Republic of the Philippines

President Ramon Magsaysay State University

(Formerly Ramon Magsaysay Technological University)
Iba, Zambales, Philippines
Tel/Fax No.: (047) 811-1683

SCIENTIFIC AND TECHNICAL

WRITING FOR ENGINEERS
(A MODULE)
First Semester, AY 2020-2021

RADOWENA MAY V. PAYUMO, LPT.

INSTRUCTOR I

Table of Contents

page

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Cover Page…………………………………………………………………… 1

Nature of Communication……………………………………………………

Definition of Technical Writing……………………………………………..

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INTENDED LEARNING OUTCOMES

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 At the end of the lesson, the learner will be able to:

1. Define the nature and process of communication;

2. Know the concept of communication process;

3. Give the

THE NATURE OF COMMUNICATION

Communication comes from the Latin words con- meaning with, munus- meaning a
business, communis- common, and communico- to confer or to relate one another.
Communication emanates from the need to share ideas or information from one another by the
use of symbols such as words, picture, figures and graphs.

COMMON CONCEPTS ABOUT COMMUNICATION

 Communication is a purposive activity which is prompted by a need to express ideas,

feelings attitudes and courses of action to attain a predetermined goal.
 Communication is the process of conveying and exchanging facts, ideas, and research
results.
 Communication is a two way process which entails a communicator and a receiver.
 Communication is a continuing process which is interactive.
 Communication emerges in response to the different functions and context that it calls for.
 Communication is needed when recent discoveries, inventions, and development in science
and technology are to be disseminated.

PROCESS OF COMMUNICATION

According to Eugene White, the cycle of communication can also be applied oral
communication for science and technology. The presenter undergo eight stages: thinking,
symbolizing, expressing, transmitting, receiving, decoding, reacting and monitoring.

COMPONENTS OF THE COMMUNICATION PROCESS

 Communication Situation- the particular context by which a need to tell something arises
 Communicator- the provider of information
 Medium- this consist of oral/ written modes of information
 Information- the message that will be imparted to a particular audience.
 Receiver- the reader or the listener of the information

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 DEFINITION AND NATURE OF TECHNICAL WRITING

Technical Writing- giving an account or description of an aspects of a particular art, science,

trade or profession learned by experience, study, observation and investigation.

Three stages of Technical Writing:

1. A problem or a subject matter.

2. Study, investigation, observation, analysis and precise information about the
problem/subject.
3. Organization and presentation of the information gathered so that it will be clear and
meaningful to the intended readers.

STYLES OF COMMUNICATION IN SCIENCE AND TECHNOLOGY

Style creates a single impact on first acquaintance; hence, an effective and technical
style is clear and concise.

Example:

The principal reason for this condition is that the areas which were indicated for street
purposes were not intelligently proportional.

Better:

The principal reason for poor traffic flow is that the streets were not intelligently laid out.

Style varies not only with the writer but also with the subject and purpose of his writing.
It is in this sense which will tell us if we have expressed your thoughts gracefully, clearly and
tactfully, or pompously, obscurely and abruptly.

Example:

It will be observed that the experimental group is superior to the control group.

Better:

The experimental group is superior to the group.

A man’s style of writing reflects something of his personality. A man goes for precision
expresses himself accurately and concisely; a man of action shows his energy and eagerness in
his writing and ; an inconsiderate man betrays his lack of courtesy and tact in his writing.

Example:

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An easy example for explanation purposes would be a shunt-type motor.

Better:

A shunt-wound motor is a good example.

The writer’s choice of words, diction, manner of constructing sentences and his
organization of ideas will reflect his style as a writer; so does his skill in adapting his writing to
the type of specialization of a reader, and the purpose and content by which it was written for.

The scientific style of writing uses the third person and the passive voice for impersonal
approach in writing. Avoid using I which will only lead to subjectivity. Technical writing is
concerned with the action being done and not to person who has done the action.

Example:

Set up the testing equipment in the laboratory and run three tests before I read the
conclusions stated in this report. (First Person Singular, Active Voice)

The testing equipment was set up in the laboratory and three tests were run before the
conclusions stated in this report. (Third Person, Passive Voice)

QUALITIES OF A GOOD AND EFFECTIVE SCIENTIFIC AND TECHNICAL STYLE

1. Honesty about facts

2. Care on obtaining and evaluating the facts

3. Accuracy in presenting data

4. Dignity and restraint in manner

5. Objectivity in analysing and interpreting information

PROPERTIES OF TECHNICAL WRITING

The ABC’s of Report Writing by Paul Zall (1980)

ACCURACY

A technical paper should be free from errors. A misplaced element or misstated fact could make
months, even years of labour worthless. Accuracy of statement depends not only on individual
words but on the way sentences are put together, the way the paragraphs are developed, and the
way the report as whole is balance. In conclusion, a technical writer should guard himself against
being misunderstood.

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BREVITY

A technical paper should be short or brief and makes use of concise expressions. A technical
writer should begin with his main point and then show why it is sound. Emphasize the highlights
of your work, cut out irrelevant comments, immaterial excursions and meaningless statements.

COHERENCE

The elements of a technical paper should be logically consistent. Sentences, paragraphs and
groups of paragraphs hold together by means of appropriate transitional devices which a writer
uses in the composition.

CONFIDENCE

A report writer should develop on his paper the sense of reliability and trust. He should be sure
enough to know more about the subject than anyone else at that time. If he convinced that he is
right, he should say it. If not, he should go back to see where the problem lies and how he can
correct it.

DIGNITY

Dignity refers to the quality or state of being worthy, honoured, or esteemed. Grammatical
construction in a technical paper should be complete. This can also be achieved with
straightforward expression and with summarized, simplified and well organized information.

EMPHASIS

A report writer should know how to stress major points. As matter of course, the writer must
indicate the most important ones and never expect the reader to find it out for himself. He should
tell the reader what is important and lead him from point to point by using a straightforward style
plenty of guideposts and transition aids.

FACILITY

Facility is making the report easy to read and understand. For facility, report writing should
observe pacing, sequence, arrangement, and continuity.

PACING- is presenting technical and unfamiliar information is small segments,

explained, defined or illustrated before more of such information is presented.

SEQUENCE-is leading the reader from unfamiliar, from the simple to complex, from the
whole to the parts.

ARRANGEMENT-is emphasizing and balancing important parts to show their proper

relationship and important.

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 CONTINUITY-is showing that the thought of one part to another should be clearly
established, illustrator stated

GRAMMATICAL CORRECTNESS

It is the rule of the thumb that whatever kind of writing a person does, the application of
grammatical rules is must.

HONESTY

Honesty in writing is chiefly acknowledging the use of other people’s information or work either
in footnotes or in text. This can also be shown by telling the readers, one’s successes and
failures.

ILLUSTRATION

Illustration material referred to as graphics or visuals which includes charts, diagrams, tables,
photos and other which is used to elucidate, clarify and support the writer’s view, precept, idea,
or the text given.

JUDGMENT

This can also be referred to as qualifying or weighing the materials that the he had gathered.
These can be done by considering these criteria: (1) most ample; (2) most relevant or pertinent;
(3) most simple in explaining the facts with least additional evidence; (4) most harmonious with
the rest of the data and information.

KNOWLEDGE

Knowledge which is more than a collecting of data, involves interpretation and the formulation f
conclusions.

LOGIC

Logic is thinking straight. It is the process of showing the relation among groups of things and
classes of groups. Fundamentally, it is the way of doing classification-putting things in their
proper slots. By thinking logically, one can avoid the following trouble spots.

1. Statements must not contradict each other.

2. Words must be used in a consistent sense.

3. Statements must move in one direction, whether space, time, or relation.

4. Statements must make sense

5. Judgments must not be based on too few data.

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 6. Cause and effects should be clearly distinguished from simple sequence.

7. An authority should not be accepted if he is based or he is not an expert in

the particular field.

MECHANICAL NEATNESS

Mechanical Neatness connotes the general appearance of the report. It involves putting the report
in perfect shape neatly typed and well margined. A presentable and neat report reflects that the
writer gave enough time and effort to give the very best.

NORMAL PROCEDURE

Normal Procedure is following or conformity to the acceptable arrangement of the different parts
of a report. Report readers are used into finding information presented in standard fashion. If
someone departs from this, readers tend to be confused.

OBJECTIVITY

Objectivity is the writer’s assuming a detached, impartial point of view. He writes not impress
but to express his ideas, beliefs or perceptions on the topic he is working out. He should treat his
subject matter the way he sees or observes it.

PLANNING

This gives purpose and direction to what he has to write.it involves thinking ahead of what has to
do. When to do it, how to do it and who is to do it.

QUALIFICATION

Qualification is explaining the circumstances surrounding the work because they might have
affected the results to be reported. It also refined to its perfection. The secret of good writing is
rewriting.

STRAIGHT SENTENCES

It is a good practice that the sentences to be employed must be limited to only one idea or two
closely related ideas.

THOROUGHNESS

Thoroughness is treating the subject fully for the report to have a lasting value. He has to make
sure that he has said enough to satisfy the reader’s needs and achieve his objectives.

UNITY

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Unity implies that all details and facts in the report are clearly relevant to the main point under
discussion. The main objective of a unified report is to let the readers feel that they have read
everything essential to the subject undertaken.

VERACITY

Veracity means truthfulness. Thus, a good technical paper never misleads or misinterprets.

VIEWPOINT

The viewpoint is established with the first sentence and should be maintained throughout the
report

WORD CHOICE

Words used must be related to the technical writing report topic.

ZEST

Enjoyment on the part of the writers.

Kinds of Technical Literature:

 Business letters- a formal document from one company to another or between such
organizations and their customers, clients or external parties.
 Instruction Manual- a booklet or book, usually accompanying an appliance, device,
computer game or vehicle, which contains written guidelines informing how to use it
 Business Proposals- a written offer from a seller to a prospective sponsor.
 Brochures-informative paper document (often used for advertising) that can be folded
into a template, pamphlet or leaflet.
 Pamphlets- unbound book that may consist of a single sheet of paper that is printed on
both sides and folded in half thirds or fourths called a leaflet.
 Memoranda- provides a set of tools to help a user to organize their daily work:
 Note editor- for quick editing the rich text notes and other documents organized as
diary with calendar interface.
 Task manager- for planning the personal projects as hierarchical trees of to do task
and sub-task.
 Resources manager- to collect the links to the local documents and web resources.
 Events manager-for scheduling the events with automatic notifications.

WAYS OF PRESENTING INFORMATION

Different companies have varied ways of presenting information:

1. Some follow standard formats and others adopt their own format.

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 2. Use of formal or informal style is dependent upon context.

3. Personal communication between business associates or personal friends calls for a

personal writing style while major reports which are submitted to top management are
usually impersonal in style. It requires the formal format of a report.

REQUISITES OF A TECHNICAL STYLE

 Requisite- needed for particular purpose

1. Factual-refers to the orderly presentation of facts and ideas which could

achieve through careful planning.

2. Functional- gives pertinent information and does not amuse or argue with anybody
else.

3. Informative-conveys facts and information.

4. Objective- free from biases and prejudices, personal beliefs, emotions and
attitudes.

5. Concreteness- tantamount to definiteness, therefore generalizations should be

supported by concrete fact or evidences.

6. Consistency- the shift of tense and point of view in presenting a report will lead to
inconsistency. For long and formal reports, it is better to use the third person
consistently.

7. Dignity- is achieved when the writer avoids colloquial/ slang expressions and
contractions.

8. Simplicity- simple and familiar words are more emphatic anti striking, hence,
highfalutin words are less preferred in technical writing.

