1. Drafting and Revising Definitions and Descriptions
Chapter 9
Drafting and Revising Definitions and Descriptions

2. Two Uses of Definitions
Definitions clarify a description of a new development or a new technology in a technical field. For instance, a zoologist who has discovered a new animal species names and defines it.
Definitions help specialists communicate with less knowledgeable readers. A manual explaining how to tune up a car includes definitions of parts and tools.
Chapter 9. Drafting and Revising Definitions and Descriptions

3. Definitions—Explain what something is
The world of business and industry depends on clear definitions.
Definitions assist readers understand what you MEAN by a word or phrase.
Chapter 9. Drafting and Revising Definitions and Descriptions

4. Descriptions—Discuss the detailed PHYSICAL aspects of a thing
Descriptions usually provide a fuller picture of an object, mechanism, or a process.
Descriptions often go into detail about the components (parts) of an object or mechanism OR the stages of the process
Chapter 9. Drafting and Revising Definitions and Descriptions

5. Chapter 9. Drafting and Revising Definitions and Descriptions
Types of Definitions
Parenthetical
Sentence
Extended
Chapter 9. Drafting and Revising Definitions and Descriptions

6. Type of Definition: Parenthetical
Parenthetical: A brief definition placed unobtrusively in a sentence.
Often, parenthetical is just a word or phrase placed within the sentence
Chapter 9. Drafting and Revising Definitions and Descriptions

7. Examples of Parenthetical
The crane is located on the starboard (right side) of the ship.
Summit Books announced its intention to create a new colophone (emblem or trademark).
Motorboating is permitted in the Jamesport Estuary, the portion of the bay that meets the mouth of the Jamesport River.
Chapter 9. Drafting and Revising Definitions and Descriptions

8. Type of Definition: Sentence
Sentence Definition: A one sentence clarification—more formal than Parenthetical.
Sentence definition usually includes:
Item
Category
Distinguishing characteristics
May also include a graphic
Chapter 9. Drafting and Revising Definitions and Descriptions

9. Guidelines for Writing Effective Sentence Definitions
Be specific in stating the category and the distinguishing characteristics.
Don't describe a specific item if you are defining a general class of items.
Avoid writing circular definitions: definitions that merely repeat the key words or the distinguishing characteristics of the item being defined in the category.
Be sure the category contains a noun or a noun phrase rather than a phrase beginning with when, what, or where.
Standard pattern for sentence definitions
Item = Category + Distinguishing Characteristics
Chapter 9. Drafting and Revising Definitions and Descriptions

10. Examples of Sentence Definition
An electrophorous is a laboratory instrument used to generate static electricity.
A Bunsen burner is a small laboratory heating device consisting of a vertical metal tube connected to a gas source.
Many sentence definitions include a graphic.
Chapter 9. Drafting and Revising Definitions and Descriptions

11. Chapter 9. Drafting and Revising Definitions and Descriptions
Extended Definitions
Detailed clarification
Usually one or more paragraphs
Often begins with a sentence definition
Chapter 9. Drafting and Revising Definitions and Descriptions

12. Techniques Used in Extended Definitions
Graphics
Examples
Partition
Divide into smaller parts
Principle of operation
How something works
Comparison and contrast
Analogy
Specialized comparison
Negation
Specialized contrast; distinguish from possible confusing terms
Etymology
Where a word came from
History of the term
Chapter 9. Drafting and Revising Definitions and Descriptions

13. Deciding Where to Place the Definition
In the text
In a marginal gloss
In a hyperlink
In footnotes
In a glossary
In an appendix
Chapter 9. Drafting and Revising Definitions and Descriptions

14. Chapter 9. Drafting and Revising Definitions and Descriptions
Explains what something “looks” like
Verbal and visual representations so the reader can “see” the:
Objects
Mechanisms
Processes
Chapter 9. Drafting and Revising Definitions and Descriptions

15. Principles for Writing Descriptions
Clearly indicate the nature and scope of the description.
Introduce the description clearly.
Provide appropriate detail.
Conclude the description.
Chapter 9. Drafting and Revising Definitions and Descriptions

16. Questions to Answer in Introducing Object or Mechanism Descriptions
What is the item?
What is the function of the item?
What does the item look like?
How does the item work?
What are the principal parts of the item?
Chapter 9. Drafting and Revising Definitions and Descriptions

17. Questions to Answer in Introducing Process Descriptions
What is the process?
What is the function of the process?
Where and when does the process take place?
Who or what performs the process?
How does the process work?
What are the principal steps of the process?
Chapter 9. Drafting and Revising Definitions and Descriptions

