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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2010 by Bedford/St. Martin's 1
Understanding definitions, descriptions, and
instructions
• A definition is typically a brief explanation of
an item or concept using words and
(sometimes) graphics.
• A description is typically a longer explanation,
usually accompanied by graphics of an item,
concept, or process.
• A set of instructions is a kind of process
description intended to enable a person to
carry out a task.
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2010 by Bedford/St. Martin's 2
Definitions have two main uses:
• 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.
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2010 by Bedford/St. Martin's 3
Use these four 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.
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2010 by Bedford/St. Martin's 4
There are three types of definitions:
• parenthetical
• sentence
• extended
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2010 by Bedford/St. Martin's 5
Sentence definitions follow a typical pattern:
Item = Category + Distinguishing Characteristics
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2010 by Bedford/St. Martin's 6
Follow these four 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, that is, 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.
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2010 by Bedford/St. Martin's 7
Eight techniques are used in extended
definitions:
• graphics
• examples
• partition
• principle of operation
• comparison and contrast
• analogy
• negation
• etymology
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2010 by Bedford/St. Martin's 8
Decide where to place the definition:
• in the text
• in a marginal gloss
• in a hyperlink
• in footnotes
• in a glossary
• in an appendix
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2010 by Bedford/St. Martin's 9
Descriptions are verbal and visual
representations of three items:
• objects
• mechanisms
• processes
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2010 by Bedford/St. Martin's 10
Follow these four principles in writing
descriptions:
• Clearly indicate the nature and scope of the
description.
• Introduce the description clearly.
• Provide appropriate detail.
• Conclude the description.
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2010 by Bedford/St. Martin's 11
Answer these five questions 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?
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2010 by Bedford/St. Martin's 12
Answer these six questions 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?
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2010 by Bedford/St. Martin's 13
Provide appropriate detail in mechanism and
object descriptions
• Choose an appropriate organizing principle:
functional
spatial
• Use graphics.
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2010 by Bedford/St. Martin's 14
Provide appropriate detail in process
descriptions
• Structure the step-by-step description
chronologically.
• Explain causal relationships among steps.
• Use the present tense.
• Use graphics.
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2010 by Bedford/St. Martin's 15
This is a process description based on a
graphic
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2010 by Bedford/St. Martin's 16
Consider five questions in designing a
set of instructions:
• What are your reader’s expectations?
• Do you need to create more than one set of
instructions for different audiences?
• What languages should you use?
• Will readers be anxious about the information?
• Will the environment in which the instructions
are read affect the document design?
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2010 by Bedford/St. Martin's 17
Follow these two guidelines in designing
clear, attractive pages:
• Create an open, airy design.
• Clearly relate the graphics to the text.
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2010 by Bedford/St. Martin's 18
Create uncluttered, attractive page designs
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2010 by Bedford/St. Martin's 19
• Danger: an immediate and serious hazard that will
likely be fatal
• Warning: potential for serious injury or death or
serious damage to equipment
• Caution: potential for anything from moderate injury to
serious equipment damage or destruction
• Note: a tip or suggestion to help readers carry out the
procedure successfully
Understand the four signal words in safety
labels:
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2010 by Bedford/St. Martin's 20
This is a typical safety label:
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2010 by Bedford/St. Martin's 21
• title
• general introduction
• step-by-step instructions
• conclusion
A typical set of instructions includes four
elements:
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2010 by Bedford/St. Martin's 22
Write effective titles for instructions
Effective titles:
• How-to. “How to Install the J112 Shock
Absorbers”
• Gerund. “Installing the J112 Shock Absorber”
Ineffective titles: Noun strings.
“J112 Shock Absorber Installation Instructions”
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2010 by Bedford/St. Martin's 23
• Who should carry out the task?
• Why should the reader carry out this task?
• When should the reader carry out this task?
• What safety measures or other concerns should
the reader understand?
• What items will the reader need?
• How long will the task take?
Consider answering these six questions in
drafting introductions for instructions:
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2010 by Bedford/St. Martin's 24
• Number the instructions.
• Present the right amount of information in each
step.
• Use the imperative mood.
• Don’t confuse steps and feedback statements.
• Include graphics.
• Do not omit the articles (a, an, the) to save space.
Follow these six guidelines in drafting steps
in instructions:
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2010 by Bedford/St. Martin's 25
• In what language should the information be
written?
• Do the text or graphics need to be modified?
• What is the reader’s technological
infrastructure?
Consider these three questions in writing for
multicultural readers: