TECHNICAL

WRITING
DEFINED
Module 1
 LESSON 1
Nature and Requirements of Technical
Writing
Objectives:

▪ Discuss technical writing, its characteristics, examples, purpose and

importance;
▪ Discuss the basic principles of good technical writing;
▪ Differentiate technical writing from other types of writing.
 WHAT IS TECHNICAL WRITING?
Technical writing is a form of communication that professionals use to
convey information about specialized topics. A technical writer might create
content to provide instructions or explain technical concepts regarding
environmental regulations, computer applications or medical procedures. Some
of the most common industries that rely on technical writing include:
Engineering Consumer electronics
Computer software and hardware Forestry
Robotics Aeronautics
Chemistry Medical and healthcare
Finance Biotechnology
 WHAT IS TECHNICAL WRITING?
 Technical writing is a writing discipline that
involves communicating complex information to
those who need it to carry out a specific task or
achieve a certain goal.

 Technical writing is often defined as “simplifying

the complex.”
 EXAMPLES OF TECHNICAL WRITING:
Technical writing may be subdivided into two parts, or
aspects:

1. The “final products” such as reports and letters,

usually the specific material presented;
2. The skills that are made use in the preparation of the
final product.
Below are the “final products” or technical materials usually written:

a. Various kinds of written reports/ Oral j. Memoranda

Reports k. Proposals
b. Business Letters l. E-learning content
c. Articles for Technical journals or m. Product descriptions
books n. Press releases
d. Abstracts o. Job descriptions
e. Instruction manuals p. Textbooks
f. Graphic aids q. email
g. Handbooks
h. Brochures
i. Specifications
Except for the articles for the technical journals or books the above listed are all routine
works. “Oral reports” include formal speech making, lectures and informal discussions
of technical problems and other aspects of the organization or agency. “Graphic aids”
include graphs, drawings, and other non-textual supplements. The following skills are
important in technical writing:

a. special techniques of technical writing, the most important of which are

definitions, descriptions
of mechanism, description of processes, classification, and interpretation.
b. Style
c. Introductions, transitions and conclusions
d. Outlines for organization
e. The layout, or format of report
THE GOAL OF TECHNICAL WRITING

The primary goal of technical writing

is to convey complex information to
readers in a way that they can
understand and apply, even if they have
no prior knowledge of the subject.
 THREE PRIMARY PURPOSES OF
TECHNICAL WRITING
There are essentially three primary purposes of technical writing:

1. It gives information that leads to the accomplishment of specific tasks and in the making
of needed decisions. For example, technical writing gives information on what to do
during earthquake, how to nurture plants, and how to operate equipment.
2. It analyses events in their implications, the failure of certain systems as educational,
socioeconomic, political etc. and the needed changes, e.g. how to save drying rivers of
the country.
3. It persuades and influences decisions by showing how a business or an industry
succeeds because of just and fair treatment of labor, how the educational system be
improved through the implementation of the recommendation of Educational Commission
to Survey Philippine Education (EDCOM).
IMPORTANCE OF TECHNICAL WRITING
 Actually, technical writing will be used by most college
graduates as a regular part of their work. It is much more likely that
you will use technical writing than either academic or creative writing
unless you specifically enter those fields.

 A few examples of why you will likely need these skills include:
getting a job – preparing a resume or curriculum vitae, cover letter,
application, and portfolio; doing your job – preparing memos, letters,
reports, instructions, case reports, reviews, assignments,
descriptions, etc.; and keeping your job – communicating with
management, co-workers, peers, patients/students/public.
SUBJECT MATTER OF TECHNICAL WRITING
The content of technical writing is objective information that is accurately and clearly
presented. Technical readers need to know exactly what the piece of writing means. It tells
the readers exactly what to do, how to do it, and under what conditions to do it.

Technical writing records data in business, science, engineering, industry, and in the formal
aspects of professional areas. It presents factual data, statistics and measurable elements.