TECHNICAL AND NONTECHNICAL WRITING: COMPARISON AND CONTRAST

NONTECHNICAL TECHNICAL

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PURPOSE  Amuse or entertain the  Used only for
readers information
 Literary writers cater to dissemination
man’s effective sense.  Technical writers cater
 Broadens person’s to man’s cognitive
outlook in life. sense.
 A basis for decision
making.
STYLE  Complicated and  Utilizes standard forms
sophisticated styles or preconceived designs
with little variations
from standard form
CONTENT  Suggestive and creative,  Tells outright
dramatic and information
imaginative  Factual, impersonal,
 Focuses on man’s free from emotion and
life/experience. distortions
 Focuses on the subject
related to business,
industry, science and
technology
USE OF VISUAL AIDS  Armed with words that  Use of tables, drawings,
can fully narrate or graphs, charts and
describe others to facilitate
comprehension of
statistics and
interpretation of data
ORGANIZATION  Deviate from the usual  Observes coherence and
presentation of events orderly presentation of
facts
POINT OF VIEW  Writers may all possible  The preference is the
points of view. third person’s point of
view.
TONE  It is emotional, personal  It is objective, unbiased
and subjective. or impersonal.
For an effective technical writing, the following principles should be observed (Gordon and
Walter, 1981)

 Always have in mind a specific reader, real or imaginary when you are writing a
report and always assume that the reader is intelligent but uninformed.
 Before you start to write, always decide what the exact purpose of your report is, and
make sure that the paragraph, sentence and word makes a clear contribution to that
purpose and makes it at the right time.
 The use of language is simple, concrete and familiar.

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 At the beginning and end of every section of your report, check your writing to the
principle, “first you tell your readers what you are going to tell them, then you tell
them, and then you tell them what you’ve told them.”

KNOWING WHAT WORDS MEAN

Words are fundamental units of language, never right or wrong, but their effective use
depends on how they are used in combination with other words. Many words are used incorrectly
especially in technical writing. Many readers are unaware of the different classification of words.

CLASSIFICATION OF WORDS

1. LOCALISM-words used and understood in a particular region or section. It can also be called
recognition or pronunciation.

Ex: rustler- cattle thief, doggy/ doggie- mother calf, flat- apartment

2. COLLOQUIALISM-is a conversational word or phrase permissible and often dispensable to

an easy informal style of speaking and writing. It is not substandard, illiterate. It is an expression
more often used in speech rather than in writing and are appropriate in informal than formal
speech.

Ex: wise, agree, help, prone, break, clear, beggar, end, surrender, secret, mad, mean, fuss,
sure, swap etc.

3. WORD CONTRACTION falls under colloquial words.

Ex: I’m, won’t, we’re, haven’t, don’t, doesn’t, wouldn’t

4. SLANG- label for highly colloquial words. It is defined as a language comprising recently
coined and frequently short-lived terms which are unacceptable in formal English usage and are
often fanciful, bizarre, odd or exhibiting fancy humor. It is also defined as results from an
intentional mispronunciation of words.

Ex: hass-house tummy- stomach Bum- vagabond

Doug-dog wee-wee- urinate classy- fine or excellent

Heppy-happy broke- without money

5. ABSTRACT WORDS- those cannot be seen but can be felt. Do not express concrete ideas.

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Ex: love, fear, pain, happiness, positivity, hunger

6. CONCRETE WORDS-words that employ the use of 5 senses to identify them.

Ex: table, people, house, building, computer

7. GENERAL WORDS- words that refer to general referent or class referents. These words
convey a less, clear meaning to readers than specific words do.

Ex: plant, animal, people, flowers, teachers

8. SPECIFIC WORDS- words that point to a particular class or referents

Ex: girl- Amara Religion- Roman Catholic

Insect- bees Province-Zambales

9. FORMAL WORDS- are words that are used in formal writing.

Ex: erudite- wise Esoteric- secret

Concur-agree chum-friend

10. SYNONYMS- are words having the same meaning.

Ex: petty- small enormous- huge

Pretty- beautiful narrow- little

11. HOMONYMS- words having the same sound but different in meaning.

Ex: hair-hare nose-knows

Rice- rise coarse-course

12. OMNIBUS WORDS- words whose meanings are general or inclusive. These words are
impediments to precise writing because they do the work of what other words do. They can be
many things.

Ex: thing, cute, nice and fine

13. JARGON- words or specific language in particular occupation or group.

Ex: ENGINEERING

SLIDE RULE, PLATE, T-SQUARE

ACCOUNTING

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 LEDGER, DEBIT, CREDIT, BALANCE

MEDICAL SURGERY

APPENDECTOMY, LIGATION, HYDRAULIC PRESSURE

LAW

SUSPECT, CRIMINAL, APPEAL, SUPREME COURT, CASE,

SOFTWARE, BILL OF RIGHTS, COURT OF APPEALS

14. ARCHAIC WORDS- old words rarely used except as preserved in religious and legal
purposes.

Ex: thou-you thee-you

Amongst-among thy-your

15. OBSOLETE WORDS- words which are no longer in use.

Ex: by and by- later

Whilom-for awhile in a minute

16. HACKNEYED OR TRITE WORDS- words that is no longer fresh. They are worn out or
old fashioned and overused for many years.

Ex: drastic steps brilliant performance

Go down in history round of applause

17. ANTONYMS-words with opposite meanings.

Ex: Severe- ludic Paramount- minimal

Admirable-reprehensible

Republic of the Philippines

President Ramon Magsaysay State University
(Formerly Ramon Magsaysay Technological University)
Iba, Zambales, Philippines
Tel/Fax No.: (047) 811-1683

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Name:_________________________________ Date:_________________________

Course: ________________________________ Score:________________________

Exercises:

I. Identify the following sentences. Write your COMPLETE answer on the space provided.

HACKNEYED OR TRITE WORDS 1. The words that are no longer fresh, worn out or old
fashioned and have over used for years.

communico 2. It means to confer or to relate with one another.

communicator 3. He is the provider of the information.

