reader
so that, when he reads your document, it can be easily understood without any doubt or confusion.
Your document becomes meaningless if the intended reader does not understand your message.
When you write, avoid unnecessary words that will put your reader in a dilemma. Your document
must be clear so that the text becomes easy to understand.
Your information should be arranged in the smallest possible space. You should communicate in a
short or brief manner without sacrificing clarity or accuracy. Also, you must find the proper balance
where your document can be brief enough and manageable but still presents all the steps and
details required.
Effective technical communications (in writing or verbally) cannot be achieved unless you
successfully comply with appropriate grammatical and technical rules. Also, you must always
ensure that the information (data) you present is accurate and up- to- date. These aspects of
technical communications should be adjusted according to your audience level: the amount of
detail, organizational pattern, level of technicality, type of vocabulary, mechanics, and
appearance. https://www.coursehero.com/file/6223902/Principles-of-Technical-Communications/
Descriptiveness means that a technical report is very detailed and informative just like the
textbooks. Its written content aims to provide information by describing the subject matter as clear
as possible. The description makes a technical write-up more interesting and appealing to the
readers.
Just like in communication, we don’t confront someone when we are ruled by our emotions. This
is true also in sending messages and in writing. The spirit of balance and fairness is important in
technical writing. The use of a third-person point of view is preferable because of its impersonal
effect. Our writing should not be influenced by personal feelings, opinions, prejudice, or
interpretation.
The technical writer must treat well the subject matter and see whether the objectives are realized
or not. Thoroughness means that you have examined or reviewed all the details of your written
report and sees to it that it is complete and clear.
Applying all the principles and characteristics of technical writing in your own document will assure
you that you are doing the right thing. As I said, everything can be learned and practiced one step
at a time!
Anchor Point
The mechanism and composition of technical writing do not
end with simply knowing its basic principles and characteristics. When we write or prepare
technical documents, we need to be aware of relevant laws and ethical considerations related to
technical writing. In most instances this is the most neglected part because maybe some of us are
simply fond of “Copy paste” syndrome.
Again, relevant laws and ethical considerations related to technical writing were given emphasis by
Dr. Rosales et al. (2019) in her book - Technical Writing – A Resource Guide to Writing Across
Disciplines. She points out the following:
?Technical writers must be aware of legal and ethical considerations when preparing technical
paper. This will not only guide him but also will help him avoid untoward problems.
Copyright law covers the protection of the rights of the author. It protects original
“works of authorship” which covers reproduction, adaptation, distribution, and
display. So be careful when you copy paste any piece of the writer’s work!
Trademark law pertains to federal protection of the writer. A trademark can be a
phrase, symbol, logo, design, or shape. It can be something that has gained
reputation in the marketplace like book series, an author’s name or even a
signature. Changing or copying any of these is punishable under this law.
Contract law covers written warranties or the writer’s implied warranties. Many
aspects of publishing including arrangements with the authors, agents, illustrators,
freelancers, employees, printers, binders, and distributors involve contracts.
Contracts maybe implied, oral, or written which the author and the publisher can
agree upon.
Liability law pertains to responsibilities or obligations of writers especially claims
they made on their paper.
Take note of these DO’s and DON’Ts of technical communication:
DO’s of Technical Communication
DON’Ts of Technical Communication
Abide by relevant laws.
False implications – assuming the outcome of a project or making sweeping generalization
Abide by the appropriate corporate or professional code of conduct.
Exaggerations – expressing situations in extreme proportion.
Tell the truth.
Euphemism – writing situations in seemingly good conditions even though they are not.
Be clear.
Don’t mislead your readers.
Avoid discriminatory language.
Acknowledge assistance from others.
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Lesson 4: Styles of Technical Writing
Style is a writer’s way of writing, a manner by which he expresses his
thoughts and feelings in language. Effective writing always involves the
choice of words and expressions, the arrangements of words within
sentences, and variety in the patterns of the sentence. Sentences which
basically express the same idea may seem very different, and much of the
difference is usually due to style (Alcantara, 2010).