Technical writing can be analyzed logically and evaluated scientifically, it gives explanations
to support plausible conclusions. It is highly specific and detailed. It leaves no room for
conflicting interpretations. In brief, technical writing leaves its readers specific knowledge
while creative writing leaves a powerful feeling or emotion. There are different interpretations
that are possible for creative writing, depending on the readers.
THE READERS OF TECHNICAL WRITING
Generally, these readers have need of technical materials for
the any of the following reasons:
1. They need to read the material (maybe because of assignment,
conference, or a report to be made to Central Management)
2. They want to read the material (maybe to get informed of an ailment
they have or to reject or affirm a theory)
3. They already know something – possibly a great deal about the
subject (which is the topic of a lecture to be given by them)
4. They read for information, not for pleasure.
 PROPERTIES OF TECHNICAL WRITING
ABCs of Report Writing

 LOGIC
 ACCURACY
 MECHANICAL NEATNESS
 BREVITY
 NORMAL PROCEDURE
 COHERENCE
 OBJECTIVITY
 CONFIDENCE
 QUALIFICATION
 DIGNITY
 STRAIGHT SENTENCE
 EMPHASIS
 THOROUGHNESS
 FACILITY
 UNITY
 GRAMMATICAL CORRECTNESS
 VERACITY
 HONESTY
 VIEWPOINT
 ILLUSTRATION
 WORD CHOICE
 JUDGMENT
 YOU-POINT
 KNOWLEDGE
 ZEST
 PROPERTIES OF TECHNICAL WRITING
ABCs of Report Writing

ACCURACY
This can be attained by guarding against careless thinking,
expressions and calculations.
BREVITY
It refers to the conciseness of your write up.

COHERENCE
It is the logical togetherness of the material.
 PROPERTIES OF TECHNICAL WRITING
ABCs of Report Writing

CONFIDENCE
It is the modest sureness on your part as the report writer.

DIGNITY
The formality with respect to words and the way words are used.

EMPHASIS
It discriminates between the main points and subordinate points,
between main topics and illustrations or examples
 PROPERTIES OF TECHNICAL WRITING
ABCs of Report Writing

FACILITY
Report Writing depends more on pacing, sequence, arrangement and
connections to achieve smooth flowing, easy to read continuity.

GRAMMATICAL
Following the basic rules of grammar.
CORRECTNESS
HONESTY
Proper documentation must be used. A technical writer must
acknowledge his sources.
 PROPERTIES OF TECHNICAL WRITING
ABCs of Report Writing

ILLUSTRATION
The use of graphic materials is very useful in technical writing.

JUDGMENT
Judicious weighing of evidence is important in a report.

KNOWLEDGE
The communication of knowledge is one of the chief functions of
report writing.
 PROPERTIES OF TECHNICAL WRITING
ABCs of Report Writing

LOGIC
The process of showing the relations among groups of things and
classes of group is logic. It is a process of classification, putting things
in their proper places
MECHANICAL NEATNESS
A report should be neatly typed and well margined so that it will be
easier to read.

NORMAL PROCEDURE
Conformity to standard practices makes report easier to understand.
 PROPERTIES OF TECHNICAL WRITING
ABCs of Report Writing

OBJECTIVITY
Objectivity is the writer’s assuming detached, impartial point of view.

QUALIFICATION
Qualify what you write by describing what factors are constant
and what factors are viable as you work.

STRAIGHT SENTENCE
In a good report, each paragraph begins with a straight forward
statement of its subject.
 PROPERTIES OF TECHNICAL WRITING
ABCs of Report Writing

THOROUGHNESS
It is treating your subject fully for your report to have lasting value.

UNITY
A unified report is one in which everything is clearly relevant to main
point under discussion.

VERACITY
It means truthfulness. It sticks to the facts.
 PROPERTIES OF TECHNICAL WRITING
ABCs of Report Writing

VIEWPOINT
Point of view should be maintained consistently throughout the report.

WORD CHOICE
Avoid pompous, vague and ornate words. Be precise as you can.
YOU-POINT
Present your information in segments appropriate to the reader’s knowledge and
needs.
ZEST
Write only when you have something worth saying and write as though you were
performing a service that only perform.
CHARACTERISTICS OF TECHNICAL WRITING
 Problem-solving
 Precise
 Clearly written
 Well-structured
 Simple to understand
 Straightforward
 Denotative
 Elaborate https://unmudl.com/blog/technical-writing-goal#:~:text=The
%20primary%20goal%20of%20technical%20writing%20is%20to
 Skimmability %20convey%20complex,complete%20a%20task%20or
%20project.
 SUMMARY

Technical writing is communication (in any field) that the

primary aim is to convey a particular piece of information for a
particular purpose to a target reader or group of readers.
Technical writing is objective, clear, accurate, concise and
unemotional in its presentation of facts.
It can include, but is not limited to, preparation of manuals,
handbooks, brochure, etc. Technical writers need to have good
writing skills, because they have to convey complex information.
 GEAR UP, IT’S QUIZ TIME!!!
Choose the letter of the correct answer in each item:

It refers to the precision in statements and data in your writing.

