Agenda Writing is Communication

• (1) Writing is Communication y->Writing done in a work/business environment

• (2) Writing Correctly: Word Level Problems
y-> “How to” communicate information with
• (3) Writing Correctly: Sentence Level the intent of achieving a desired purpose
Problems
• (4) Writing Correctly: Text Level Problems Receiver
Sender
• (5) Practice (Writer) (Reader)
• (6) Elements of Good Technical Writing Written Text

Text Level

Writing Correctly Sentence Level

Word Level

Levels of Writing
What problems a sentence may have at the What problems a sentence may have at the
word level? word level?

Word Choice
Spelling Encourage/motivate
good principles know This is a bad picture that can promote people to smoke
You may have god principals, but you do not now how to more.
apply them in life.

whether course
Powerless/helpless
I did not know weather I should take this coarse or
choose another one. I felt impotent after the movie.

Word Level Word Level

What is a sentence? Fragment

A fragment is an incomplete sentence, with
incomplete meaning
•This company works in different fields. Such as
A sentence is a statement, group of words, that
office supplies and equipment.
has three characteristics:
1.Has a complete meaning This company works in different fields, such as
2.Has at least one verb office supplies and equipment.
3.Starts with a capital letter and ends with a
period •I need to look for another job. Because my
company is cutting down jobs.
I need to look for another job because my
company is cutting down jobs.
Sentence Level
Sentence Level
Run-on
A run-on is a sentence in which two or more clauses
written after each other with no punctuation or with
coordinators (but, and, ..)
Learning a new language is like learning to swim it
takes a lot of practice.
Learning a new language is like learning to swim;
it takes a lot of practice.
Learning a new language is like learning to swim.
It takes a lot of practice.
Learning a new language is like learning to swim,
and it takes a lot of practice.
Sentence Level
Dangling modifier
A dangling modifier is a modifier that is located away
from what it describes. Sometimes the modifier is in a
one sentence and the described part is in another.
Having visited the site, the problem still needs a
lot of work.
Having visited the site, the engineers realized that
the problem still needs a lot of work.
An engine may crack when cold water is poured in
unless it is running.
Unless it is running, an engine may crack when cold water
is poured in.
Sentence Level
Comma splice
A comma splice is a sentence in which two or more
clauses written after each other with a comma instead
of a coordinator or a conjunction.
New York is an international city, people from
many cultures and ethnic groups live there.
New York is an international city; people from
many cultures and ethnic groups live there.
New York is an international city, and people from
many cultures and ethnic groups live there.
New York is an international city as people from
many cultures and ethnic groups live there.
Sentence Level
Parallelism
Parallelism means that each item in a list or
comparison follows the same grammatical pattern.
My English class is made of Chinese, French, and some
are from Spain.
My English class is made of Chinese, French and
Spanish.
A good test would use small amounts of plant material,
require little time, is simple to run and is accurate.
A good test would use small amounts of plant material,
require little time, be simple to run and be accurate.
Sentence Level

Connectors
Despite the benefits students gain from service
learning, opponents yet argue its legality.
Despite the benefits students gain from service
learning, opponents argue its legality.
Students gain many benefits from service
learning. Yet, opponents are argue its legality.
Text Level
Goals of Technical Communication
Elements of Good Technical Writing
y Clarity
y Conciseness
y Accuracy (use of
correct English)
y Organization
Practice
Identify the problem in each of the following sentences and
suggest a way to correct each one.
1. My academic advisor told me not to take 18 credit
hours for the fall semester I'm regretting not having
listened to her.
2. When eight years old, Granddad bought me a toy train.
3. The teacher wanted to know which country we came
from and our future goals.
4. These calculators provide the same features as others,
they also plot points on a graph.
5. Competition arises the level of challenge between
engineers forcing them to do their best.
6. There are enough garbage cans, so no one will through
their garbage in the streets.
To achieve clarity:
y Provide Specific Detail
y Answer the Reporters’ Questions
y Use Easily Understandable Words
y Use Verbs in the Active Voice Versus the
Passive Voice
Clarity
Vague Writing (Bad): Reporter’s Questions = who, what, when, where,
why, and how
“Put enough air in your tires.”
(How much air is “enough”?) Indefinite Writing (Bad):
Vague word “We bought a new machine to solve the problem.”
y Who is “we”?
Clear Writing (Good): y What is the “new machine”?
“Fill your tires to 32 pounds per square y When was the purchase made?
y Where was the machine located?
inch.” y Why was the purchase made—what was the problem?
Specific detail y How much did the machine cost?

Clarity—Answer Reporter’s
Clarity—Provide Specific Detail Questions

NOTE:
NOTE:
Clear Writing (Good): Puzzling Writing (Bad):
“The marketing department bought a “We are aware of your need Write
Write to
to
new laser printer ($595) on June 10 for for issuance of citations pursuant express
express,, not
not to
to
our production room. This printer will to code 18-B1 CPR violations.” impress! Use
impress! Use
produce double-side, color copies unlike Define words
words that
that are
are
our prior printer.” abbreviations easy to
easy to
like “CPR.” understand.
understand.

