Basic Tehcniques Used in Technical Writing

BASIC TECHNIQUES IN TECHNICAL WRITING
Definition, description of a mechanism, description of a process, classification,

partition and interpretation are the techniques in technical writing. These techniques are
not type of reports, though some of the reports may appear as one of these techniques;
but generally they are interwoven to each other. In classification for example, a writer
may define and describe why one belongs to one class, thus, here he uses classification,
definition, and description. Sometimes when one describes, he also defines to make his
description clearer.
DEFINITION
Definition is to give meaning or explanation to a work or a thing. But before we

proceed further on how to define, it is better to discuss first on what to define.
Words or “terms” are just symbols for the real things. The thing which the word or
term refers to is called “referent”. And the term when used may have several referents
which depend on the one who used it.
According to Mills and Walter (1982) there are four categories of words in
relation to the objects they refer to:
1. Familiar words for familiar things. This may not anymore need definition since
the writer may use familiar words for familiar things, meaning. The words he uses
are familiar with the readers. If he writes chalk, he really means chalk which is
both familiar to the writer and the reader.
2. Familiar words for unfamiliar things. There are some words that seem familiar
but when technical people use them, they may have different meaning. For
example: a mouse to computer means the device to control the pointer in the
monitor; dirty, to the architect means to make ink darker; apron, to the machinist
means the covering in the machine; cheater means an extension on a pipe wrench;
Christmas tree means the network of pipe at the mouth of an oil well; lake, a
compound of a dye with mordant and many more. This is called jargon. Technical
people use special meaning to the words they use in their everyday work.
This second category needs definition in case it is used in writing. To define
it along the composition, the writer may just put inside the parenthesis the
equivalent meaning of the word to avoid ambiguity.
3. Unfamiliar words for familiar things. Many technical and scientific terms have
equivalent common terms like monosodium glutamate-vetsin; analgesic -painkiller;
H20 – water; Sodium chloride – table salt; etc. Similarly, the writer must give the
equivalent term inside the parenthesis in case the reader is not familiar with the
scientific or technical term.
4. Unfamiliar words for unfamiliar objects. This category is the most numerous in
sciences, medicine, and technology. They are the terms that are found only in
those fields and their meanings usually are known only to the people in the same
field. Here, the writer must not only give it informally the equivalent terms in the
parentheses but must resort to formal definition and other methods to further his
definition.
The two kinds of definition are the formal and informal. The second and third
categories of words mentioned above could have the informal definition. In informal
definition, the writer could give right away the similar terms of words along the
sentences by putting it inside the parenthesis, while the formal definition must say the
definition in a sentence form with appropriate components: the species, genus and
differentia and usually this is applied to the fourth category of words. Note the following
examples:
Species Genus Differentia

Refrigeration is a process where heat is transferred
from a place where it is
unobjectionable.
A submarine is a vessel so designed that it can be
submerged and navigated
underwater.
As shown in the examples above, species are the terms to be defined while genus
refers to the class where the species may be identified, and differentia are the
characteristics that will make the term different from other members of the genus.
Sometimes a definition is not just a sentence; it may take a paragraph or even a

whole composition. So, to further the definition to a certain topic the following methods
may be applied:
1. Examples and Instances. By giving examples or instances of the topic, the

reader could have a mind picture of the idea that the writer wanted to convey.
2. Word Derivation. Sometimes the word itself could render its meaning from its
root, origin or history. Example is the word thermometer- thermo means heat and
meter means measure, thus, it is a device to measure the heat of the body,
3. Comparison and Contrast. By comparing the topic to a certain familiar object, a
reader could have an idea since the thing being compared is familiar to him. When
we compare things or objects, we are pointing out the similarities of the two objects
while contrast, pointing out the differences.
4. Cause and Effect. The writer may give the effect or the cause of his topic that
adds to the explanation about it. For example, in explaining about cardiac arrest,
it would not be complete unless the cause or effect of it is given.
Remember, when we talk about causes, we are referring to the reasons
why such phenomenon occurs while when we say effects, these are the
results of that phenomenon.
5. Physical Description. This is very helpful especially if the topic is a tangible
object. It is best for the writer to include describing the physical appearance of
what he is explaining. Remember to create a clear picture of what the writer is
trying to describe using the senses (seeing, hearing, smelling and touching).
6. Location. If the object is found only in some particular place, it is helpful to include
in the definition of that object the location where it is found.
7. Basic principle. Explaining a basic principle is particularly applicable to
processes and mechanisms.
8. Analysis. Telling what steps comprise a process, or what functional parts make
up a device, or what constituents make up a substance would help the reader
concretely understand the topic.
9. Negative Statement. This method is explaining the topic about what it does not
have or what it is not. This is also known as Exclusion, giving what is not true with
the thing with the use of negative statement. (Allam, A.S., 2010)
10. Further Definition. If the given definition seems not enough for the readers, the
writer may define or explain furthermore in a more detailed form.
DESCRIPTION OF A MECHANISM
Another technique a technical writer may use is the description of a mechanism.