A. Accuracy
B. Brevity
C. Coherence
D. Confidence
 GEAR UP, IT’S QUIZ TIME!!!
Choose the letter of the correct answer in each item:

It refers to the logical togetherness of the material

A. Accuracy
B. Brevity
C. Coherence
D. Confidence
 GEAR UP, IT’S QUIZ TIME!!!
Choose the letter of the correct answer in each item:

It refers to the modest sureness on your part as the report

writer.
A. Accuracy
B. Brevity
C. Coherence
D. Confidence
 GEAR UP, IT’S QUIZ TIME!!!
Choose the letter of the correct answer in each item:

It refers to the diction of your write-up.

A. Dignity
B. Emphasis
C. Facility
D. Grammatical correctness
 GEAR UP, IT’S QUIZ TIME!!!
Choose the letter of the correct answer in each item:

It refers to classification between the main points and

subordinate points.
A. Dignity
B. Emphasis
C. Facility
D. Grammatical correctness
 GEAR UP, IT’S QUIZ TIME!!!
Choose the letter of the correct answer in each item:

It refers to acknowledgment of the use of other people’s

information or work either in footnotes or in text.
A. Honesty
B. Illustration
C. Judgment
D. Knowledge
 GEAR UP, IT’S QUIZ TIME!!!
Choose the letter of the correct answer in each item:

It refers to the weighing of evidence to be used in a report.

A. Honesty
B. Illustration
C. Judgment
D. Knowledge
 GEAR UP, IT’S QUIZ TIME!!!
Choose the letter of the correct answer in each item:

It involves putting the report in perfect shape – neatly typed and

well margined.
A. Logic
B. Mechanical Neatness
C. Normal Procedure
D. Objectivity
 GEAR UP, IT’S QUIZ TIME!!!
Choose the letter of the correct answer in each item:
It is explaining the circumstances surrounding your work
because they might have affected the results you
are reporting.
A. Qualification
B. Straight Sentence
C. Thoroughness
D. Unity
 GEAR UP, IT’S QUIZ TIME!!!
Choose the letter of the correct answer in each item:
It implies that all the details and facts in the report are clearly
relevant to the main point under discussion.

A. Qualification
B. Straight Sentence
C. Thoroughness
D. Unity
 GEAR UP, IT’S QUIZ TIME!!!
Choose the letter of the correct answer in each item:
It refers to knowing that the writing exclusively for an intended
reader.

A. Veracity
B. Viewpoint
C. Word Choice
D. You-point
 GEAR UP, IT’S QUIZ TIME!!!
Choose the letter of the correct answer in each item:
It refers to the truthfulness of the write-up. It implies that good
technical writing never misleads or misrepresents.

A. Veracity
B. Viewpoint
C. Word Choice
D. Zest
 GEAR UP, IT’S QUIZ TIME!!!

Write TRUE if the statement is TRUE, and FALSE if it is

otherwise.

It is important that the content of technical

writing is objective information that shows
accurate and well-presented data.
 GEAR UP, IT’S QUIZ TIME!!!

Write TRUE if the statement is TRUE, and FALSE if it is

otherwise.

Technical writing can be analyzed logically and

evaluated artistically.
 GEAR UP, IT’S QUIZ TIME!!!

Write TRUE if the statement is TRUE, and FALSE if it is

otherwise.

Technical writing is often defined as

“complexing the simply.”
 ACTIVITY
ACTIVITY NO. 1 ACTIVITY NO. 2
After learning the its definition, properties, purpose Write 2 technical write-ups in which you have
and importance, differentiate Technical Writing with to read and write as a midwifery student.
other types of writing you already know (ex. Likewise, present your purpose why you need
creative, fictional, literary or academic writing) by to read and write it.
using the table below.
2 technical write-ups that I 2 technical write-ups that I
TECHNICAL OTHER TYPES OF need to read as a midwifery need to write as a midwifery
student student
WRITING WRITING
1. 1.

2. 2.
 LESSON 2
Rules of Writing
Objectives:
▪ Understanding rules in writing;
▪ Identifying errors in sentences based on rules in
punctuation, and capitalization;
▪ Applying the rules in punctuation, capitalization, alignment
and indention.
 MECHANICS IN
WRITING
PUNCTUATION
CAPITALIZATION
ALIGNMENT AND INDENTION
 PUNCTUATION MARKS
Punctuation marks are a set of symbols used in writing to separate sentences and phrases in
order to indicate pauses, stops, emphasis, and tone. Without punctuation, writing will consist
of blocks of text that can’t reflect major aspects of language.

