lec 3-style in technical writing

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Style in Technical Writing

Pfeiffer: Technical Communication© 2006 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.2

Overview of Style Definition of Style

The features of one’s writing that show its individuality – separating it from the writing of others and shaping it to fit the needs of particular situations


Writing Clear Sentences Sentence Terms

The most important sentence parts are the…

Subject the person doing the action or the

thing being discussed Verb

the action or state of being


Writing Clear Sentences Guidelines for Sentence Style

Place the Main Point Near the Beginning Original: After reviewing the growth of the

Cleveland office, it was decided by the corporate staff that an additional lab should be constructed at the Cleveland location.

Revision: The corporate staff decided to build a new lab in Cleveland after reviewing the growth of the office there.



Focus on One Main Clause in Each Sentence Original: The McDuff hiring committee

planned to interview Jim Steinway today, but bad weather delayed his plane departure, and the committee had to reschedule the interview for tomorrow

Revision: The McDuff hiring committee had to change Jim Steinway’s interview from today to tomorrow because bad weather delayed his flight.



Vary Sentence Length but Seek an Average Length of 15 – 20 words

Pfeiffer: Technical Communication© 2006 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Exercise

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This study was conducted to identify, to the extent possible, based on available information from the city files and the criteria described in our proposal of June 18, 2006, whether activities near the site may have involved the use, storage, disposal, or release of hazardous or potentially hazardous substances to the environment.


This study was conducted to identify, to the extent possible, based on available information from the city files and the criteria described in our proposal of June 18, 2006, whether activities near the site may have involved the use, storage, disposal, or release of hazardous or potentially hazardous substances to the environment.

This study was conducted to find out whether activities near the site involved the use, storage, disposal, or release of hazardous or potentially hazardous substances to the environment. The study was based on available information from the city files and on criteria described in our June 18, 1996 proposal.


Being Concise Replace Abstract Nouns with Verbs

Wordy: Confirmation of the contract occurred yesterday.

Concise: The contract was confirmed yesterday.

Shorten Wordy Phrases along the lines of - like during the course of - during in the event that - if


Being Concise Replace Long Words with Short

Ones approximately - about modification - change undertake - try, attempt

Leave Out Clichés last but not least step in the right direction skyrocketing costs


Being Concise Make Writing More Direct by

Reading It Aloud Indirect: We would like to suggest that

you consider directing your attention toward completing the project before the commencement of the seasonal monsoon rains in the region of the project area.

Direct: We suggest you complete the project before the monsoons begin.


Being Concise Avoid “There Are,” “It is,” and

Similar Constructions Original: There are many McDuff

projects that could be considered for design awards.

Revision: Many McDuff projects could be considered for design awards.


Being Concise Cut Out Extra Words

Original: During the course of its field work, the team will be engaged in the process of reviewing all of the notes that have been accumulated in previous studies.

Revision: During its field work, the team will review all notes accumulated in previous studies.


Being Accurate in Wording Distinguish Facts from Opinions Include Obvious Qualifying

Statements When Needed Use Absolute Words Carefully

Pfeiffer: Technical Communication© 2006 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Exercise Prior to commencing the project, they

met to prioritize their objectives. Documentation of the results of the lab

test appeared in the final report. In these modern times today, there are

new approaches that university students should take to the job search.

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Prior to commencing the project, they met to prioritize their objectives.

They met to rank the objectives before starting the project.


Documentation of the results of the lab test appeared in the final report.

The final report documented the results of the lab test.


In these modern times today, there are new approaches that university students should take to the job search.

Today, university students should take new approaches to the job search.


Using the Active Voice What Active and Passive Mean?

Active-Voice Emphasizes the person (or thing)

performing the action Passive-Voice

Emphasizes the recipient of the action itself


Using the Active Voice When Should Actives and Passives

Be Used? Use the active-voice when you want to…

Emphasize who is responsible for an action Stress the name of a company, whether

yours or the reader’s Rewrite a top-heavy sentence so that the

person or thing doing the action is up front Pare down the verbiage in your writing


Using the Active Voice When Should Actives and Passives Be

Used? Use the passive-voice when you want

to… Emphasize the receiver of the action or the

action itself rather than the person performing the action

Avoid egocentric tones that result from repetitious use of “I,” “we,” and the name of your company

Break the monotony of writing that relies too heavily on active-voice sentences


Using Nonsexist Language Sexism and Language

The use of wording, especially masculine pronouns like “he” or “him,” to represent positions or individuals who could be either men or women


Using Nonsexist Language Techniques for Nonsexist Language

Avoid Personal Pronouns Altogether Sexist: During his first day on the job,

any new employee must report to the company doctor for his employment physical.

Nonsexist: During the first day on the job, each new employee must report to the company doctor for a physical.


Using Nonsexist Language Techniques for Nonsexist Language

Avoid Personal Pronouns Altogether Use Plural Pronouns Instead of Singular Alternate Masculine and Feminine

Pronouns Use Forms Like “He or She,” “Hers or

His,” and “Him or Her” Shift to Second-Person Pronouns Be Especially Careful of Titles and Letter

Salutations

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- THE END -


Rewrite the following sentences for better understanding

There is a reverse beeper on this model, which sounds while the truck is backing.

The inspectors indicated that observation of the site occurred on July 16, 2005.

A new engineer at Petronas receives his first promotion after about a year.

Due to presence of a good deal of sand at the location, evacuations are anticipated by us to be relatively unstable.

The government at this point in time plans to discontinue its testing of every item but will undertake to implement testing again in approximately five months.

lec 3-style in technical writing

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upper saddle river

technical writing pfeiffer

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clear sentencesguidelines

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