Abstract words 4. These are words that cannot be seen but can be felt.

____________________________5. This consists of oral or written modes of

communication.

____________________________6. It refers to a word used in a particular region or section.

____________________________7. These are words that have the same meaning.

____________________________8. It is a language comprising recently coined and

frequently short-lived terms which are unacceptable in formal English language usage and
are often fanciful, bizarre, odd or exhibiting fancy humour.

____________________________9. It is the message that will be imparted to a particular

audience.

____________________________10. It refers to words or specific language or particular

occupation or group.

_____________________________11. These are words which are no longer in use.

_____________________________12. These are words having the same sound but different
in meaning.

____________________________13. These are words that employ the use of the 5 senses to
identify them.

____________________________14. These are old words rarely used except as preserved in

religious and legal purpose.

____________________________15. These are words that point to a particular class or

referents.

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II. Tell what classifications of words are on the following set of items. Write your
COMPLETE ANSWER on the space provided.

_______________1. Tummy- stomach ________________19. Thy-your

_______________2. Write-rite ________________20. Round of applause

_______________3. Obtuse-bright ________________21. Parochial- narrow

_______________4. Esoteric-secret ________________22. Engineering- plate

_______________5. Pain, hunger ________________23. By and by-later

_______________6. Pen, paper ________________24. Thing, fine

________________7. Break, fuss ________________25. Compass,

protractor
________________8. Flat- apartment
________________26. Rustler- cattle thief
________________9. Faith-fate
________________27. Prone, surrender
________________10. Haven’t- doesn’t
________________28 Friend-chum

________________11. Male-Jacob ________________31. Classy- fine

________________12. Law-appeal ________________32. School- President

Ramon Magsaysay State University
________________13. Nice, cute
________________33. People, animal
________________14. Thou- you
________________34. Freedom, victory
________________15. Broke- without
money ________________35. Concur-agree

________________16. Go down in history ________________36. Fare-fair

________________17. Verity-truth _______________37. Drastic step

________________18. Love, happiness _______________38. Accounting- debit

________________29. I’m, we’re _______________39. Erudite- dark
________________30. Fault-laud
_______________40. Site- sight

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 Republic of the Philippines
President Ramon Magsaysay State University
(Formerly Ramon Magsaysay Technological University)
Iba, Zambales, Philippines
Tel/Fax No.: (047) 811-1683

Name:_________________________________ Date:_________________________

Course: ________________________________ Score:________________________

Exercise:

I. Enumeration. Give and explain what is asked on the following items(3pts.each):

1-3 Concept of communication

4-7 Components of communication process

8-10 Properties of technical writing

11-15 Difference between technical and non-technical writings

16-20 Requisite of Technical Style

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 SENTENCE CLARITY

To express thoughts, we must combine or put words together into groups. These groups
have settled meanings that are established by the customs or the specific language that we are
speaking or writing. We must construct them in accordance with certain fixed rules for clarity
and acceptability.

In grouping words, language has three varied ways of indicating their relations:

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1. The forms of the words themselves

2. Their order

3. The use of little words like and, if, is, and others.

INFLECTION OR CHANGE OF FORM

The form of word may change. Example, boy becomes boys where more than one is
meant; talk becomes talked when the word is done in the past; was becomes were when talking
of two or more persons or things; great becomes greater when a higher degree or quality is
meant. All of the examples above are examples of inflection or change of form.

In order to study the structure or pattern of sentences, it is best to concentrate in just one
kind of sentence at a time.

The speaker is telling something or giving information; therefore the sentence is a

statement.

Ex: It is raining in our place.

I have a severe headache.

The speaker is asking for someone to do something; therefore the sentence is a command
or request.

Ex: Get out!

Mind your own business.

The speaker is asking something; therefore, the sentence is a question.

Ex: Have you finished your report?

Do you believe in magic?

One of the most common words in English is the word be. This word has several
different forms such as am, is, are, was and were. Whenever we use one of these forms of be in
a statement, we can call it a be sentence.

What are the structure of the be sentence?

Ex: Hazel is my sister from another mother.

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 She was too busy.

I am sleepy.

The above sentences say different things, but we notice that they are alike or the same in
three ways:

1. They are all statements.

2. Each sentence contain a form of the word be. These words look and sound different but they
express the same idea.

3. The word in each sentence is found more or less in the middle of the sentence. There is
something before it and something after it so we can establish the pattern as:

Subject+ be+ complement

The subject of the be sentence indicates who or what is being talked about. In the
examples, Hazel is my sister from another mother and She is too busy, we are saying that
somebody or something is like a sister. In the second sentence, no matter what we substitute for
she, we are saying that a person is too busy.

Words or group of words like the books, my feet, few papers etc. belong to the same class of
expression. We call this noun phrase. A noun phrase can consider one or more words. It is used
to identify somebody or something; it can fill the subject position in a sentence which has the
structure subject+ be+ complement

Noun phrases are either singular or plural and their number determines the form of be.
Be is either the present or past. Present + be is expressed as is or are and past+ be expressed as
was or were.

Present + be Past+ be

After a singular noun phrase Is was

After a plural noun phrase Are were

SPECIAL GROUP OF NOUN PHRASES

There are thousands of noun phrases in English but there are only seven words which
belong to the special group of noun phrase called personal pronoun.

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 SINGULAR PLURAL

HE THEY

SHE YOU

IT WE

PRESENT+BE PAST+BE

I AM

HE

SHE IS WAS

IT

WE

THEY ARE WERE

YOU

PLACE PHRASES AS COMPLEMENTS

A place phrase consists of one or more words that tell the location of somebody
or something. When the place phrase is used as a complement with the structure, it does not
change in number to match the subject.