Why Are Punctuation Marks Important?

Punctuation marks are important in writing to capture the meaning and flow of spoken
language. They help you communicate your thoughts and ideas clearly and create an easy
reading experience for your reader.

If there are no punctuation marks, there will be no rest for the eye, no pauses or separations,
and absolutely no tonal changes.
Here are five ways punctuation
improves your writing:
 Reduces ambiguity and makes your writing clear.
 Communicates your tone and emphasis effectively.
 Breaks the sentence into smaller chunks, making it easier to read.
 Makes it easier for the reader to trust your authority.
 Prevents misunderstandings and confusion.
 WHAT ARE THE 14
PUNCTUATION MARKS?
Here are the 14 punctuation marks in English: the period,
question mark, exclamation point, comma, semicolon, colon,
dashes, hyphen, parentheses, brackets, apostrophe, quotation
marks, ellipsis, and slash.
 1. Period (.)
The . is called a period or a full stop. It is most commonly used to end a sentence. That is, all sentences
that aren’t direct questions or exclamations! Here are some examples:

 The roses are red.

 Please close the door.

Violet asked me if she could come to the event. (an indirect question, but written as a statement.)

The second most common use of the period is to denote abbreviations, initialisms, and decimals.

 Abbreviation: Dr. Susan and Mr. Ziyuan are headed to the clinic.
 Initials: Agents of S.H.I.E.L.D. aired at 8 p.m. yesterday.
 Decimal: The value of pi is 3.14.
 2. Question mark (?)

The ? is called a question mark. It is most commonly used to ask direct questions.
 Are the roses red?
 Can you close the door?
Questions within quotation marks:
 “Can I come to the event?” Violet said.
 “Are you ready, Ziyuan?” said Dr. Susan.
Confusion and disbelief:
 How is this possible? Question tags:
 Are we sure it’s a power cut?  The value of pi is 3.14, isn’t it?
 You went clubbing last night, didn’t you?
 3. Exclamation point (!)

The ! is called an exclamation point or exclamation mark. You can also call them
bangs or shrieks if that suits your fancy! They’re used to show strong emotion,
urgency, or an outcry.

Here are the ways in which you can use an exclamation point:

Excitement or enthusiasm: How lucky I am to win the lottery!

Surprise or shock: I can’t believe that just happened!
Urgency: Call 911! Hurry, we don’t have much time!
Command: Apprehend him!
Strong emotion: I’m so happy for you!
 4. Comma (,)

The , is called a comma. It is used in a number of ways, the most common of which is
to separate elements within a sentence.

Serial comma: Sharon bought needles, string, and ten bolts of fabric for her dress.
Bracketing comma:
 Al Pacino, who was born in 1940, is one of the most celebrated actors of all time.
 Born in 1940, Al Pacino is one of the most celebrated actors of all time.
Joining comma: Violet wanted to stay home, but her friends convinced her to go out.
Introductory comma: On the other hand, some people prefer apples over mangoes.
 4. Comma (,)

The comma is also used to separate two adjectives of the same type.
 Ibrahim is a kind, caring friend.
 Desyree wore a long, flowy dress to their birthday party.

In the English language, we also use commas in numbers and dates:

 Li Guangli accepted the war treaty with a tribute of 3,000 horses.

 The day was Friday, April 28, 2023.
 5. Semicolon (;)

The ; is called a semicolon. It is used to connect two independent

clauses that are closely related to each other.

 The restaurant was too loud; we decided to go elsewhere.

 Paramount Pictures didn’t want to cast Al Pacino in The Godfather;
the studio was uncertain about casting an unknown actor.
 I have a big test tomorrow; I need to study all night.
 5. Semicolon (;)

Semicolons are also used to separate items in a list that already consist of
commas.

 The menu today is steak with mushrooms, onions, and peppers; grilled
salmon with lemon, garlic, and dill; and roasted chicken with potatoes,
carrots, and onions.
 Kyoto, Japan; Rio de Janeiro, Brazil; and Cusco, Peru are among the
most beautiful cities in the world.
 6. Colon (:)

The : is called a colon. Mostly, it has one and only one major use: elaborating on
whatever precedes it. (See what we did there?)

You can use this punctuation mark to introduce a list, further explanation, or a quote.

