LECTURE 12 TECHNICAL WRITING STYLE TECHNICAL WRITING STYLE

LECTURE 12 TECHNICAL WRITING STYLE

TECHNICAL WRITING STYLE Writing Clear Sentences Use normal word order (Subject –verb- object) Write sentences of 12 to 25 words Don’t let your sentences be too simple or too complicated • Use Active Voice • Use Parallel Structure • Put the Main Idea first • •

• • • Writing Clear Paragraphs Put the Topic Sentence first (subject) Structure paragraphs coherently Repeat terms if necessary Maintain class or member relationship Provide transitions (first, second and, also)

• • Revising for Clarity Avoid strings of Choppy Sentences Avoid wordiness Avoid Redundant Phrases Use “there are, there is, there will be” sparingly Avoid Noun Clusters Use “you” correctly Avoid gender biased language

• • Organizing Clearly Use context setting introductions Define terms Tell why you are writing Place important material first Use Preview List Use Repetition and Sequencing Use Structural Parallelism

Some examples of wordiness • • absolutely essential = essential a majority of = most, much of, many advance warning = warning armed gunman = gunman almost never = seldom based on the fact that = since/because basic necessity = necessity

• • • came to a realization = realized/recognized classify into groups = classify come to the understanding = understand depreciate in value = depreciate did not succeed = failed

Examples of choppy sentences • She took dance classes, she had no natural grace or sense of rhythm. She eventually gave up the idea of becoming a dancer. • She took dance classes, but she had no natural grace or sense of rhythm, so she eventually gave up the idea of becoming a dancer.

• Bears emerge from hibernation in spring. They wander through wetlands. They feed mainly on grasses. • When bears emerge from hibernation in the spring, they wander through wetlands and feed mainly on grasses.

Notation • When you write reports, assignments and workplace documents with information you have obtained from primary or secondary sources, you must acknowledge it by using some form of notation. • This notation can be done in three different ways.

• Citation in the text • Footnotes • Endnotes

Accuracy • Your communication should be factually correct-it should tell the truth. all the details should be correct. • The meeting is postponed • My plane arrives at 1400 hrs. • I look forward to seeing you then.

Brevity • Letters should be direct and to the point • Please be informed that this order will be despatched to you on 12 July. • Please be informed that I will be unable to accept your invitation on this particular occasion.

Clarity • Use clear language which the reader will understand. • Commence • Utilize • Terminate • Purchase • Come to a decision • Despite the fact that

• • • In the event that Give consideration to Under separate cover Despite the fact that In the near future At the present moment in time

Use the right tone • In written communication words should sound polite and friendly. • You have deliberately failed to reply to my letter • We cannot do anything about your problem • Your interview will be held on Wednesday.

• The problem would not have happened if you had connected the wires properly in the first place. • You computer’s guarantee has expired so you will have to pay for it to be repaired. • Its not our fault that your curtains faded.