Clear Writing (Good):

“We know you need to send citations because of
code 18-B1 Continuing Property Record
violations.”
Clarity—Answer Reporter’s
Clarity—Use Easily
Questions (cont.)
Understandable Words
Avoid Passive Voice: NOTE:
NOTE:
“It has been determined Active
Active voice
voice
Conciseness
that the machine was sentences
sentences areare less
less
wordy and more
wordy and more To achieve conciseness:
broken by John.”
direct
direct than
than y Write to “fit the box”
passive voice
passive voice y Limit paragraph length
Clear Writing constructions.
constructions.
(Use Active Voice): y Limit sentence length
“John broke the machine.” y Limit word length

Clarity—Use Verbs in the

Active Voice vs. the Passive
Voice

y Technical communication often “fits in a

box.”
◦ An automobile’s user manual must fit in the
glove compartment.
◦ Instructions for baking brownies must fit on
the back of the brownie box.

y Due to technological advancements, the

box is shrinking. Consider the monitor
size of:
◦ Cell phones
◦ PDAs
◦ E-mail screens
◦ PowerPoint slides
Conciseness—Write to “fit the
Conciseness—Write to “fit the
box”
box” (cont.)
 The size of this Boxes within
e-mail box limits boxes within
the size of your boxes
correspondence.

Conciseness—Write to “fit the Conciseness—Write to “fit the

box” (cont.) box” (cont.)

y To write concisely, limit paragraph length BAD; long paragraphs are hard to read
to approximately: (boring)
◦ 4-6 lines of text Please prepare to supply a readout of your findings and
◦ 50 words per paragraph recommendations to the officer of the Southwest Group
at the completion of your study period. As we
discussed, the undertaking of this project implies no
y To write concisely, limit sentence length currently known incidences of impropriety in the
Southwest Group, nor is it designed to find any.
to 10-15 words (average) Rather, it is to assure ourselves of sufficient caution,
control, and impartiality when dealing with an area
laden with such potential vulnerability. I am confident
y To write concisely, limit word length to 1-2 that we will be better served as a company as a result
syllables (average) of this effort.
NOTE: NOTE:
Conciseness—Limit Paragraph,
All
Allwords
wordscannot
cannot
cannotbe
cannotshorten
be1-2
shortenwords
1-2syllables!
wordslike
syllables! You
like
You
Conciseness—Limit Paragraph
Sentence, Word Length “telecommunications,”
“telecommunications,”“engineer,”
“accountant.”.
“accountant.”.
“engineer,”or or
Length
Change
Changethe
thewords
wordsyou
youcan;
can;leave
leave
other
otherwords
wordsalone.
alone.
Better Writing NOTE: Try to Avoid:
Please prepare to supply a readout of your NOTE: NOTE:
NOTE:
“During the month of July, I
findings and recommendations to the Shorter
Shorterparagraphs
paragraphs
officer of the Southwest Group at the are made a decision to positively This
Thissentence
sentenceisis23
23
areeasier
easierto
toread.
read.
completion of your study period. words
wordslong,
long,and
anditituses
uses
Spacing gives readers
Spacing gives readers impact my writing inabilities five
fivewords
wordsover
overtwo
two
aachance
chancetotostop,
stop,
As we discussed, the undertaking of this breathe,
breathe,and
anddigest
digest
by having a meeting with an syllables
syllables(underlined).
(underlined).
project implies no currently known the
theinformation.
information. instructional advisor.”
incidences of impropriety in the Southwest
Group, nor is it designed to find any. These
Theseparagraphs
paragraphsareare
Rather, it is to assure ourselves of still
stillhard
hardto
toread,
read,due
due Better Writing NOTE:
NOTE:
sufficient caution, control, and impartiality to
tothethesentence
sentenceand
and “In July, I decided to improve This
Thissentence
sentenceisis13
13
when dealing with an area laden with such word length.
word length.
my writing by meeting with a words
wordslong,
long,and
anditituses
uses
potential vulnerability.
one
oneword
wordover
overtwo
two
teacher.” syllables
syllables(underlined).
(underlined).
I am confident that we will be better served
as a company as a result of this effort.
Conciseness—Limiting Word
and Sentence Length

y Use appropriate organizational modes to

help readers understand your content:
◦ Spatial (good for technical specifications)
y Errors in your writing make you look
◦ Chronological (good for instructions)
unprofessional.
◦ Importance (good for focusing your reader’s
attention on the key ideas in writing)
y Proofread to catch and correct errors.
◦ Comparison/Contrast (good for showing
alternatives in any type of writing)
y Proofread, proofread, proofread
◦ Problem/Solution (good for proposals)

Accuracy Organization