List: His groceries stumbled out of the paper bag: eggs, bread, cheese, and lots of
oranges.
Elaboration: Anong saw it with complete clarity: She was in danger.
Quotation: Yeats said it best: “All dreams of the soul end in a beautiful man’s or
woman’s body.”
 6. Colon (:)

A colon can also help add emphasis on a phrase or word.

 There is one creature larger than any other animal on the planet: the blue whale.

When using a colon, always capitalize the first word if—and only if—the following
element is a complete sentence.

Less commonly, we also use the colon in the following instances:

 Subtitle: The Beam: Part One

 Time: 05:05 a.m.
 7. Dashes (—/–)
There are two types of dashes in the English language: em dash and en dash. They are horizontal
lines slightly longer than a hyphen and are mainly found in typeset documents.

Em dash (—)
The — is called the em dash and it is the longer of the two dashes. The em dash is used to
provide additional information and indicate an interruption or an emphasis.

Additional information: My friend—the one who lives in Thailand—is publishing a book.

Interruption:
“I’m so glad we finally met—”
“Truly! This was such a great evening!”

Emphasis: It’s time to study the most intriguing of all astrological bodies—black holes.
 7. Dashes (—/–)

En dash (–)
The – is called an en dash and it is the shorter of the two dashes. It indicates a
range of values or a connection between two grammatical units.

Indicating a range: The decade 2010–2020 was a time of great technological

advancements.

Connecting two units: The New York–London flight is completely booked.

Showing conflict or opposition: The Lakers–Celtics rivalry is well-known in the sports

world.
 8. Hyphen (-)

The – is called a hyphen. Shorter than both the dashes, it is most commonly used to join words or
parts of words.

Compound words: son-in-law, lo-fi, five-year-old

Prefixes and suffixes: cross-check, self-assured, all-expenses, goth-style, sugar-free, mayor-elect

Numbers: twenty-eight, forty-ninth

Pauses: The spelling of pheromones is p-h-e-r-o-m-o-n-e-s.

Why is it so c-c-cold in here?

 9. Parentheses

The ( ) are called parentheses. They enclose additional information that isn’t strictly necessary in
the sentence but provides context.

Clarification: The company’s profits have increased by 20% (largely due to their new marketing
campaign).

Abbreviation: The World Health Organization (WHO) has substantiated this information.

Alternatives: The dress code for the party is semi-formal (jacket and tie are optional).

Emphasis: I can’t believe she said that (of all things) in front of the new joinee.
 10. Brackets [ ] and braces { }
The [ ] are called brackets. They’re mostly used to clarify the meaning of a sentence.

They [Elliot Page] have received an Academy Award nomination.

Shanice knew it [the ship] had come from another world.

You’ll find brackets more commonly in academic writing, where authors use them to clarify quotes.

According to Bronkovich, “The president [was] expected to resign soon.”

In the above quote, the brackets are used to change the verb tense. In this manner, brackets can
help an author modify the original statement for better clarity and understanding of their readers.
 10. Brackets [ ] and braces { }

Academic writing also uses brackets to add parentheses inside parentheses, called
nesting parentheses.

The study (conducted by researchers from Harvard University [Cambridge, MA] and
Oxford University [Oxford, UK]) found that exercise can reduce the risk of heart
disease.
 11. Apostrophe
Academic writing also uses brackets to add parentheses inside parentheses, called nesting
parentheses.

The study (conducted by researchers from Harvard University [Cambridge, MA] and Oxford University
[The ’ is called an apostrophe. It is a punctuation mark used to indicate possession or to show that
some letters have been omitted from a word.

Possession:
My cat’s toy has gotten old.
The fight for women’s rights is a fight for human rights.
The boys’ dormitory is that way.

Contraction:
I have: I’ve, Do not: Don’t, They are: They’re, UK]) found that exercise can reduce the risk of heart
disease.
 12. Quotation marks (“”)
The “” are called quotation marks, or more specifically, double quotation marks. They’re most
commonly used to indicate dialogue writing in fiction.

“Hair is everything,” said Fleabag.

“My good opinion,” said Mr. Darcy, “once lost, is lost forever.”
“That is a failing indeed!” cried Elizabeth. “Implacable resentment is a shade in a character.”

Quotes:
Mulaney (2019) observed that “the unexpected finding of pitting corrosion in Alloy B warrants further
investigation”.

Titles:
“A Temporary Matter” is the first short story in Interpreter of Maladies.
Maya Angelou wrote “And Still I Rise” in 1978.
 12. Quotation marks (“”)

Single quotation marks (‘’)

The ‘’ are called single quotation marks. They are used to indicate a quotation within a quotation or
to highlight a word or phrase being discussed.

