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Chapter 9 Drafting and Revising Definitions and Descriptions

Chapter 9 Drafting and Revising Definitions and Descriptions

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Page 1: Chapter 9 Drafting and Revising Definitions and Descriptions

Chapter 9

Drafting and Revising

Definitions and Descriptions

Page 2: Chapter 9 Drafting and Revising Definitions and Descriptions

2Chapter 9. Drafting and Revising Definitions and Descriptions

Two Uses of Definitions Definitions clarify a description of

a new development or a new technology in a technical field. For instance, a zoologist who has discovered a new animal species names and defines it.

Definitions help specialists communicate with less knowledgeable readers. A manual explaining how to tune up a car includes definitions of parts and tools.

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Definitions—Explain what something is

The world of business and industry depends on clear definitions.

Definitions assist readers understand what you MEAN by a word or phrase.

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Descriptions—Discuss the detailed PHYSICAL aspects of a thing

Descriptions usually provide a fuller picture of an object, mechanism, or a process.

Descriptions often go into detail about the components (parts) of an object or mechanism OR the stages of the process

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Types of Definitions

Parenthetical Sentence Extended

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Type of Definition: Parenthetical

Parenthetical: A brief definition placed unobtrusively in a sentence.

Often, parenthetical is just a word or phrase placed within the sentence

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Examples of Parenthetical

The crane is located on the starboard (right side) of the ship.

Summit Books announced its intention to create a new colophone (emblem or trademark).

Motorboating is permitted in the Jamesport Estuary, the portion of the bay that meets the mouth of the Jamesport River.

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Type of Definition: Sentence

Sentence Definition: A one sentence clarification—more formal than Parenthetical. Sentence definition usually includes:

Item Category Distinguishing characteristics May also include a graphic

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Guidelines for Writing Effective Sentence Definitions

Be specific in stating the category and the distinguishing characteristics.

Don't describe a specific item if you are defining a general class of items.

Avoid writing circular definitions: definitions that merely repeat the key words or the distinguishing characteristics of the item being defined in the category.

Be sure the category contains a noun or a noun phrase rather than a phrase beginning with when, what, or where.

Standard pattern for sentence definitions Item = Category + Distinguishing Characteristics

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Examples of Sentence Definition

An electrophorous is a laboratory instrument used to generate static electricity.

A Bunsen burner is a small laboratory heating device consisting of a vertical metal tube connected to a gas source.

Many sentence definitions include a graphic.

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Extended Definitions

Detailed clarification Usually one or more paragraphs Often begins with a sentence

definition

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Techniques Used in Extended Definitions

Graphics Examples Partition

Divide into smaller parts Principle of operation

How something works Comparison and contrast Analogy

Specialized comparison Negation

Specialized contrast; distinguish from possible confusing terms

Etymology Where a word came from

History of the term

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Deciding Where to Place the Definition

In the text In a marginal gloss In a hyperlink In footnotes In a glossary In an appendix

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Descriptions

Explains what something “looks” like

Verbal and visual representations so the reader can “see” the: Objects Mechanisms Processes

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Principles for Writing Descriptions

Clearly indicate the nature and scope of the description. Introduce the description clearly. Provide appropriate detail. Conclude the description.

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Questions to Answer in Introducing Object or Mechanism Descriptions

What is the item? What is the function of the item? What does the item look like? How does the item work? What are the principal parts of

the item?

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Questions to Answer in Introducing Process Descriptions

What is the process? What is the function of the

process? Where and when does the process

take place? Who or what performs the

process? How does the process work? What are the principal steps of

the process?

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Providing Appropriate Detail in Mechanism and Object Descriptions

Choose an appropriate organizing principle: functional spatial

Use graphics.

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Providing Appropriate Detail in Process Descriptions

Structure the step-by-step description chronologically.

Explain causal relationships among steps.

Use the present tense. Use graphics.

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Descriptive Report

Objects Physical site or an actual item.

Mechanisms A synthetic object consisting of a

number of identifiable parts that work together as a system.

Processes An activity that takes place over

time. Descriptors that explain how

something happens.

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Writing Descriptive Reports

Title: Clearly indicate the nature and

scope of the description in the title.

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Byline:

Include name underneath the title of your report, you can do a “byline.” by Andrew Aken

Include your name and your credentials at the end of the document Andrew Aken, TRM 316 Technical

Writing Instructor, Carbondale, IL, [email protected].

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Abstract:

Brief Descriptive or Informative abstract of your report. Write it after you write your report. Incorporate it into the design of your

report. It should be approximately 10% of

your report.

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Introduction:

Indicate the specific object about to be described.

Indicate what the audience needs in terms of knowledge and background (see background below).

Give a general description of the object and its function (what is its function?).

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Introduction:

Organize (partition) the object into components that you will later describe in detail. You can use these as the major and

minor headings. Give a generally agreed upon

definition. (see pp. 179-180).

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Introduction (cont.):

Be able to understand the detailed information to follow.

Provide a broad understanding of the object, or mechanism. What is the item? What is the function of the item? What does the item look like? How does the item work? What are the principle parts of the

item?

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Background, Related Operation, and Graphics:

Background: The background could provide

relevance and insight into why the topic was developed or implemented or possibly how the topic has evolved.

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Background, Related Operation, and Graphics:

Related Operation: It may be useful to briefly explain

the operation or process associated with the object you are describing.

For example, if you are describing a hard drive, you could briefly explain how it works.

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Background, Related Operation, and Graphics:

Graphics: Provide illustrations of the object

you are describing with identification information and with labels pointing to the parts.

Include headings and subheadings to mark off the discussion of the individual parts or characteristics.

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Discussion of the parts or characteristics (Description):

Provide appropriate detail. Separate object into parts, sections,

or characteristics (remember this is called partitioning). Use headings to help guide your reader. Use graphics to help clarify sections.

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Description:

Provide appropriate detail. Define each part and then, if applicable,

describe its function, operating principle, and appearance.

Choose an appropriate organizing pattern Spatial: Based on the physical structure of the

item: from top to bottom, east to west, outside to inside, and so forth.

Functional: the way the item works or is used.

Conclude the description. Brief conclusion, so last portion is not

last thing reader remembers.

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Conclusion:

Conclusion can be a brief summary of the object.

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Cite Sources:

Cite any source that you used to collect data for your descriptive report.

Please cite a minimum of three sources. Definitions Graphics Paraphrases Direct Quotes

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Strategies for Defining Terms for Readers from Another Culture

Add a glossary: a list of definitions.

Use Simplified English and easily recognizable terms in definitions.

Pay close attention to key terms. Use visuals to help readers

understand a term or concept.