18. Providing Appropriate Detail in Mechanism and Object Descriptions
Choose an appropriate organizing principle:
functional
spatial
Use graphics.
Chapter 9. Drafting and Revising Definitions and Descriptions

19. Providing Appropriate Detail in Process Descriptions
Structure the step-by-step description chronologically.
Explain causal relationships among steps.
Use the present tense.
Use graphics.
Chapter 9. Drafting and Revising Definitions and Descriptions

20. Chapter 9. Drafting and Revising Definitions and Descriptions
Descriptive Report
Objects
Physical site or an actual item.
Mechanisms
A synthetic object consisting of a number of identifiable parts that work together as a system.
Processes
An activity that takes place over time.
Descriptors that explain how something happens.
Chapter 9. Drafting and Revising Definitions and Descriptions

21. Writing Descriptive Reports
Title:
Clearly indicate the nature and scope of the description in the title.
Chapter 9. Drafting and Revising Definitions and Descriptions

22. Chapter 9. Drafting and Revising Definitions and Descriptions
Byline:
Include name underneath the title of your report, you can do a “byline.”
by Andrew Aken
Include your name and your credentials at the end of the document
Andrew Aken, TRM 316 Technical Writing Instructor, Carbondale, IL,
Chapter 9. Drafting and Revising Definitions and Descriptions

23. Chapter 9. Drafting and Revising Definitions and Descriptions
Abstract:
Brief Descriptive or Informative abstract of your report.
Write it after you write your report.
Incorporate it into the design of your report.
It should be approximately 10% of your report.
Chapter 9. Drafting and Revising Definitions and Descriptions

24. Chapter 9. Drafting and Revising Definitions and Descriptions
Introduction:
Indicate the specific object about to be described.
Indicate what the audience needs in terms of knowledge and background (see background below).
Give a general description of the object and its function (what is its function?).
Chapter 9. Drafting and Revising Definitions and Descriptions

25. Chapter 9. Drafting and Revising Definitions and Descriptions
Introduction:
Organize (partition) the object into components that you will later describe in detail.
You can use these as the major and minor headings.
Give a generally agreed upon definition. (see pp ).
Chapter 9. Drafting and Revising Definitions and Descriptions

26. Chapter 9. Drafting and Revising Definitions and Descriptions
Introduction (cont.):
Be able to understand the detailed information to follow.
Provide a broad understanding of the object, or mechanism.
What is the item?
What is the function of the item?
What does the item look like?
How does the item work?
What are the principle parts of the item?
Chapter 9. Drafting and Revising Definitions and Descriptions

27. Background, Related Operation, and Graphics:
The background could provide relevance and insight into why the topic was developed or implemented or possibly how the topic has evolved.
Chapter 9. Drafting and Revising Definitions and Descriptions

28. Background, Related Operation, and Graphics:
It may be useful to briefly explain the operation or process associated with the object you are describing.
For example, if you are describing a hard drive, you could briefly explain how it works.
Chapter 9. Drafting and Revising Definitions and Descriptions

29. Background, Related Operation, and Graphics:
Provide illustrations of the object you are describing with identification information and with labels pointing to the parts.
Include headings and subheadings to mark off the discussion of the individual parts or characteristics.
Chapter 9. Drafting and Revising Definitions and Descriptions

30. Discussion of the parts or characteristics (Description):
Provide appropriate detail.
Separate object into parts, sections, or characteristics (remember this is called partitioning). Use headings to help guide your reader. Use graphics to help clarify sections.
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31. Chapter 9. Drafting and Revising Definitions and Descriptions
Provide appropriate detail.
Define each part and then, if applicable, describe its function, operating principle, and appearance.
Choose an appropriate organizing pattern
Spatial: Based on the physical structure of the item: from top to bottom, east to west, outside to inside, and so forth.
Functional: the way the item works or is used.
Conclude the description.
Brief conclusion, so last portion is not last thing reader remembers.
Chapter 9. Drafting and Revising Definitions and Descriptions

32. Chapter 9. Drafting and Revising Definitions and Descriptions
Conclusion:
Conclusion can be a brief summary of the object.
Chapter 9. Drafting and Revising Definitions and Descriptions

33. Chapter 9. Drafting and Revising Definitions and Descriptions
Cite Sources:
Cite any source that you used to collect data for your descriptive report.
Please cite a minimum of three sources.
Definitions
Graphics
Paraphrases
Direct Quotes
Chapter 9. Drafting and Revising Definitions and Descriptions

34. Strategies for Defining Terms for Readers from Another Culture
Add a glossary: a list of definitions.
Use Simplified English and easily recognizable terms in definitions.
Pay close attention to key terms.
Use visuals to help readers understand a term or concept.
Chapter 9. Drafting and Revising Definitions and Descriptions