Ex: The Engineer is in the field.

The T-squares are on the table.

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 ADJECTIVE PHRASES

An adjective phrase can consist of an adjective preceded by a qualifier. It can be used as

a compliment as to describe somebody or something.

Ex: The computer is good.

The computer is very good.

The bridge is rather dirty.

The bridge is terribly dirty.

In the above sentences, the words good and dirty describe the computer and bridge. The
words terribly, rather, and very are called qualifiers. Qualifiers are words that limit or modify the
meaning of another word.

Ex: Jasmine is studious.

Subject + Be + Qualifier Adjective

Complement

very

Jasmine is rather studious.

terribly

VERB PHRASES

A verb phrase is an expression that contains at least a verb and may have more words.

Ex: My sister cleaned the house.

The teacher counted the books.

My brother mowed the lawn.

LINKING VERBS

In addition to transitive and intransitive verb phrases, another kind of verb phrase consists
of a link verb or followed by an adjectival phrase.

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 Verbs do not remain as transitive or intransitive. They can also be a linking verb. The
function of the verb changes according to the type of sentence in which the verb is found.

Ex:

Intransitive verb The teacher smiled.

Transitive verb+ noun phrase The nurse gave the medicine.

Linking verb+ adjective phrase The engineer seemed nervous.

SENTENCE STRUCTURE

1. SIMPLE SENTENCE- consists of a simple subject and simple predicate, compound subject
and a predicate, a subject and compound predicate.

Ex: Garry writes novels.

Anna and Elsa are sisters.

Her hobbies are reading books and watching K-dramas.

2. COMPOUND SENTENCE- consists of two independent clauses joining with coordinating

conjunctions.

Ex: The doctor should accelerate the operation, or the patient will die.

She was having a bad dream and they try to interpret it.

3. COMPLEX SENTENCE- consists of one independent clause and one dependent clause
joining with subordinating conjunctions.

Ex: The lightning struck where the children were playing.

The manager will grant your loan if you will endorse my request.

4. COMPOUND COMPLEX SENTENCE- consists of one dependent clause and two

independent clauses joining with conjunctions.

Ex: If this formula is to succeed, the first thing to do is to observe carefully how it works,
but it should pass the careful scrutiny of the chief chemist.

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 CONNECTIVES OR TRANSITIONAL WORDS

The relation between ideas is shown by using connectives or transitional words. It includes
conjunctions, conjunctive adverbs, adverbial phrases and relative pronouns. If they are used to
join elements of unequal rank, they are called subordinating.

Coordinating Connectives- used in joining elements of equal rank for specific purposes
like:

1. to show addition: and, also, not only, but also, besides, likewise, moreover, similarly,
furthermore, in addition, in like manner, in the same way

2. to show choice: or, nor, neither-nor, either-or, else, otherwise

3. to show sequence: next, finally, in the second place

4. to show difference or contrast: but, yet, still, while, however, in contrast, on the other
hand, nevertheless, on the contrary

5. to show cause or reason: for

6. to show time relationship: thereafter, meanwhile, eventually

7. to show consequence: so, thus, hence, consequently, as a result, as a consequences, in

consequence

Subordinating Connectives- are needed in joining elements of unequal ranks for

definite purpose:

1. to show result: so that, such that

2. to show purpose: so that, that, in order that( in a negative sense)

3. to show condition: if, unless

4. to show manner: as, as if, as though

5. to show cause or reason: as, since, because

6. to show comparison: than, as so as

7. to show space relationship: where, whenever

8. to grant or show concession: though, although, even if while, even though

9. to refer to persons, places, things, or ideas: who, that, which, whom, whose, what, whoever,
whosoever, whatever, whichever, whomsoever

25 | P a g e
10. to show time relationship: when, whenever, tell, until, while, after, since, before, as soon
as, as long as, meanwhile

PARALLELISM

It is a construction of sentences in similar or the same manner by which the other idea is
conveyed through the use of the same grammatical structure compress a number of different
ideas that are closely related.

Ex:

“ I came, I saw, I conquered.”

“… of the people, by the people, and for the people.”

“…wherever you die, I would die; wherever you love so shall I love…”

The effective use of parallel structure in developing a sentence requires knowledge of all
sentence elements (verbs, nouns, modifiers, phrases of all kinds, subject-predicate word groups).
In order to use parallel structure, you need to know how to use the system of English
communication. Many students who attempt parallel structure develop sentences with serious
faults because they are unable to recognize structural pattern.

Republic of the Philippines

President Ramon Magsaysay State University
(Formerly Ramon Magsaysay Technological University)
Iba, Zambales, Philippines
Tel/Fax No.: (047) 811-1683

Name:_________________________________ Date:_________________________

Course: ________________________________ Score:________________________

Exercises:

26 | P a g e
I. Identify the following statements. Write the COMPLETE ANSWER on the space
provided.

_____________________________1. It consists of one or more words used to identify

somebody or something.

_____________________________2. It is the construction of sentence in similar or same

manner by which the other idea is conveyed through the use of the same grammatical
structure to express a number of different ideas that are closely related.

_____________________________3. These are used in joining elements of equal rank for

specific purposes.

_____________________________4. It consists of one independent clause and one

dependent clause joining with subordinating conjunctions.

_____________________________5. It can consist of an adjective alone or an adjective

preceded by a qualifier.

_____________________________6. These are needed in joining elements with unequal

ranks for definite purposes.

_____________________________7. It is an expression that contains at least a verb and

may have more words.

_____________________________8. It consists of one or more words and tells the location

of somebody or something.

_____________________________9. It consists of two independent clauses joining with

coordinating conjunctions.

___________________________10. It consists of one dependent clause and two independent

clauses joining with conjunctions.