Quote within a quote:

“It’s like Emeze said, ‘Some people can’t see softness without wanting to hurt it.’”

Highlighting words or phrases:

The word ‘culture’ came from the Latin word ‘cultura’, which means ‘cultivation or growing’.

Single quotation marks are more widely used in British English. While American English favors
double quotation marks, British English favors single quotes.
 13. Ellipsis (…)

The … is called an ellipsis. This punctuation mark is used to indicate the omission of a word,
phrase, or sentence in a quotation or to create a pause in writing.

Omission:
“Musicians still find inspiration in the Beatles’ songs…allusions to their work and lives can be found
almost everywhere.” (Malek 37)

Pause or trailing off:

“I never said that… did I?”
“I was thinking that maybe we could… well, never mind.”
“If only we had enough time… “
 14. Slash

The / is called a slash. It is used to represent a number of different things,

including division, fractions, and options.

Options: The book is available in paperback/ebook format.

Fraction: ⅔ of Earth is covered in water.

Division: It’s simple math, 24/3 equals 8.

English Capitalization Rules
Knowing which types of words to capitalize is the most important
part of learning English capitalization rules. Basically, there are
three types of words you capitalize in English:

 the pronoun I
 the first word in a sentence or line of a letter (e.g., Sincerely)
 proper nouns
 What words need to be
capitalized?
People’s names
Titles
Places
Institutions (companies, brands, agencies, etc.)
Historical eras
Days, months, and holidays
Initials and acronyms
 People’s names

Both the first and last names of a person are capitalized. Likewise, middle names,
nicknames, and suffixes like Jr. are also capitalized.

 Martin Luther King Jr.

 Dwayne “The Rock” Johnson

Historical names that include descriptive words often follow the rules for title
capitalization: Prominent words are capitalized, but small words like the or of are not.

 Ivan the Terrible

 Maria of Aragon
 Titles
Capitalization in titles is where a lot of capitalization errors come from. The title of any piece of work
—books, movies, songs, poems, podcast episodes, comic-book issues, etc.—requires
capitalization, but only certain words in the title are capitalized.

What words need to be capitalized in titles? For starters, the first word in a title is always capitalized.
Nouns, pronouns, verbs, adjectives, and adverbs all need to be capitalized in titles as well.

Small words like articles and prepositions are generally lowercased, unless they’re the first word in
a title. However, some style guides have their own preferences, so double-check if you have any
doubts.

 The Catcher in the Rye

 Of Mice and Men
 Places

If you’re using the name of a place, capitalize it. This applies to everything from tiny
Deer Creek to the massive planet Jupiter.

 New York City

 Lake Victoria

Keep in mind that if you are not using the name of a place but the general word to
describe it, you do not capitalize that word.

 The Grand Canyon is a good canyon, but I wouldn’t call it “grand.”

 Countries, nationalities, and languages

In English, countries, nationalities, and languages are capitalized.

Country names fall under the category of places, but by extension the
names of the people who live there and the adjective form of their
culture are also capitalized. This includes languages.

 Haiti
 a team of Haitians
 Haitian cuisine
Institutions (companies, brands, agencies,
etc.)

The names of companies, brands, agencies, and other large groups like hospitals are also proper
nouns. Some small words like prepositions may still be lowercased in such names.

 Volkswagen Group
 Bank of China

If you’re referring to a department by its proper name, you can capitalize it. However, if you’re
referring to a general department, keep it lowercased.

 “She works in the Psychology Department.”

 “I didn’t even know our school had a psychology department.”
 Historical eras
Capitalize periods and events when referring to them by their specific name but not
when you’re using them as general terms. If a period of time is named after a proper
noun, capitalize the proper noun. The word for the period is sometimes capitalized, as
in the examples below, but other times it is lowercased, as in the Victorian age.

 European Renaissance
 Islamic Golden Age

Generally, you do not capitalize the names of centuries because they are too broad.

 the twentieth century

 Days, months, and holidays

In English days and months are capitalized because they are proper nouns.

 the first Sunday in April

When words like day or month are used generally, they are not capitalized.
However, if they are part of a holiday name, they count as a proper noun and are
capitalized.

 What day is Father’s Day?

 Initials and acronyms

Initials and acronyms combine the first letters of multiple words to make a new word.
Typically, these use all capital letters.