Rules and Guidelines to Achieve Style in Technical Writing
As you draft and edit, it is helpful to keep in mind the effective ways to
present sentences and paragraphs. When you revise your drafts, check
the language and remove any area of possible confusion. If you have
repeated any word, see whether you can change the sentence. The
following passages will help you to be aware of any difficult construction of
sentences, so that you can modify the same and ensure reader’s comfort.
1.
Keep the Main Idea on Top
This is the key principle in writing so
that your sentences are easy to
understand. Place the sentence’s main
idea, the subject, first. The subject
makes the rest of the sentence
accessible. Readers therefore orient
themselves and they are able to interact
with the subsequent discussion.
See this example from a popular newspaper.
“Doubts persist over World Cup 2007.” (Note how the interest of the
reader is immediately captured.) (Now the details follow.)”Clouds are
gathering over the West Indies, and they are more than rain-bearing
masses of cumulous. With eight months and a few days to go for the 2007
World Cup, doubts are increasingly being aired about the ability of the
region to host a venture of such and complexity.” Thus readers are
informed about the crux of the problem so that they are interested to read
on.
2. Use Normal Word Order
The normal word order in English
is subject-verb-object. This order
makes it easier to read as it reveals
the topic first and the structures the
idea. This order produces sentences
which are clear to the readers and do
not cause any confusion.
Read the following sentence. “Finance Minister on Tuesday backed
the Central Bank’s decision to increase interest rates, stating that the move
was aimed at containing inflation.” The sentence is clear, though a little
long (23 words) and follows natural flow.
3.
Use Active Voice
Active voice emphasizes performer
of the function and not the receiver.
Active voice helps the reader follow the
meaning quickly as it is sticking to
subject-verb-object pattern. When the
subject acts, the verb is in the active
voice. When the subject is acted upon,
the verb is in the passive voice. Use
passive voice sparingly and when it is
absolutely required.
Examples:
I completed the work in time (active voice as the subject acts here.)
My mobile was stolen (passive voice as the subject is acted upon.)
Go through the following example.
Manufacturers add preservatives to food products to increase their
shelf-life (emphasis is on manufacturers, which is not correct.)
Preservatives are added to food products to increase their shelf-life
(emphasis is on preservatives, which is correct. In such cases, passive
voice should be used.)
4. Use Parallelism
Use similar structures for similar
elements.
The vendors promise that they
will replace the old machine and to
attend to the new order (wrong).
The vendors promise that they will replace the old machine and will
attend to the new order.(correct)
5.
Repeat for Emphasis
Repeat key words for emphasis so
that the reader has better recall. Read
the following example.
The doctrine of “No work, no pay” is
a fundamental axioms in industrial
relations. The philosophy is very simple.
When a person is employed, he is
expected to carry out the work assigned
to him. When he does not do so, he is
not eligible for payment of any salary. Even when a general strike disrupts
public transport systems, and consequently employees are unable to
reach their work places, the same principle prevails. Of course corporate
may permit their staff to avail themselves of any leave to their credit. Even
die-hard trade union leaders respect this principle. “No work, no pay” lays
a strong foundation to industrial peace and harmony in the long run.
Provide Transitions
Connect sentences by using words that signal a sequence or pattern.
Sequence: first, second, next.
Addition: and, further.
Contrast: but, however, nevertheless.
6. Avoid Wordiness
Generally, concise expressions
are more effective than verbosity.
Eliminate all repetitions, subordinate
clauses etc. to make the writing
compact and pointed.
Examples of Wordiness: Came to the conclusion, Utilization of, Make
Revisions, Make an amendment to
Examples of compactness: Concluded, Use, Revise, Amend
7. Avoid Redundancy
Redundancies are words that say
the same content. Conciseness is
achieved by saying anything only
once. In the following examples, what
is bracketed may be omitted for
conciseness.