II. In the following sentences, replace present+ be or past+ be with the appropriate word.

1. This rabbit (past be) jumping around the house when I arrived.

2. The engineers (present be) sleepy during the discussion.

3. The Sierra Madre Mountains (present be) in the Philippines.

4. Those computers (past be) interesting.

5. My Language books (present be) new.

6. The doctor (present be) in his office.

27 | P a g e
7. The Wright brothers (past be) inventors.

8. I went home and saw my father who (past be) angry.

9. They (past be) shocked about the news.

10. We (present be) going to be okay.

III. Underline the verb phrases used in the following sentences:

1. The students cleaned their rooms before going home.

2. The teachers explained the lessons very clearly.

3. The baby played with toys in his crib.

4. The mother cleaned the wound of her baby.

5. The priest said his homily very clearly.

6. She stayed at home because of quarantine.

7. They studied their lessons till dawn.

8. We give him a chance to explain his side.

9. They analysed the essay carefully.

10. She sacrificed her happiness for him.

Republic of the Philippines

President Ramon Magsaysay State University
(Formerly Ramon Magsaysay Technological University)
Iba, Zambales, Philippines
Tel/Fax No.: (047) 811-1683

Name:_________________________________ Date:_________________________

Course: ________________________________ Score:________________________

28 | P a g e
I. Underline the independent clause once, dependent clause twice and box the conjunction
used before identifying the sentence structure of the following. Write your answer on the
space provide. (2pts. Each)

______________________________1. She was reading in the library.

______________________________2. She finished reading when it rained.

______________________________3. Our car broke down; we came last.

______________________________ 4. Mary never wrote the letter, nor she call him.

_______________________________5. Even though she was tired, Ara knew she had to
finished the race and she ran to meet her team.

_______________________________6. Although he was wealthy, he was still unhappy.

_______________________________7. Early to rise and early to bed makes a male healthy,

wealthy and dead. ( The Shrike and the Chipmunks by James Thurber)

_______________________________8. Evergreen trees are symbol of fertility because they

do not die in winter.

_______________________________9. Kate doesn’t like cartoons because they are loud, so

she doesn’t watch them.

________________________________10. I have known him for seven years, yet I have

never understood him.

________________________________11. Have fun storming the castle! ( The Princess Bride

by William Goldman)

________________________________12. Usually I take a walk everyday while the sun sets,

but it was raining.

_________________________________13. The dog and the cat yowled and howled

respectively.

_________________________________14. When she was younger, she believed in fairy

tales .

_________________________________15. Wherever you go, you can always find beauty.

29 | P a g e
 Republic of the Philippines
President Ramon Magsaysay State University
(Formerly Ramon Magsaysay Technological University)
Iba, Zambales, Philippines
Tel/Fax No.: (047) 811-1683

Name:_________________________________ Date:_________________________

Course: ________________________________ Score:________________________

I. Listed below are interesting topics. Write an essay using one topic below. Your essay should
follow the linear format in writing: Introduction, Body and Conclusion. It should be written
comprehensively- no less than 1,200 words. Use the rubric that follows in grading your essay.

1. Technology is largely misused to destroy the world

2. The wonders of computer media
3. Adolescent Depression: A rampant problem
4. Television violence: How it affects children
5. Effects of Social media to Teens

ESSAY RUBRICS

Category 4 3 2 1 Score
Excellent Very good Good Poor
Content The main points The main points The main points The main points
are explained to a are explained to are explained to are explained to
very great a great extent some extent a little extent
extent
Organization Ideas are Ideas are Ideas are Ideas lack
arranged arranged mostly arranged in sequence.
following a in appropriate somewhat
logical sequence order with the disconnected
with the beginning fashion. The
beginning middle middle and end. beginning
and end. middle and end
maybe deleted.
Style and Writing is Writing is clear Writing is Writing is
perspective smooth and and easy to mostly clear, confusing and
skilful. Sentences understand, but but sentences hard to follow.
are strong and dull in spots. lack variety and Sentences are

30 | P a g e
 expressive with Sentences are interest. The dull and
varied structure. varied, but still point of view is monotonous.
Point of view is need some inconsistent or Author’s
consistent revision. not clear in perspective is
(predominately Perspective is spots. not clear.
third person) and clear.
words are well
chosen.
Language use Use of language Use of language Use of language Explanation
and reflects an indicates basic indicates includes little or
Vocabulary elaborated and understanding superficial no use of
personalized of the topic. understanding correct
understanding of Good use of of the topic. language.
the topic. Very academic Fairly simply Simple
good use of vocabulary. vocabulary. vocabulary and
academic Some academic little or no
vocabulary. vocabulary. academic
vocabulary.
Grammar and No error in Grammar, Some grammar, Contains many
mechanics grammar, punctuation, punctuation, errors on
punctuation, spelling, and spelling or grammar,
spelling or capitalization capitalization spelling,
capitalization are generally errors make the punctuation, or
that distracts the correct. The writing difficult capitalization
reader and makes errors do not to understand in which makes the
the ideas difficult interfere with spots. writing difficult
to understand. the writer’s to understand.
meaning.
Rating
Adjectival description

31 | P a g e
 BASIC TECHNIQUES OF TECHNICAL WRITING

A. DEFINITION (Explaining what something is) -The need for defining occurs when the
report uses technical terms which are not familiar to the reader or when common terms are
used in special way.

Definitions are classified as informal and formal.

Informal definition- consists of one or more synonymous expressions substituted for

unfamiliar term. According to Mills and Walter, an informal definition does not require the
application of an unchanging, rigid formula, rather it is a technique about can be used only when
the writer is certain that the term alone and not the referent which is unfamiliar to the reader.

32 | P a g e
Ex:

Term Informal Definition

Hookah water pipe

Broadcast report

Gas mask protector

Sometimes a phrase, clause or sentence may be employed in informal definition.

