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DEFINITION &

DESCRIPTION

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DefinitionPurposes: To orient readers To help readers place new concept in

context To explain new terms and concepts to

readers

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Types of Definitions: Formal definition – complex term Informal definition – simple terms most

readers understand Expanded definition – for supporting

information

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Placing Definitions in Documents In the same sentence as the term In a separate sentence In a footnote In a glossary at the beginning or end of

document In an appendix at the end of the document

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Creating Formal DefinitionsA formal definition is one sentence that containsthree parts: the term that needs defining the class to which the item belongs the features that distinguish the term from all

other members of its classTERM + CLASS + FEATURES

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Examples• Slate is a compact, fine-grained metamorphic

rock formed from such rocks as shale and volcanic ashes.

• A pumper is a fire-fighting apparatus used to provide adequate pressure to propel streams of water toward a fire.

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Formal definition1. The definition itself must not contain terms

that are confusing to readers.2. Some may be so long that could create a

major distraction in the text, thus, choose the right location.

3. The class must be narrow enough so as not to list too many distinguishing features.

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Informal Definition A word of brief phrase that gives only a

synonym or minimal info about the term. Readers only need enough information to keep

them from getting lost in the terminology.

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Examples Most of the rock consists of calcium

carbonate (limestone). All grantors (persons from whom the

property was obtained) and grantees (persons who purchased the property) are listed on the following chart, by year of ownership.

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Expanded Definition A lengthy explanation that begins with a

formal definition and is developed into several paragraphs.

Consists of three-part structure: An overview at the beginning Supporting information in the middle Brief closing remarks at the end

Developing extended definition:1. Explain the derivation2. Explicate terms3. Use an example4. Use an analogy5. Compare and contrast6. Explain cause and effect7. Use a visual aid8. Analyze the term

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DESCRIPTION Understanding Description

Technical description provides readers with precise details about the physical features, appearance or composition of a subject.

A technical description may be a complete document in itself or a separate section in longer documents.

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Documents that contain description: Proposals and reports – readers need

descriptions of equipment and locations in a report before they can make decisions.

Sales literature – dealers and consumers need descriptions of products. Dealers to advise customers, customers to make purchase decisions.

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Documents that contain description: Manuals – descriptions of equipment help

operators understand the principles behind running a piece of machinery.

Magazine articles and brochures for general readers – to help readers understand the subject.

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Kinds of information Purpose or function Weight, shape, measurements, materials Major and minor parts, their locations, and

how they are connected Texture, sound, odor, color Operating cycle Special conditions for appropriate use (time,

temperature, frequency, etc.)

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Planning Descriptions Consider audience Select organizational principles Choose visual aids Follow the format of a description - Introduction - Body - Conclusion (optional)

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Mechanism DescriptionWriting the mechanism description:

Introduction – definition, purpose, main parts. Body – function method (used in manuals)

- generalized method (used in reports and

technical journals) Conclusion (optional)

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Process DescriptionWriting the process description:

Introduction – definition, explain principles of operation, preview major sequence.

Body – describe the operation, explain each step. Conclusion (optional)

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Description of a Human SystemWriting the description:

Introduction – definition, purpose, explain principles of operation, preview major sequence. Body – describe the operation, name and explain each step, do not over use imperative voice Conclusion (optional)

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- THE END -

TEST 1 (15%)

DATE: 2 JULY 2015 (THURSDAY) TIME: 8.30 – 10.00 (CLASS TIME) VENUE: To be announced later TOPICS: WEEK 1 – 6 NO. of QUESTIONS: 3

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