TECHNICAL AND BUSSINESS WRINTING

TECHNICAL AND BUSSINESS WRINTING

Write Clear Sentences for your Reader

Submitted By:

Mohsin Shoaib Roll# 917 BS(SE) 2nd Semester

Submitted To:

To Write Clear Sentences you should follow the following steps:

Place The Main Idea First

To put the main idea first is the key principle for writing sentences

that are easy to understand Place the sentence’s main idea first

i.e its subject The subject makes the rest of the sentence accessible.

Use Normal Word Order

The normal word order in English is subject-verb-object This order

makes reading easier, because it reveals the topic first and then

develops the idea for the reader.

Normal Modems transmit data between two computers.

Inverted Data between two computers is transmitted by modems.

Use Active Voice

The active voice emphasizes the performer of the action rather than

the receiver The active voice helps readers grasp ideas easily

because it adheres to the subject-verb-object pattern and it puts the

performer of the action first.

Employ Parallelism

Using parallelism means to use similar structure for similar elements Careful writers use parallel structure for coordinate elements Coordinate elements are connected by coordinating conjunctions (and, but, or, nor, for, yet, so) phrases or clauses that appear in a series

Write Sentences of 12 to 25 Words

An easy-to-read sentence is 12 to 25 words long Shorter and longer sentences are weaker because they become too simple or too complicated

Use There are Sparingly

Over use of indefinite phrase there are and its related forms (there is , there will

be and so on) weaken sentence by burying the subject in the middle of a sentence Most sentences are more effective if the subject is placed 1st

Ineffective There are 22 different container sizes that lie in this

range

Effective This range includes 22 different container sizes.

Avoid Nominalizations

Avoid using too many nominalizations verbs turned into nouns by adding suffix such as –ion, -ity, -ment or –ness Nominalizations weaken sentences by presenting the action as a static nouns rather then as an active verb

Revise For Clarity

Submitted By:

Mohammad Azhar Roll# 907 BS(SE) 2nd Semester

During Revising you should keep in mind the following guidelines:

Avoid Strings Of Choppy Sentences

A string of short sentences results in choppiness To avoid this combine the short sentences to make a single sentence to make it clear

Avoid Wordiness

Ideas are most effective when they are expressed concisely Try to prune excess wording by eliminating redundancy and all unnecessary intensifiers (such as very), repetition and prepositional phrases

Avoid Redundant Phrases

Here is a list of some common redundancies A better way to express the ideas follows each.

Redundant Phrase More concise word or phrase.

due to the fact that Because

employed the use of Used

in a few words as Possible Concisely etc.

Avoid Noun Clusters

Noun clusters are three or more nouns joined in a phrase

Try to break them up.

Use You Correctly

Do not use you in formal reports Use you to mean ”the reader”; it should not mean “any one” or “I”.

Avoid Sexist Language

Language is considered sexist when the word choice suggests only one sex even though both are intended Avoid such phrases as he/she.

Write Clear Paragraphs For Your Reader

Submitted By:

Adnan Ahmad Roll# 914 BS(CS) 2nd Semester

To write clear paragraphs you should follow the strategies given below:

Put the Topic Sentence First

Almost all paragraphs begin with a topic sentence which is followed by several sentences that explains its central idea State the central idea of each paragraph in a topic sentence at the beginning of a paragraph Then follow with details that support and clarify the central idea.

Structure Paragraphs Coherently

In a paragraph that exhibits coherent structure, each sentence amplifies the point

of topic sentence You can indicate coherence by using words in four ways:

Repeat terms:

Repeat terms in order to emphasize them.

Use the Dominant Position:

Placing terms in dominant position means to repeat a key term as the

subject, or main idea, of a sentence.

Maintain Class or Membership Relationships:

To indicate class or membership relationships, use words that show

that the subsequent sentences are subparts of the topic sentence.

Provide Transitions:

Using transitions means connecting sentences by using words that signal

a sequence or pattern For example:

Sequence first….second… then….next

Arrange Sentences by Level

You can develop coherence by the way you place sentences in a paragraph The first level is that of the topic sentences, second level consists of sentences that support or explain the topic sentence The third in the fourth level further explains the second level For instance,

1 First Level

2 Second Level

3 Third Level

4 Fourth Level

OR

1 First Level

2 Second Level

3 Third Level

4 Fourth Level

Choosing A Tone For The Reader

&

Organize Documents Clearly

Submitted By:

Abdul Basit Roll# 919 BS(CS) 2nd Semester

Submitted To:

Choose A Tone For The Reader

There are four types of tones:

 Forceful Tone

 Passive Tone

 Personal Tone

 Impersonal Tone

Forceful Tone

The forceful tone implies that the writer is in control of situation To write forcefully :

• Use the Active Voice

• Use the subject-verb-object structure.

• Do not use “weasel words”(possibly, may be, perhaps).

• Use imperatives.

• Clearly indicate that you are the responsible agent

Passive Tone

The passive tone implies that the reader has more power than the writer To make the tone passive :

• Avoid imperatives.

• Use the passive voice.

• Use “weasel words”.

• Use longer sentences.

• Do not explicitly take responsibility.

Personal Tone

The personal tone implies that the reader and writer are equal To make a style personal :

• Use the active voice.

• Use first names.

• Use personal pronouns.

• Use short sentences.

• Use contractions.

• Direct questions at the reader.

Impersonal Tone

The Impersonal tone implies that the writer is not important To make the tone impersonal :

• Don’t use names, especially first names.

• Don’t use personal pronouns.

• Use the passive voice.

• Use longer sentences.

the contents of the documents in one of three ways :

• Define terms:

You can include definitions of key terms and concepts, especially if

you are describing a machine or a process.

• Tell why you are writing:

Although you know why you are writing, the reader often doesn’t know To orient the reader to your topic, mention the reason why you are writing

• State the purpose of document:

The purpose of the document refers to what the document will

accomplish for the reader.

Placing The Important Material First

Placing the important material first emphasizes its importance This strategy orients readers quickly and gives them the context so that they know what to look for as they read further Put statement of significance, definitions, any key terms at the

beginning.

Use Preview Lists

Preview lists contain the key words to be used in the document The basic list has three components : an introductory sentence that ends in a “control word”, a colon and

a series of items The items in a list are italicized.

Use Repetition And Sequencing

Repetition means restating 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 Structural Parallelism

Structural parallelism means that each section of a document follows the same organizational pattern.

TECHNICAL AND BUSSINESS WRINTING

GROUP PRESENTATION ON

TECHNICAL WRITING

STYLE

Submitted By:

Roll # 907 BS(SE) 2nd Semester Roll # 914 BS(CS) 2nd Semester Roll # 917 BS(SE) 2nd Semester

Roll # 919 BS(SE) 2nd Semester

Submitted To:

Miss Saira