Ex:

Term Informal Definition

Hookah a bottle of water pipe

Broadcast the transmission of sounds or images

Gas mask protects the face and lungs against poison

Gas

Facts about Informal Definition

1. It is partial, does not define a term in a complete sense. It wants the reader to identify the term
relevant to his experience.

2. It can be fitted smoothly into a discussion without seriously distorting its continuity and
without appearing to be serious interruptions.

3. It lacks emphasis and completeness, which may be required if a term defines an idea or a thing
which is critical importance in the discussion.

Formal definition- used to give more precision in giving definition.

1. Formal Definition has three parts: species, genus, differentia

Species-term or concept to be defined

Genus- group/class where the species belongs
Differentia- states distinctive characteristics of the term.
e. g. Computer is a device used to search information.
species genus differentia

2. Amplified or Extended Formal Definition

33 | P a g e
 A one- sentence definition sometimes is not enough in defining complex or highly
specialized term.

Ex:

Ozone – a bluish gaseous reactive form of oxygen that is formed naturally in the
atmosphere and is used for disinfecting, deodorizing and bleaching.

A reader might be satisfied and ask what it is not, where it is located, what its function is,
and what its effects are. The author of the report might include the following:

Pointers Text

What is it not which some people wrongly think is the

refreshing air at the seaside, is a poisonous type of
oxygen. At ground level, it makes up less than one
part per million of the air. However,

Location a thin layer of ozone about 24kms. above

ground level in the stratosphere blocks out most
of the sun’s burning

Function ultraviolet rays.

Effect of the ozone destroyed
If these rays reached the ground, they would kill
all plants and animals. That is why poisonous gas
shield is important. There is a considerable concern
over reports of the possible destruction of this ozone
layer by pollutants.

Adapted

Rules in giving definitions:

1. Word Derivation- gives the origin or etymology of a term.

2. Further Definition- once the writer thinks that some of the words in his definition may not
be familiar to readers, he will elaborate it.

3. Concrete examples and instances- considered the best of all the techniques because it helps
to give the reader specific examples.

4. Comparison and Contrast- terms can be compared by similarities and contrasted because of
differences.

34 | P a g e
5. Negative Statement-sometimes called negation or elimination. It tells what something is by
first clearing up any confusion the term may have in reader’s mind with closely related terms.

6. Physical Description- physical features must be presented in order to give the readers
thorough understanding of a thing without telling what it looks like.

7. Analysis- presenting what steps comprise a process, or what functional parts makes up a
device or what constituents makes up a substance.

8. Basic Principle-applicable to process and mechanism is the example of basic principle.

9. Cause and Effect- the method that provides readers the reason for the output or result of a
specific activity.

10. Location-with minor importance which tells where a thing may be found.

Placing definition in Reports

Three possibilities where to put definition in reports:

 in the text;
 in footnotes; and
 in a glossary at the end of report or in special section of introduction.

B. Classification (Putting Things in Order)

-it is a systematic process of dividing material into kinds of classes. It involves not only
dividing the subject into its constituent classes but also grouping similar units in a subclass
which in turn falls under a larger class.

Principles of Classification:

1. Classification basic approach in analysis. Places related items into categories or

groups.

2. Only plural subject or subject who’s meaning in plural can be classified. If a

subject is singular, it can be partitioned but not classified.

3. Categories in classification must be coordinate or parallel. All categories on the

same level must be of the same rank in grammatical form and in content.

4. Categories must be mutually exclusive. Each category should be composed of

clearly defined group that would still exist without the other categories on the same
level.

35 | P a g e
 5. Categories must not overlap. An item can have a place in only one category.

C. Partition

-an analysis that divides a singular term unto parts, step or aspects. Only singular object can be
partitioned, plural subjects are classified.

- Partition breaks down into its components a concrete subject such as three (parts: roots, trunk,
brunches, leaves).

Characteristics of a Partition System(Laster, Ann A. , Neli Ann Pickett) :

a. Partition is a basic approach in analysis. It divides a subject into parts so that an individual
consideration of these, a better understanding of the whole can be achieved.
b. Only singular subject can be partitioned. If the subject is plural it can be classified.
c. The division must be complete but it must not overlap
d. The division should coordinate, parallel and mutually exclusive.
e. The data in partition analysis may be presented in outlines, in verbal explanations and in
visuals.
f. The basis on which partition is made should be clear, useful, and purposeful.
g. The order of presentation depends on their purpose: time, familiarity, importance,
complexity, space, and alphabetical listings.

D. Description of a Process

- Series of step to get something done.

Republic of the Philippines

President Ramon Magsaysay State University
(Formerly Ramon Magsaysay Technological University)
Iba, Zambales, Philippines
Tel/Fax No.: (047) 811-1683

Name:_________________________________ Date:_________________________

Course: ________________________________ Score:________________________

36 | P a g e
Exercises:

I. Identify the following statements. Write the COMPLETE ANSWER on the space
provided.

_________________________________1. A one- sentence definition that sometimes is not

enough in defining complex or highly specialized term.

_________________________________2. It is used to give more precision in giving

definition.

_________________________________3. It is the series of step to get something done.

_________________________________4. It is an analysis that divides a singular term unto

parts, step or aspects

_________________________________5. It gives the origin or etymology of a term.

_________________________________6. These sometimes called negation or elimination. It

tells what something is by first clearing up any confusion the term may have in reader’s
mind with closely related terms.

_________________________________7. It is a systematic process of dividing material into

kinds of classes. It involves not only dividing the subject into its constituent classes but also
grouping similar units in a subclass which in turn falls under a larger class.

_________________________________8. It is considered the best of all the techniques

because it helps to give the reader specific examples.

_________________________________9. It is with minor importance which tells where a

thing may be found.

_________________________________10. It is presenting what steps comprise a process, or

what functional parts makes up a device or what constituents makes up a substance.

