1. Blay Whitby 2005 blayw@sussex.ac.uk
Style for Readability
Blay Whitby 2005

2. Technical Communications
Style for Readability
Look back in fond remembrance
Structure - yet again
Micro-structure
Sentences
Use and abuse of sentences
06/05/2019
Technical Communications

3. Technical Communications
Layout
Aim: Ease of Reading
Techniques:
Don't overfill the page
Leave space around titles
Clear print
Title page
Contents
Page numbers
Names, Dates, Addresses, , www.
06/05/2019
Technical Communications

4. Technical Communications
Pace
The rate at which the printed page presents information to the reader In technical writing it should maintain the interest of the T.A.                                          Rathbone(1966)
'Enables the reader to keep his mind working just a fraction of second behind his eye as he reads along'
See Rathbone's examples
06/05/2019
Technical Communications

5. Technical Communications
Sections & Paragraphs
Length should be adjusted to meet:
The level of complexity of the topic
The technical level of the T.A.
The position in the report
A good paragraph will convey just one idea Ideally this will stated in a topic sentence, then developed logically
Too long is a far more frequent mistake than too short
06/05/2019
Technical Communications

6. Technical Communications
Sentences
Just as a well-structured report is easier to read than a poorly-structured one, so a well-structured sentence is easier to read than an unstructured or confused one.
06/05/2019
Technical Communications

7. Technical Communications
Style for Readability
The ideal sentence should convey just one thought, which should be its primary clause.
Any subordinate clauses should be closely related ideas.
The first and last words are in emphasized positions.
Non-sentences will be penalized. Grammar alone does not a good sentence make.
06/05/2019
Technical Communications

8. Technical Communications
How many sentences?
Live And Let Die
The Man With The Golden Gun
The Spy Who Loved Me
For Your Eyes Only
You Only Live Twice
On Her Majesty’s Secret Service
From Russia With Love
Never Say Never Again
Tomorrow Never Dies
A View To A Kill
06/05/2019
Technical Communications

9. Technical Communications
How many sentences?
Live And Let Die √
The Man With The Golden Gun
The Spy Who Loved Me
For Your Eyes Only
You Only Live Twice
On Her Majesty’s Secret Service
From Russia With Love
Never Say Never Again
Tomorrow Never Dies
A View To A Kill
06/05/2019
Technical Communications

10. Technical Communications
How many sentences?
Live And Let Die √
The Man With The Golden Gun
The Spy Who Loved Me
For Your Eyes Only
You Only Live Twice √
On Her Majesty’s Secret Service
From Russia With Love
Never Say Never Again
Tomorrow Never Dies
A View To A Kill
06/05/2019
Technical Communications

11. Technical Communications
How many sentences?
Live And Let Die √
The Man With The Golden Gun
The Spy Who Loved Me
For Your Eyes Only
You Only Live Twice √
On Her Majesty’s Secret Service
From Russia With Love
Never Say Never Again √
Tomorrow Never Dies
A View To A Kill
06/05/2019
Technical Communications

12. Technical Communications
How many sentences?
Live And Let Die √
The Man With The Golden Gun
The Spy Who Loved Me
For Your Eyes Only
You Only Live Twice √
On Her Majesty’s Secret Service
From Russia With Love
Never Say Never Again √
Tomorrow Never Dies √
A View To A Kill
06/05/2019
Technical Communications

13. Technical Communications
Voices
Most technical writers over-use the passive voice e.g.  
'The identification of the of the components in the module is by colour codes.'
The active voice is usually shorter and clearer.
'Colour codes identify the components in the module'.
06/05/2019
Technical Communications

14. Personal and Impersonal Forms
Many authorities (eg. Turk and Kirkman, 1982) suggest using the personal form in preference to the impersonal e.g.
'I feel that you should continue using JAVA for this task.‘
Compare:  
'JAVA would appear to be the most suitable language for this task.'
06/05/2019
Technical Communications

15. Personal and Impersonal Forms
Impersonal forms may be becoming old-fashioned. However, don't make it too personal - a technical report is not a letter.
Readability for the T.A. must be the overriding decision criterion - do not make changes just because you suspect something is 'good style'.
06/05/2019
Technical Communications

16. Technical Communications
Usage of Words
Consider the T.A. Follow the accepted rules of 'good English‘.
Use words accurately - are you sure it means exactly what you want to say (dictionary).
Use words sparingly - is there a simpler, better word? (thesaurus).
Do not use 10 words where one will do.
06/05/2019
Technical Communications