Technical Writing Style - PowerPoint Presentation

Slide1

Technical Writing Style

Lecture-5

(28-02-12) By: Syed Abrar Hussain ShahSlide2

Today…

Guideline for Writing Clear Sentence

Guideline for writing Clear Paragraph

Guideline for Revising for Clarity

Guidelines for Organizing ClearlySlide3

Guideline for Writing Clear Sentence

Use Normal Word Order

Write Sentences of 12 to 25 Words

Use Active Voice

Use Parallel Structure

Put Main Idea FirstSlide4

The normal word order in English is

subject-verb-object

.

That order usually produce the clearest, most concise sentences.

Clear:

Patients write memos to doctors.

Wordy: Memos to doctors are kinds of writing done by patients.

1- Use Normal Word OrderSlide5

An easy-to-read sentence is 12 to 25 words long.

Shorter or longer sentences are weaker because they become too simple or complicated.

Write Sentences of 12 to 25 WordsSlide6

The active voice is more direct than the passive voice.

Active Voice:

Aslam started his business.

Passive Voice:

Business was started by Aslam.

Use Active VoiceSlide7

Using parallel structure means using similar structure for similar elements.

Faulty:

Management guarantees that the old system will be replaced and to consider the new proposal.

Parallel:

Management guarantees that the old system will be replaced and to consider the new proposal will be considered.

Use Parallel StructureSlide8

Place the sentence’s main idea -

its subject

- first.

When you do so you provide the context to what follows.

Put Main Idea FirstSlide9

2- Guideline for writing Clear Paragraph

Put the Topic Sentence First

Structure Paragraphs Coherently Slide10

In technical writing, almost all paragraphs begin with a topic sentence, followed by several sentences that explain the central idea.

Researchers have discovered that readers comprehend a paragraph more quickly if the general or topic idea is placed first. (Slater)

This structure, called

deductive

, gives your paragraphs the direct, straightforward style preferred by most report readers.

Put the Topic Sentence First Slide11

In a coherent paragraph, each sentence relates clearly to the topic sentence or controlling idea, but there is more to coherence than this.

If a paragraph is coherent, each sentence flows smoothly into the next without obvious shifts or jumps.

Structure Paragraphs Coherently Slide12

3- Guideline for Revising for Clarity

Avoid String of Choppy Sentences

Avoid Wordiness

Avoid Redundant Phrases

Avoid Abstract and General Terms

Use

There Are Sparingly Avoid Nominalizations Avoid Noun ClustersUse

You CorrectlySlide13

4- Guidelines for Organizing Clearly

Use Context-Setting Introductions

Place Important Material First

Use Preview Lists

Use Repetition and Sequencing

Use Structural ParallelismSlide14

Your introduction should supply an overall framework so that the reader can grasp the later details that explain and fill it.

You can use an introduction to orient readers to the context of the document in one of three ways:

To define terms,

To tell why you are writing, and

To tell the document’s purpose.

Use Context-Setting IntroductionsSlide15

The beginning of a section or paragraph is an emphatic spot.

Placing important material first emphasizes its importance.

This strategy orients readers quickly and give them a context so that they know what to look for as they read further.

Place Important Material FirstSlide16

Preview lists contain the key words to be in the document.

You can use lists in any writing situations to indicate organizations.

Use Preview ListsSlide17

Repetition means restarting key subject words or phrases from the preview list.

Sequencing means placing the key words in the same order in the text as in the list.

Use Repetition and SequencingSlide18

Structural parallelism means that each section of a document has the same organization.

Use Structural ParallelismSlide19

Thanks a lot…