 WHO (World Health Organization)

 UFO (Unidentified Flying Object)

However, some acronyms are used so often, they become separate words and use
lowercase letters instead. For example, the word scuba started as an acronym for
self-contained underwater breathing apparatus—now it’s a common word on its own,
so it’s spelled in lowercase letters.
 Words that are sometimes
capitalized

Family titles
Beginnings of quotations
After a colon
When to capitalize seasons
When to capitalize job titles
 Family titles

The capitalization of family titles is a confusing topic. Family titles like mom or uncle can be either
proper nouns or common nouns. In short, capitalize them when they’re used as proper nouns but
lowercase them when they’re used as common nouns.

 I have to ask my dad.

 Can I go to the movies, Dad?

When family titles are used as common nouns, there is usually an article (the, a, an) or a
possessive noun (my, your, our, etc.) in front of them. If you see an article or a possessive noun, it
means keep the family title lowercase.

 My uncle hates when I call him Uncle Joe because it makes him feel old.
 Beginnings of quotations
Another confusing topic is capitalization in quotes. The most important thing to know
is whether the quote is a complete sentence or a sentence fragment. If the quote is a
complete sentence, it starts with a capital letter, even if it begins in the middle of the
sentence.

 Marie Antoinette never actually said, “Let them eat cake.”

If the quote is a sentence fragment, do not capitalize it. This is most common when
you’re quoting only a specific word or phrase instead of a long passage.

 The substitute teacher called our class “goonish and unruly.”

 After a colon
Capitalization after colons depends on what the colon is used for. If a colon is used to
introduce a list, do not use capitalization.

 Here’s what we need at the grocery store: blueberries, strawberries, and whipped
cream.

If the colon is used to introduce an independent clause, capitalization is optional.

However, different style guides have different preferences, so double-check with
whatever format you’re using.

 There are plenty of reasons to plant a garden: First and foremost, it’s a lot of fun.
 When to capitalize seasons

Are seasons capitalized? In general, the seasons—spring, summer, autumn (fall), and
winter—are not capitalized. They use lowercase just like other common nouns.

 Last winter and spring were so bad, this summer has to be better.

However, often seasons are used in titles, especially in fashion. In this case, they are
part of a proper noun, and so they are capitalized.

 Hermès’s Fall 2022 collection was even better than Prada’s Spring 2021
collection.
 When to capitalize job titles

Just like the seasons, job titles, positions, or honorifics are sometimes capitalized
and sometimes lowercased. When these titles are used as part of a proper name,
they are capitalized; when they refer to the general job or position, they are
lowercased.

 The next president may be from a different region than President Mujica.

Likewise, honorifics like Mr. and Ms. are capitalized when used before a name.

https://www.grammarly.com/blog/capitalization-rules/
 Common Capitalization Errors
• Do not capitalize the names of the seasons, unless the seasons are personified, as in poetry
(“Spring’s breath”). (It is, of course, highly unlikely that you would personify a season in a
technical paper.)
spring, winter, summer, fall

• Do not capitalize the words north, south, east, and west when they refer to directions, in that
their meaning becomes generalized rather than site-specific.
We travelled west. The sun rises in the east.

• Do not capitalize the names of elements. Note: This is a common capitalization error, and can
often be found in published work. Confusion no doubt arises because the symbols for elements
are capitalized.
tungsten, nitrogen, oxygen, californium
 PARAGRAPH ALIGNMENT AND INDENTATION

Paragraph alignment
Align the text of an APA Style paper to the left margin. Leave the right
margin uneven, or “ragged.” Do not use full justification for student
papers or manuscripts being submitted for publication.

Paragraph indentation
Indent the first line of each paragraph of text 0.5 in. from the left margin.
Use the tab key or the automatic paragraph-formatting function of your
word-processing program to achieve the indentation (the default setting
is likely already 0.5 in.). Do not use the space bar to create indentation.
 Exceptions to these paragraph-formatting
requirements are as follows:

title page: For professional papers, the title (in bold),

byline, and affiliations should be centered on the title page.
For student papers, the title (in bold), byline, affiliations,
course number and name, instructor, and assignment due date
should be centered on the title page.
 Exceptions to these paragraph-formatting
requirements are as follows:

section labels: Section labels (e.g., “Abstract,”

“References”) should be centered (and bold).

