CHAPTER NO: 04 TECHNICAL WRITING STYLE

 The contents of chapter

1. 2. 3. 4. 5.

Write clear sentences for your reader Write clear paragraphs for your reader Choose a tone for the reader Focus on Bias in language Focus on International communication

 You need to develop strategies for writing and revising. Mastering these strategies makes your ideas clearer to your audience and causes them to trust you.

1. Write Clear Sentences for your Reader

1.

Write Clear Sentences for your Reader

Follow these guidelines for composing sentences in order to make your writing clear: a) Place the sentences Main idea First:- It is a key principle for sentences to keep the main idea (at the top). After the readers have known the main idea earlier It will help them to tackle with the complexities that you have created.

 Example for wrong sentence (Main idea is last)

The writing of manufacturing processes, which explain the sequence of a parts production, and design specifications, which detail the materials needed to produce an object, are two types of professional writing I will do.

Example for right sentence (Main idea is first)

Two types of professional writing I will do are writing manufacturing processes, which explain the sequence of a parts production, and design specifications, which detail the materials needed to produce an object

i.

Use Normal Word Order:-

The normal word order in English is Subject+Verb+Object. This makes writing easier in reading, reveals the topic/subject first and makes it concise.

Example for Normal word Order:

The ASTM definition describes the process by which polymers break down.

Example for Inverted word order:

Polymers break down in a process described by the ASTM definition.

ii. USE THE ACTIVE VOICE The Active Voice emphasizes the Performer rather than the receiver .

For example:
I wrote the memo. Rather than The memo was written by me. This method was ruled out. should be The staff ruled out this method. OR I ruled out this method.

We can use Passive voice in the following conditions only:

a. Typical situation (needs no object):

Robots are used in repetitive activities.
Rather than saying:

Companies use robots in repetitive activities.

Here the subject (companies) is understood, therefore , it will be unnecessary to mention it.

b. Where putting a subject in Active could be accusative:

For example:
You violated the ethics code by doing that.
(Is Active but it accuses therefore ,it is impolite)

The ethics code was violated by that act.

(Passive avoids accusing therefore, it is polite)

c. To emphasize a certain word or object. For example:

Milk samples are preserved by the additive.
(Passive is used to emphasize milk samples)

The additive preserves the milk samples.

(Active is used to emphasize the additive)

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iii.

Employ Parallelism

Using Parallelism means to use similar structure for similar elements. All coordinate elements (elements with equal value in a sentence) must be used in parallel structure. Coordinate elements are connected by coordinating conjunctions as; and, but, or , nor, for, yet, so.

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 Words, phrases ,or clauses that appear in a series must also be put in parallel structure by treating them in the same way. e.g. (The italicized words make up a series).
Technical writers create memos, proposals, and manuals.

If coordinate elements in a sentence are not treated in the same way, the sentence is awkward and confusing.

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 For example:
A faulty sentence avoiding parallelism: Managers guarantee that they will replace the old system and to consider the new proposal.

Parallel :
Managers guarantee that they will replace the old system and that they will consider the new proposal.

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Faulty:
Typical writing situations include proposals, the sending of electronic mail, and how to update the system.

Parallel:
Typical writing situations include editing proposals, sending electronic mail, and updating the system.

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iv.

Write sentences of 12-25 words:

Example for a long sentence

The problem is the efficiency policy, which has measures that emphasize producing as many parts as possible, for instance, 450 per hour, compared to predetermined standard, usually measured by the machines capacity, say, 500, for a rating of 90%.
(40 words long single but complex sentence)

The problem is the efficiency policy, which calls for as many parts as possible compared to predetermined standard. If its capacity is 500 per hour, it has rating of 90%.
(Two sentences, 19 and 21 words long)
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v.

Use THERE ARE sparingly:

Overuse of indefinite phrase (There are) and its other forms as; there is there will be) weaken sentence by burying the subject in the middle of the sentence.

For example:
There is a change in efficiency policy that could increase our profits. (Ineffective sentence due to the use of there are) Our profits will increase if we change our efficiency policy. (More effective)

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THRE ARE could be used:

To avoid the verb (exist)

OR

For emphasis
For example:

Three standard methods exist. There are three standard methods.

(weak) (stronger)

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vi.

Avoid Nominalization:

Avoid using too many nominalizations, turning verbs into nouns by adding a suffix such as -ion, -ment, or ness.

Nominalization weakens sentences by presenting an abstract form of an action rather than an active verb.
Express the true action with strong verb.

