CHAPTER 3

Basic Techniques
in Technical Writing

Lesson 1
Placement of Definition in Reports

Introduction
This chapter discusses the techniques basically employed in technical writing and
these are Placement of Definition in Reports, Classification and Partition, Description of
Mechanism, Description of Process, Set of Instructions, Interpretation and Analysis, and
Summarizing and Outlining.

Specifically, at the end of this lesson you should be able to:

1. Apply the appropriate techniques in writing.

Lesson Proper
What comes into your mind the moment you hear the word definition? What are the
different ways of defining terms in technical writing?

What is Definition?
Definition is a way of giving or explaining the
meaning of an abstract term or a concept.

It comes from Latin words, finire meaning “to limit”; and de meaning “from”.
Therefore, the explanation it gives is limited only to what the reader needs to know about
the term to avoid confusion.

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 To define is to set limit to or narrow down the area of meaning of the word. By
giving a meaning that clearly distinguishes what is being defined from other species or
things, definition works to prevent you from attaching other meaning to the target term.
As you come to know its specific group, basic features, and main function, you regard the
object as clearly different from other objects. As what Burnett (2005) said, this makes you
give the reversible property of definition, that is, a definition that fits only the word; the
word fits only the definition.

Technical writing is different from other types of writing. Technical writing uses
many scientific, technical or abstract terms and symbols that appear complex and
ambiguous. An insufficient explanation of these technical jargons may confuse the readers.
Thus, the terms that are often subjected to definition are expressions that readers find
unfamiliar such as abbreviations, acronyms, and other words with specialized meanings.
Thus, the extent of explanations given to a word greatly depends on the audience’s or
reader’s background knowledge of the term or on their familiarity with the word being
defined (Penrose, 2010).

Importance of Definition
Placement of Definition in
1. Reports
It gives the readers a clearer and
easier understanding of the concept
or idea enough to encourage him to
read continuously till the end of the
The location of Definition is
text.
based on:
2. It explains
(1)theideas orof
nature concepts
the behind
various innovations,
audience or readers; and
methods,
techniques in the field of technology.
(2)length of the definition;
3. It lessens the gap between
technologically experts
(3)the purpose andorlayout;
“high-
tech” people
and and “low-tech” people.

4. It frees a person
(4)the agreedfrom any
rules and
confusing,
practices in an area of of a
or misunderstanding
term. discipline.

5. It helps a company member do his

job more efficiently towards a
certain goal.

6. It makes any technical written work

readable to all kinds of audience or
readers.

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 If the definition is short; meaning, one or two-sentence long, it should be written in
the Footnotes.

But if the definition consists of just a word or phrase or if you think the reader is not inclined to read the
report completely, you must put the definition in the Glossary. The disadvantage about putting the
Definition in the Glossary is the way this section decreases the reader’s attention in reading every time he
consults the Glossary for the meaning of a difficult term.

Another section of paper where you can place Definitions is the Introduction, that is, the
meaning of the difficult term is necessary for the reader’s understanding of the major parts
of the paper.

But if the Definition uses 200 words or more, or it serves several purposes for the readers, its
place must be in the Appendix. (Lay, 2000)

Types of Definition Examples:

Dash
1. Informal Definition Rom – Read Only Memory – is
This type of definition is also called a a special memory that can be read
parenthetical definition or on in-text from but not written into.
definition. Appearing in the text in the form of
a synonym, a phrase, or a clause, this Parentheses
informal definition is distinguished or A tumor (swelling) signaling
separated from other words in the sentence the presence of cancer in one’s body
through a dash, a colon, a comma, is either malignant or benign.
parentheses, italics or bold face. In some
cases, it appears as a sentence following Comma
another sentence. (Phrase) A triptych, a painting
Being very quick and easy way of on three adjacent panels, is displayed
knowing the meaning of a term, informal at the lobby.
definition applies to general readers. It is also (Clause)Farad, which is a unit
called a dictionary definition because the of electricity capacity, sounds
meanings coming in the forms of individual unfamiliar to the newly hired
words or phrases writer after the term look Electrician.
like list of words in the dictionary sequentially
arranged opposite the target term.