abstract: The first line of the abstract should be

flush left (not indented).
 Exceptions to these paragraph-formatting
requirements are as follows:

headings: Level 1 headings should be centered

(and in bold), and Level 2 and 3 headings should
be left-aligned (and in bold or bold italic,
respectively). Level 4 and 5 headings are indented
like regular paragraphs.
 Exceptions to these paragraph-formatting
requirements are as follows:

tables and figures: In written reports, titles are

not used on figures or tables; instead, the
information is placed in a caption. Captions for
tables are placed above the table (typically left
aligned), and captions for figures are placed below
the figure.
 Exceptions to these paragraph-formatting
requirements are as follows:

reference list: Reference list entries

should have a hanging indent of 0.5 in.
 Exceptions to these paragraph-formatting
requirements are as follows:

appendices: Appendix labels and titles

should be centered (and bold).
https://apastyle.apa.org/style-grammar-guidelines/paper-format/paragraph-format#:~:text=Paragr
%20indentation,space%20bar%20to%20create%20indentation.
 SUMMARY

No matter how niggling they may seem, details about

punctuation, mechanics, capitalization, and spelling are important
to master. Even with the spell checker and grammar checker
eternally activated, we can make plenty of tiny mistakes that
deeply affect sentence meaning. So work on the little things. Seek
to understand punctuation marks as units affecting grammar and
meaning, and accept proper spelling, capitalization, and
mechanics as professional necessities.
 ACTIVITY
Correct the punctuation in the given sentences. The hint of punctuation to be corrected/placed is
provided in parenthesis before each sentence. If the sentence is correct as written, write “C”.
1. (apostrophe) The bride accidentally destroyed her new brother-in-law’s digital
camera when she dropped it in the punch bowl.
2. (apostrophe) The final score on your test reflected that you’re improving in
writing.
3. (colon) The announcer called out the four winning numbers as follows: three,
twelve, twenty-two, and fifty-six.
4. (colon) The bride’s nephew had very important assignments during the
ceremony: hold the pillow up, don’t drop the ring, walk slowly to the altar, then
stand till and smile.
5. (comma) The high school cheerleaders, who were all blonde, were the most
popular kids in school.
 ACTIVITY
Correct the punctuation in the given sentences. The hint of punctuation to be corrected/placed is
provided in parenthesis before each sentence. If the sentence is correct as written, write “C”.
6. (comma) Everyone believed that Loretta was smart, imaginative, friendly, and
witty.
7. (hyphen) Twenty-five guests arrived an hour early because of a mistake on the
invitations.
8. (hyphen) The reporter was complimented on his hard-hitting exposé.
C9. (parentheses) I wish I had room in my garage to park my new car (actually, it’s
an SUV) because the trees in the yard tend to drip sap and that ruins the paint.

10. (parentheses) The entire Pep squad (yell leaders, dance team, flag team, pep
band and mascot) received free admission into the games.
 ACTIVITY
Correct the punctuation in the given sentences. The hint of punctuation to be corrected/placed is
provided in parenthesis before each sentence. If the sentence is correct as written, write “C”.

C11. (quotation marks) “Your cat is an exceptional animal,” the veterinarian said,
“he has overcome tremendous odds.”
12. (quotation marks) Jeremy yelled, “We’re over here!”
13. (semicolon) You’d think that the cafeteria style food would not be very good on;
the contrary, the cooks created wonderfully tasty meals.
14. (semicolon) The first few years the campers consisted of mostly relative;
therefore, Mr. and Mrs. Caldwell acquired the titles of Uncle Max and Aunt Marion.
C15. (bracket) I read that novel [The Great Gatsby] in high school.
 ACTIVITY
Correct the capitalization in the given sentences.
1. Bangkok is the capital of the Thailand.
2. The SOCOTECH is known to give quality education for different courses.
3. Some people have to work on Saturday and Sunday.
4. The class put their all effort to impress Professor Ligaya.
5. After analyzing the data, I concluded that the proposed solution is effective.
6. I can't wait for winter to arrive and enjoy the cozy evenings by the fireplace.
7. She is a Japanese citizen who recently moved to Canada for work.
8. The Department of Health launched the National Safe Motherhood Program
(NSMP) which envisions Filipino women having full access to health services for
safe pregnancy and delivery.
 ACTIVITY
Correct the capitalization in the given sentences.
9. The sun rises in the east.
10. During the experiment, we observed the reaction when adding nitrogen to the
mixture.
11. He mentioned that the weather today is exceptionally hot, reaching up to 35
degrees Celsius.
12. I love spending time with Grandma during the summer vacations.
13. I watched “Spiderman: No Way Home” in the cinema.
14. World War II had a significant impact on global history.
15. Next semester, I will be taking ENGL 3 Technical Writing subject.