For example:
The training policy for most personnel will have the requirement of the completion of an initial one-week seminar. (Abstract or static) The training policy will require most personnel to complete a one weekseminar. (Active)
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vii.

Avoid Strings of choppy sentences

Strings of choppy sentences(uneven) sentences appear as independent sentences. They deemphasize all the ideas because they are all treated equally. Combine and subordinate them. Subordinating them will express only important ones as main clauses. For example:
Both models offer safety belts. Both models have counterbalancing. Each one has a horn. Each one has lights. Each one offers wing-sided seats. These seats enhance safety. (Choppy) Both models offer safety belts, counterbalancing, a horn, and lights. Each one offers wing-sided safety belts, which enhance safety. (Clear)
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viii.

Avoid Wordiness

Eliminate all redundant and intensifiers (such as very). Example:- 1.

(Unnecessary) Two important concepts that go along with this field are (Subordinate clause) inventory control and marketing. Revised Two important concepts in this field are inventory control and marketing.

2. It is made of very thin glass that is milky white in colour.

(Redundant due to intensifiers plus unnecessary subordinate clause). It is made of thin, milky white glass. (Revised)

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ix.

Avoid Redundant Phrases

Here is a list of come common Redundancies and a better way to them. Redundant Phrase More Concise word/phrase Due to the fact that Because Employed the use of Used Basic fundamentals Fundamentals Completely eliminate Eliminate Alternative choices Alternatives Actual experience Experience Connected together Connected Final result Result Prove conclusively Prove In as few words as possible Concisely 21

x.

Avoid Noun Clusters

Noun clusters are three or more nouns joined in a phrase. Noun clusters must be broken down to make writing easy. For example:

Allowing individual input variance of data process entry will result in higher morale in the keyboarders.
(Noun Cluster)

we will have higher morale if we allow the keyboarders to enter data at their own rate. (Revised)
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xi.

Use YOU correctly

Do not use you in formal reports . Use you to mean the reader It should not mean I . For example: I knew when I took the training course that you must experience the problems firsthand. I knew when I took the training course that I must experience the problems firsthand.

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xii.

Avoid Sexist Language

The language is considered sexist when the word choice suggests only one sex even though both are intended. Try to avoid such clumsy phrases as He/she or S/he. An occasional he or she is acceptable. Examples: The clerk must make sure that he punches in. (Sexist) The clerk must make sure to punch in. (infinitive is used to generalize/avoid sexist). (Use the Plural to refer to plural sense singulars) as: Everyone will bring their special dish to the company potluck. (Here their refers to everyone which is singular but has plural sense) Using singular to refer everyone as He/she would have caused sexist
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2.

Write Clear Paragraphs for Your Reader

A paragraph consists of a topic sentence. A topic sentences expresses the central idea of that paragraph. The topic sentence is followed by several sentences of its explanation/development/support. This top-down arrangement enables a reader to grasp idea of the paragraph easily.

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i.

Put the Topic Sentence First:

Putting the topic sentence first gives paragraph a direct, straightforward style. For Example: (Topic sentence) Assembly drawings are drawings that portray and explain the completely fabricated final product. Assemblies are drawn on average sheet of paper. (Supporting details) They generally have two or three views that convey all the information the reader needs about the part. The assembly also explains different parts of the drawings through the bill of materials, a listing of all the different parts that make up the entire piece. It gives the costs, quantity, and description of each part. The assembly drawings, then, provide a basic 26 overview of the entire product.

ii.

Structure Paragraphs Coherently:

Make the paragraph coherent by amplifying point of the topic sentence through each sentence. We can indicate coherence through: a) Repeating terms b) Placing key terms in the dominant position, c) Indicating Class of membership d) By using transitions and e) Arranging sentences by level
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a) Repeat Terms
Repeat terms for emphasis. As in the following example the word PATH is repeated in the in the second sentence to provide further details: Path was new idea in sentence 1 but old idea in sentence 2. Because fluid does not compress, its only path is between the gears and the housing. This path is least resistant-it allows the fluid to flow in that direction easily.

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b.

Place Key Terms in the Dominant Position

Placing key terms in the dominant position means to repeat key terms as the subject or main idea, of a sentence. This makes reader return to the same topic and find it developed in another. In the following paragraph , CONTRAST is the dominant term and it is always in dominant position. contrast is one of the most important concepts in black-and white-print -making Soft-contrast just a range of grays- is used to portray a calm effect, such as a fluffy kitten. Hard-contrast, on the other hand, creates sharp blacks and bright whites. It is used for 29 dramatic effects, such as striking portraits.