2. Formal Definition 3. Extended,

Also called as Aristotelian and one-sentence Expanded, or Amplified
logical definition. Defining a term in a formal manner Definition
requires you to: As the name implies,
1. Mention the term or species to be defined; this type of definition goes
32.
|GEE 4 the genus, group or class where such
Name beyondT ethe
c h sentential
n i c a l Wlevel.
r i t i nItg
term belongs; and expands into a paragraph-
3. Provide the differentia to indicate its difference length definition using around
 C. Negation or Elimination. Central to this kind of extended definition are those
aspects, elements, or properties of the term or concepts that do not contribute to the
existence of such term. Because this kind of definition tells what a thing is not, it got
another called elimination. Stressing negative attributes of a things, it uses more negative

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sentences than positive ones, like out of ten sentences, six go for things not belonging or
related to the term; four sentences, for the properties of the word.

While this elimination often uses negative expressions like no, not, never. This
method is not exactly the same as the formal but erroneous negative or no-not definition.
Negation as an expanded definition happens in whole paragraph; erroneous negative or
no-not, in only one sentence. Further the former is a type of an acceptable extended
definition; the latter a type of a fallacious or faulty one-sentence logical definition.

Examples: A stapler is not an envelope opener.

A bolo is not a knife.

D. Operating Principle. This stress the process involved in the production or

creation of the thing referred to by the term being defined. Zeroing in on the process that
consists or events occurring sequentially, this extended definition uses an organizational
pattern called chronological order. Arranged based on their time of occurrence, the ideas
appear coherent in the paragraph with the help of transitional devices like conjunctions and
other conjunctive adverbs. Examples of these connectors are: first, second, then, next,
soon, previously, lastly, finally, afterwards, before, and so on.

E. Comparison-Contrast. This kind of definition makes you extend your

explanation of a concept or a thing by pointing out how such thing or concept is similar to
or different from other concepts. Use appropriate conjunctions for comparing, such as
similar to, also, both, the same as, as, like, among others.

For contrasting, use but, opposite, in contrast to, contrary to, conversely, while, etc.
The enumeration of the resemblance and unlikeness of the term to another object takes
place in paragraph.

F. Analysis by Partitioning. Through this expanded definition, a cleared picture of

the concept is given by examining and explaining the nature, characteristics, and function
of each component or part of a thing. In this case, to define a thing then is to divide this
entire thing its parts and analyze or study each part.

G. Use of Examples. This determines the meaning of a term or a concept by means

of this type of amplified definition is how this concept applies to another concept or how
one uses it in a certain situation. Hence, this paragraph-length definition enumerates the
many uses of one concept in a particular context.

H. Explication. In this case, the sentences following the preceding one that uses
difficult expressions have the function of unlocking the difficulties in the preceding
sentence. In other words, the second, third, or the succeeding sentences operate to give
the meanings of some difficult expressions used in the previous sentences.

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 I. Operational Definition. This explains the indispensable function in the process,
project, or activity. This function in differently situations, once your extended definition
gives emphasis to the role or use of this thing in a particular activity such definition
becomes an operational definition.

J. Stipulative Definition. Another way to extend the definition of a term is to

explain this word based on a special condition, a particular purpose, a requirement or a
limitation affecting any agreement between or among people. The definition depends solely
on how the parties to parties to the agreement perceive the necessity or relevance of the
term related to a certain aspect requirement, or condition of the agreement. The definition
arrived at by the entire paragraph reflects the consent of parties who have stipulated or
specified a condition or requirement which they have to agree upon.

4. Combined Definition

Several types of definition can be used in one paragraph to expand its meaning.
But, regardless of the number of definitions used, a paragraph-length definition must
always begin with a formal or one-sentence definition that exactly specifies its genus or
class and its function or purpose. Then extend its meaning through the various methods
of definition.

Lesson Reference:
Baraceros, E. L. (2011). Technical Writing in this Era of Globalization and Modern Technology.
Phil, Rex Book Store, Inc

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