BASIC TECHNIQUES

OF TECHNICAL WRITING

The Basic Techniques in Technical Writing

DEFINITION CLASSIFICATION PARTITION DESCRIPTION OF

MECHANISMS DESCRIPTION OF

PROCESSES

DEFINITION It occurs when the

report uses technical terms which are not familiar to the reader or when common terms are used in a special way

TWO CLASSIFICATIONS OF DEFINITIONS

INFORMAL DEFINITION Consists of one or more synonymous

expressions substituted for the unfamiliar term used

FORMAL DEFINITION Is preferred in scientific and technical

work because of the need for more precision in its wording

Three Parts of a Formal Definition

TERMThe word to be defined

GENUSThe group or class to which the

terms belong DIFFERENTIA

States the distinctive characteristics of the term, distinguishing it from other members of the same class

Examples

Term = Genus +Differentia

A triangle is a plane figure bounded by three

straight lines having three

angles.  Plastics are synthetic organic which

can be compoundsmolded

and hardened

for commercial use.

RULES FOR DEFINITION

1. Try to use simple words. Don’t define an unfamiliar term by using more

difficult terminology which would further confuse the reader.

 Not this: A network is anything reticulated or

decussated, at equal distances, with interstices between the intersections.

  Good: A network is a complex system of electrical

wires or channels that interlace or cross like the fabric of a net.

RULES FOR DEFINITION

2. Don’t begin your definition with when, what or where

Not this: Soldering is when metal surfaces are joined by using melted metal or metallic alloy.

Good: Soldering is the process of joining metal surfaces using melted metal or metallic alloy.

RULES FOR DEFINITION

3. In defining a term, avoid using the term itself or any of its derivatives.

Not this: A parallelogram is a quadrilateral with parallel sides.

Good: A parallelogram is a quadrilateral with opposite sides equal.

RULES FOR DEFINITION

4. Don’t put the term you are defining in too broad or too narrow a class.

Too broad: A crystal is something that glitters in the sun.

Too narrow: A crystal is a formation of quartz geometrically patterned.

Good: A crystal is a solid piece of matter in which the atoms, molecules or ions composing it are arranged in a definite geometrical pattern.

Methods of Expanding a Formal

Definition DETAILS A term can be clarified by the addition of

related or supporting particulars. EXAMPLES OR INSTANCES General statements particularly abstract

definitions are made more concrete when illustrations are cited

Methods of Expanding a Formal

Definition COMPARISON, CONTRAST AND ANALOGY Analogy cites similarities Using contrast, the differences of both objects are

cited in order to make the idea clear Comparison combines the two methods of

analogy and contrast

WORD DERIVATIVE Extended definitions may be revealing and

interesting because they explain the origin of term or the idea

PLACEMENT OF DEFINITION IN

REPORTS In the text itself In the footnote In a special section in the

introduction In the glossary at the end of

the report

CLASSIFICATION

Is a systematic process of dividing material into kinds of classes

It involves not only dividing the subject into its constituent classes but also grouping similar units in a subclass which in turn falls under a large class.

Principles Involved

The effectiveness of classification depends upon the following principles:

1. Classify consistently on a single basis which points to a fundamental distinction among the members of a class.

2. The basis of classification should further the purpose controlling it.

3. Classifications should not overlap.4. Name all the pieces according to a given

basis.

PARTITION Is an analysis that divides

a singular item into parts, steps, or aspects.

A partition system must have certain characteristics if it is to be adequate

CHARACTERISTICS OF A PARTITION SYSTEM

The divisions must be coordinate.

The divisions must be mutually exclusive.

The divisions must not overlap. The divisions must be

complete.

DESCRIPTION OF A MECHANISM

A mechanism is an assembly of movable parts having one part fixed with respect to a frame of reference and designed to produce an effect.

A mechanism may be designed primarily

To transmit power greatly in excess of that required to overcome the frictional and dynamic requirements of the mechanism itself

To produce a desired relative movement of its parts.

Organizing a Mechanism Description

1. Introduction1.1 Definition of the mechanism1.2 Use of function of the mechanism1.3 General statement of the principle governing its operation1.4 Physical description of the mechanism1.5 Principal parts which make up the mechanism

2. Description of the mechanism (in detail)2.1 Principal part no. 1

2.11 name of part no. 12.12 function of part no. 12.13 description of part (shape, size, material, etc.)2.14 division of subparts (if any)2.141 subpart no. 1

2.1411 name of subpart no. 12.1412 function of subpart no. 12.1413 description of subpart no. 1

2.1422.143 same as 2.1412.144

2.2 2.3 Same as 2.1 2.4

3. Brief description of how the mechanism works or how it is used.

DESCRIPTION OF A PROCESS

A process is a series of steps to get something done.

Exposition of the process necessarily includes a discussion of equipment and materials which are used

The writer may include this discussion as a separate section at the beginning or at those particular points in the process

where they are needed.

Organizing a Process Description

A suggested procedure for organizing the subject matter of a process description is as follows:

1. Introduction1.1 Definition of the process1.2 Purpose1.3 Principal steps

2. Raw materials3. Equipment4. Description of the process

4.1 step no.14.2 step no. 24.3 etc

5. Conclusion (if necessary)  

The User’s Manual A type of technical

document which requires at least two basic techniques, description of a mechanism and description of a process.

Parts of a User’s Manual

1. A summary statement which briefly describes the product and its main purpose.

2. The parts or components of the product, illustrated and labeled.

3. The procedure for using the product.

4. The procedure for troubleshooting.

THANK YOU!