TECHNICAL AND BUSSINESS WRINTING

PRESENTATION
ON
TECHNICAL WRITING
STYLE
 OBJECTIVES
 Write Clear Sentences for your Reader.

 Revise for Clarity.

 Write Clear Paragraphs for your Reader.

 Choose a tone for the Reader.

 Organize documents clearly.

Write Clear Sentences for your Reader

Mohsin Shoaib
Roll# 917
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.

Continue ……….
Revise For Clarity

Muhammad Azhar
Roll# 907
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.

Continue ……….
Write Clear Paragraphs for
Your Reader

Adnan Ahmad
Roll # 914
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.
Use the Dominant Position.
Maintain Class or Membership Relationships.
Provide Transitions.
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.

Continue ……….
Choose A Tone For the Reader
&
Organize Documents Clearly

Abdul Basit
Roll # 919
 Choose A Tone For The Reader

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.
 Choose A Tone For The Reader

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.
 Choose A Tone For The Reader

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.
 Choose A Tone For 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.
 Organize Document Clearly

Use Context-Setting Introductions

Introduction should supply an over all frame work so that the reader can
grasp the details that latter explain and develop it. You can use an
introduction to orient readers to the contents of the documents in one of
three ways :
• Define terms.
• Tell why you are writing.
• State the purpose of document.
 Organize Document Clearly

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.
 Organize Document Clearly

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.
 THANK YOU

ANY QUESTIONS

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