During (the year) of 2006
(Needless to say)
(New) innovation
The (other) alternative is
8. Choose a Tone
Now you can prepare clear,
effective documents. Your documents
are easy to read. However, we are
assuming that the writer and reader are
equal and unemotional. In practice, it
may not be so. Hence it is important to
control ‘tone’. The ‘tone’ can
communicate as much as the content
of the message. Consider some
possible ‘tones’ depending on the
situation.
forceful
passive
personal
impersonal
The forceful tone implies that the writer is in command. This is
appropriate when the writer addresses subordinates. While writing
forcefully,
Use the active voice.
Use imperatives.
Clearly indicate that you are responsible.
For example:
I have decided to introduce Performance Appraisal System forthwith in
our organization.
When the reader has more power than the writer, use passive voice.
For example:
The instructions to implement the new Evaluation System has been
complied with
The personal tone implies that reader and writer are equal.
For example:
David thanks for your suggestion about maintenance routine. It has
given good results.
The impersonal tone is employed when the writer is not important and the
situation is neutral.
For example:
A proposal to introduce quality circle has been made.
9. Use Positive Words and Verbs
A sure way to involve your
audience is to sprinkle positive words
and positive verbs throughout your
text. Positive words and verbs
convince the reader the benefits of
your subject matter.
Positive Words
Advantage
Benefit
effective
asset
satisfied
profitable
favorable
value
success
Positive verbs motivate your readers. Some of the verbs that motivate
your readers into action are here.
Positive Verbs
Accomplish
Prepare
plan
achieve
organize assess
10. Tune to the Audience
Tuning to the audience is the key
for effectiveness of your document
with the reader.
Remember the following points:
Not all your readers will
understand acronyms and
abbreviations.
produce
implement
promote
exceed
Readers need glossaries.
Provide extended definitions for technical terms.
As multiple audiences have different levels of technical
knowledge, choose carefully the amount of technical content in
your document.
Show your reader how he or she will benefit from your document.
Key Take-aways
Lesson 5: Exploring Basic Techniques of Technical Writing
Informal and Formal Definitions Mills & Walter (2010) explained that definitions provide
concise, but exact, meanings for unfamiliar words and explain special meanings for familiar words.
They are often used to explain technical words and concepts. What to define and what information
to include in a definition depends on the needs of the reader and the purpose of communication.
The definition simply means a statement of the meaning of a word or group of words.
Moreover, Baraceros (2012) described definition as a way of giving or explaining the
meaning of an abstract term or a concept. Coming from the Latin words, finire (to limit); and de
(from), the explanation it gives is limited only to what the reader needs to know about the term to
avoid confusion with other words belonging to the same class to where the target word belongs.
To define then is to set a limit to or narrow down the area of the meaning of the word. By
giving a meaning that clearly distinguishes what is being defined from other species or things,
definition works to prevent you from attaching other meanings to the target term. As you come to
know its specific group, basic features, and main function, you regard the object as clearly different
from other objects. As Brunett (2005) said, this makes you give “the reversible property of
definition;” that is, a “definition that fits only the word; the word fits only the definition.”
Why do we need to define words? Experience shows that sometimes, misunderstanding occur
because a term is misinterpreted that is why the use of simple, familiar terms may avoid the
problem of definition. The need to properly define words will increase readers understanding of
the terms used in the document, it will elaborate on technical terms, and avoid negative impact on
improperly defined terms. Here are other practical reasons for the importance of definition:
❖ It gives the reader a clearer and easier understanding of the concept or idea enough to
encourage him to read continuously until the end of the text.
❖ It explains ideas or concepts behind various innovations, methods, and techniques in the
field of technology.
❖ It lessens the gap between technological experts or “high-tech” people and the “low-tech”
people. It frees a person from any confusing, wrong understanding of a term.
❖ It helps a company member do his job more efficiently towards a certain goal.
❖ It makes any technical written work readable to all kinds of audience or readers.
How do you define terms or words?
There are two ways of defining terms: simple definition and extended, expanded, or amplified
definition.
