Basic Techniques of Technical Writing

Definition in Report
A definition is an explanation that gives the precise meaning of a word of a group of words.
Definitions are used in reports to clarify technical terms that may be unfamiliar to the reader, not
only to clarify the words used for general discussion.
Informal Definition
An informal definition is a familiar word or phrase that immediately follows the technical
term being defined.
Example: The sample contained cretaceous (chalk-like) rock.
Example: A photometric analyzer (an instrument used to analyze light intensity) uses a
mercury-vapor lamp as a light source.
Formal Definition
A formal definition is written as one or two complete sentences and consists of three parts:

the word to be defined

a general class to which the word belongs
the characteristics of the word being defined that distinguish that word from other
members of the general class

Example:
Name
pulsimeter

General Class
an instrument

Distinguishing
Characteristics
that measures the
alternate expansion and
recoil of an artery,
caused by contractions
of the heart

A pulsimter is an instrument that measures the alternate expansion and

recoil of an artery, caused by contractions of the heart.
A hammer is a hand tool. It has a solid head set crosswise on a handle and is
used primarily for pounding.

Guidelines in Writing a Good Formal Definition

1. The class to which the word belongs must be expressed in specific terms as illustrated by
hand tool in the example above.
2. The distinguishing characteristics must be detailed enough to distinguish the word being
defined from other items included in the general class.
3. Another form of a word being defined is not to be used as part of the definition.
Example: Cancellation is the result of cancelling a number.
4. Word less familiar than the word being defined are not used as part of the definition.
Example: Gene mutation is a change caused by fundamental intramolecular
reorganization of a gene.
5. Some technical terms have more than one meaning.
Example: A cylinder as used in this report is a chamber in which force is exerted on
the piston of a reciprocating engine.
6. The purpose of a definition is to make the reader understand the meaning of an unfamiliar
word.
Expanded Definition
The expanded definition is a detailed explanation that follows the formal definition.
Example: The expanded definition of the clinometers begins with a formal; the writer then use
other kinds of explanation until the reader can visualize a clinometers, understand the
principle of operation, and determine how it is used.
Techniques Used in an Expanded Definition
Analysis, a device is separated into its major parts, or a process is divided into the major
steps needed to complete the process.
All digital computers have five basic parts: (1) an input device, (2) an output device, (3)
a memory device, (4) a logic or an arithmetic section, and (5) a control section.
Basic Principle, a fundamental rule or a scientific rule that permits something to operate in a
particular way.
A thermometer is constructed on the basic principle that mercury expands when
heated. Application of the principle is the reason mercury rises in a confined cylinder.

 Classification, all items belonging to a general class may be listed as part of an expanded
definition.
Comparison and Contrast, an unfamiliar device or process may be effectively defined
when similarities and differences between it and a familiar device or process are explained.
The pi tape is similar in appearance to the common tape measure used by carpenters
and other craftsmen. Like a tape measure, the pi tape is placed around the
circumference of a spherical object to determine diameter. In contrast, the pi divisions
on the pi tape give a direct reading of diameter instead of circumference.
Etymology, origin of the word or the changes in meaning that has occurred to give a word its
present meaning.
Component is derived from the Latin word componere meaning to put together. A component
is a constituent part, an ingredient.
Graphic Aids, using a picture of a device or process combined with verbal references to the
picture, the picture must be given a figure number and a name, each part of the picture must
also be identified
.
Location, where the object being defined is located often aids understanding.
Negative Statements, tells what a device or process is not
Digital computers should be confused with another class of computers known as analog
computers.
Physical Description, a description of any characteristics that is part of the material makeup
of a devicesize, color, texture, and shape. Combined with a graphic physical description is
an important kind of definition.
Specific Example, explains the circumstances under which a device or process is used. A
specific example that can be related to the experience of the reader is an effective method of
expanding a definition.
A variable-speed drive is used on power drill presses to vary the drilling speed.
Putting Definitions in Reports
1. in the introduction to the report
2. in the text
3. in a glossary, a collection of terms limited to a special area of knowledge