This is used in describing the parts of the machines, gadgets or other devices. The three
fundamental divisions of the description are the introduction, the part-by-part description
and the conclusion.
INTRODUCTION. Before the writer writes about the parts of the thing he is
reporting, he has to make an introduction by presenting the mechanism and the
organization of the description.
PART-BY-PART DESCRIPTION. After the proper introduction, that’s the time the
writer could describe the parts of the mechanism and their purpose, appearance, and
function. This will be the same for the other parts and the subparts.
CONCLUSION. Lastly, let the reader know how the mechanism works or how it is
used as sort of conclusion.
The outline below indicates in a general way the organization of the

description of a mechanism.
Introduction
Definition of the machine
Description of the machine
Overall functions and capabilities
Division into principal parts
II. Part-by-part Description
A. Main Part Number 1

1. What the part is
2. Purposes
3. Appearance
4. Division into subparts (If there is any)
a. Subpart number 1
1. What the subpart is
2. Purpose
3. Appearance
4. Detailed description
a. Shape
b. Size
c. Relationship to other parts
d. Methods of attachment
e. Material
f. Finish
III. Brief description of the mechanism in operation as sort of conclusion.
DESCRIPTION OF A PROCESS
A process is a series of actions to get something done. Unlike the description of a

mechanism that describes each part and the function of the part, description of a process
shows the reader the step-by-step action as to how a thing happens or works out like in
the manufacturing assembly, construction of something, and the procedural steps on how
to do certain things.
The description of a process is also true in the manual instruction. When you buy
any appliance or gadget, there is an attached manual for you to follow. The instruction is
the process on how to manipulate or operate the gadget you bought. In effect, the manual
shows you the description of the process on how to use or manipulate the device.
THE USUAL OUTLINE OF THE DESCRIPTION OF A PROCESS:
I. Introduction
a. The process to be explained
b. Purpose of the process
c. The chief steps in the process
II. Materials and equipment needed in the process

III. Step-by-step description of the action
A. Step 1
B. Step 2, etc.
III. Conclusion (if necessary)
INTRODUCTION. The introduction should be a concise paragraph that supplies

a good sentence definition of the process to be analysed. Like any technical document,
it should state the scope and purpose of the paper and the chief steps to be tackled.
MATERIALS AND EQUIPMENT NEEDED IN THE PROCESS. Before
explaining the steps, it is better to identify the materials and equipment that would be
needed in the process to condition the mind of the reader.
STEP-BY-STEP DESCRIPTION OF THE ACTION. This is the main body of the

description. The writer must say everything the readers need to know to understand,
perhaps even to visualize, the process.
CONCLUSION. The conclusion, if necessary, may be of fixing the chief steps in
mind; recalling special points about equipment or materials; analysing the advantages
and disadvantages of the process; or noting how this process is related to other
processes, or other work that is being done.
CLASSIFICATION
Classification is considered to the placing of similar objects into similar groups.

The function of classification is to find out the identity of a certain thing. Technically,
classification is the act of locating a specimen, of all the different kinds of objects that
possess a given characteristic or characteristics.
Classification is part of the science of taxonomy. Taxonomy is the science of
grouping or organizing things. It groups the living things into several class and sub-
classes to identify them according to their common characteristics.
IN Technical writing, classification is used to categorize the topics into logical
subdivision; to identify a genus and a species. A genus is a class and a species is a
subdivision within the class. If engineering subjects in college is the genus, then
mathematics is a species; if mathematics is the genus, then algebra, geometry, and
calculus are species; if calculus is the genus, then differential, integral, and infinitesimal
are species.
In making a classification, it is note-worthy to follow some suggestions to

make it more effective.
Classify according to a certain basis. Make clear of what is being classified.
2. Limit to one basis at a time in listing a member of a class. In classifying a car, you
may choose a basis of your classification either by the number of cylinders, by maker, by
model, etc
3. Name all species according to a given basis. It will become unbalanced if there are
some members of the class that will be overlooked.
4. Classification should not overlap. Be sure that each species is distinct and separate
from all others.
Read the passage below and find out how ideas and concepts are classified and
described.
Humans are the most sophisticated and unique creations on earth. They are
classified into three main races based on skin color and physical features, namely:
Caucasian, Negroids, and Mongoloids. The Caucasians re white-colored people living
mainly in Europe, Middle East, and North America. Negroids live mainly in the African
continent and they are black-skinned and dark, curly haired people. The Mongoloids are
yellow-skinned people living in mainland Asia and Japan. They are those who have
slanted eyes and prominent cheekbones. (Allam, A.S., 2010)
Answer the given questions:

1. What concept is defined?
2. How is it classified?
3. What are the bases in classifying this concept?

Basic Tehcniques Used in Technical Writing

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BASIC TECHNIQUES IN TECHNICAL WRITING

Definition, description of a mechanism, description of a process, classification,

Definition is to give meaning or explanation to a work or a thing. But before we

Species Genus Differentia

Sometimes a definition is not just a sentence; it may take a paragraph or even a

1. Examples and Instances. By giving examples or instances of the topic, the

Another technique a technical writer may use is the description of a mechanism.

The outline below indicates in a general way the organization of the

II. Part-by-part Description

A. Main Part Number 1

III. Brief description of the mechanism in operation as sort of conclusion.

A process is a series of actions to get something done. Unlike the description of a

THE USUAL OUTLINE OF THE DESCRIPTION OF A PROCESS:

II. Materials and equipment needed in the process

III. Conclusion (if necessary)

INTRODUCTION. The introduction should be a concise paragraph that supplies

STEP-BY-STEP DESCRIPTION OF THE ACTION. This is the main body of the

Classification is considered to the placing of similar objects into similar groups.

In making a classification, it is note-worthy to follow some suggestions to

Classify according to a certain basis. Make clear of what is being classified.

Answer the given questions:

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