A. A simple definition is commonly used in technical writing whether formally or nonformally.
1. Informal Definition
This type of definition is also called a parenthetical definition or an in-text definition.
Basically, the informal definition is a substitution of a familiar term or phrase to the unfamiliar or
technical term used. It is an incomplete definition, has a brief and particularly adapted for use in
the text, and it lacks emphasis. The informal definition does not follow a pattern. The only
objective is to give meaning to a word that is unfamiliar or explain the special meaning of a familiar
word.
Appearing in the text in the form of a synonym, a phrase or a clause, this informal definition is
distinguished or separated from other words in the sentence through a dash, a colon, a comma,
parentheses, italics, or bold.
2. Formal Definition
The other names given to this type of definition are: Aristotelian and one-sentence logical
definition. Defining a term in a formal manner requires you to: first, mention the term or species
to be defined; second, name the genus, group or class where such term belongs; and third, give the
differentia to indicate its difference from other members belonging to the class. It is a logical or
a step-by-step method of making the term meaningful. All these three elements: term, genus, and
differentia should be contained in one complete sentence, not just in a phrase or a clause.
❖ Term is the word to be defined. It answers the question, “What is to be defined?”
❖ Genus is the category, group, or class to which the term belongs. It answers the question,
“In what category, group, or class does the term belong?”
❖ The differentia tells the unique characteristics of the term making it distinct from other
terms of the same classification. It answers the question “What makes a term different from
the other term or terms of the same genus?” See now how these three main parts make a
formal definition. Notice that it requires a verb to complete its meaning, and the verb is
usually in the present tense.
B. Extended, Expanded, or Amplified Definitions
This type of definition goes beyond the sentential level. It expands into a paragraph-length
definition using around three (3) to ten (10) sentences. It provides more information besides
talking about the category and the use or function. It also provides information on what it
is made up of, its structure, its peculiar physical and chemical properties, when, where, and
by whom it is used and its merits and drawbacks. Here are some ways of extending,
expanding, or amplifying a definition of a term:
1. Etymology or Word Derivation. The definition gives the origin of the term based
on the country that first introduced the term to the world.
2. Historical definition. This definition stresses the historical development of the
term. Mentioned in this definition are the people, places, and dates that played
significant roles in the existence of the word.
3. Negation or elimination. This kind of extended definition are those aspects,
elements, or properties of the term or concepts that contribute to the existence of
such a term, telling what a thing is not.
4. Operating principles. What is stressed in this type of amplified the definition is
the process involved in the production or creation of the thing referred to the term
being defined.
5. Comparison and contrast. This kind of definition makes you extend your
explanation of a concept or a thing by pointing out how such a thing or concept is
similar to or different from other concepts.
6. Use of examples. What determines the meaning of a term or a concept by means
of this type of amplified definition is how this concept applies to another concept
or how one uses it in a certain situation.
7. Operational definition. In giving a concept or a term its operational definition,
you explain the indispensable function or use of this thing in the process, project,
or activity.
8. Partition. This definition divides complex topics into multiple categories. For
example, for a definition of diabetes, the writer would want to partition the three
kinds of diabetes (type 1 diabetes, type 2 diabetes, and gestational diabetes) and
discuss them one at a time rather than try to define them all at the same time.
9. Illustration or visuals. Provides a graphic representation of a topic. For example,
for a definition of the water cycle, the writer might use a visual illustration of the
process to supplement his or her written description.
10. Description. This method of definition explains the appearance of a thing, by
describing its shape, size, material, etc.
Guidelines in giving a formal or one-sentence logical definition
a. Give one and only one meaning to the term
b.Put the term in a genus or class that is familiar to your audience or readers.
c. Prevent the reader from thinking of many comparable and contrasting features of the
term in relation to others by using a specific class rather than a general class.
d.Use positive words in stating a differentia.
e. Avoid giving a bias or subjective definition by basing your explanation on facts or
universal truths rather than on your viewpoints or opinions.