37 | P a g e
 LETTER WRITING

Letter writing is a part and parcel of everyone’s life. Letters that are written to family and
friends are called friendly or social letters. When applying for a job, inviting speakers, giving
reports or ordering merchandise they write letters. These are called business letters.

In writing friendly letter and business letter, it is important to let the correspondence speak
favourably of the writer.

The letter must be clean, well worded, concise and direct o the point. Correct grammar and
proper punctuation marks must be observed.

The use of clichés or hackneyed phrases must be avoided in letter writing.

Clichés are expressions that have lost their impact through overuse and have become worn out
through old age and hard service.

List of some most overworked expressions that are oftentimes found in business letters,
reports and academic papers.

38 | P a g e
Anticipating your reply each and every in reference to

As per enclosed herewith have before me

At the present for your information in terms of

At hand first and foremost in the amount of

After all that is said and done for the purpose of in this connection

All in all for your files in due time

At the earliest possible time herewith I remain

At all times hereby advice large number of

At all times heartfelt gratitude let me point out

By force of circumstances I regret to state may I suggest

Enclose please find permit me to say please be informed

In all cases in due course/time

GENERAL PRINCIPLES IN LETTER WRITING

With the aims of writing good, effective and impressive letters, the fundamental or general
principles in letter writing should be observed. These are:

 Be clean and neat

 Be business-like
 Be brief and go direct to the point
 Be courteous and polite
 Be prompt
 Be self-critical
 Be complete and thorough

Business Letters

- Written message used to transact business which cannot be conveniently conducted

orally.
- Formal and direct with no literary pretentions

39 | P a g e
Purpose of a Business Letter:

a. Serves as record or basis

b. Secure action from the reader

Characteristics of a Business Letter

a. Accurate
b. Clear
c. Concise
d. Neat
e. Prompt in answering communication
f. Good quality stationery (8 ½ x 11 inches w/ a very light shade of icream,
white, gray or blue
g. Each parts of the letter should be separated from others by double-spacing and
should be place in the correct position
h. Nothing should be allowed to extend over into the margin not even the
signature

Three element of Business Letter

a. Sender
b. Receiver
c. Message

Parts of Business Letter

1. Heading-consist of the name of the firm or the address of the sender

2. Date Line-consist of month, day of the month and year
3. Inside Address-consist of the name and address of the person to whom the letter is
written
4. Attention Line – it is used when it is important so that the letter will reach quickly to
the person intended for it.
5. Salutation-always start at the left margin followed by a colon (:)
Gentlemen- men and women
Mesdames/Madam-women
Sir/Ma’am- most formal
6. Subject Line- enables the readers to know at a glance what the letter is about. It is
place above the inside address or replace below the salutation.
7. Body of the letter- single spacing should be observed within paragraphs and double
space between Paragraphs.
8. Complimentary Closing- leave taking line of the letter.
e.g. Respectfully Yours, Truly, Sincerely Your, Cordially Yours.

`9. Signature- includes typewritten name of the sender, pen writer signature and the
position.

40 | P a g e
 Types of Business Letters

a. Letter of inquiry
b. Letter of reply to the inquiry- a letter that should be handled promptly, cheerfully, and
efficiently regardless of whether information requested is to be given or refused.
c. Order letter- written by an individual who wishes to buy something from a company or
store. Terms and conditions must be clear on both parties so transaction will be
satisfactory.
d. Letter of Acknowledgement- an immediately response to an order letter.
e. Sales letter- must be influencing, convincing and persuading. It is less costly by mail
than to maintain sales force. It receives prompt reception and may sell wider range of
merchandise.
f. Claim or Complaint letter- when a sender is dissatisfied with a service rendered with
merchandise he purchased. One should bear in mind that rude letter antagonizes receiver
and will unlikely bring positive action.
g. Adjustment letter- response made to claim or complaint letter.
h. Letter of Follow-up- when a customer does not receive merchandise or service he is
expecting, he usually writes a follow up letter urging the seller to hasten up the delivery
of the item.
i. Letter of Authorization- is written by a person requesting the report to the person who
is to conduct a study.
j. Letter of Appointment- individuals appointed to certain positions, committees or
functions should be notified and informed of this task assigned to them through letters of
appointment.
k. Application letter- the application letter is an individual’s personal emissary. It means
by which an applicant can sell to a prospective employer.

SAMPLE LETTER FORMAT

A. ROUTINE CLAIM LETTER

FROM,

Roshan P George

Mundakayam

Kottayam

41 | P a g e
Dear Sir,

Please send me another copy of “How to communicate under Pressure” to replace the one
returned here with this is the latest edition, but this copy has 4 pages, from 60-64 wrongly
sequenced which is confusing and annoying.

The enclosed recipient was packed with the book when it was sent to me. I shall appreciate an
early replacement.

Yours sincerely,

Roshan P George

B. FOLLOW UP LETTER

[Your Name]

[Street Address]

[City, ST Zip Code]

[Date]

[Recipient Name]

[Title]

[Company Name]

[Street Address]

[City, ST Zip Code]

Dear [Recipient Name]:

I was pleased to hear from you regarding my recent application for your open [job title]
position. In response to your request, I have attached my employment and salary history. I
consider salary negotiable based upon the job responsibilities and the total compensation and
benefit package.

If you have additional questions or would like to schedule an interview, please call me at
[phone number] or email at [your email]. I look forward to hearing from you.

42 | P a g e
Sincerely.

Your Name

C. ACCEPTANCE LETTER

4845 Happy Trails Lane

Baytown, TX 00000

October 20, 20xx

Mr. John Richards

Senior Vice President
Technical industries, Ltd.
P.O Box 333
Baytown, TX 00000

Dear Mr. Richards:

I am writing to confirm my acceptance of your job offer on October 13th and to tell you how
excited I am to be joining Technical Industries, Ltd. I feel confident that I can make a
significant contribution to the company, and I am very grateful for the opportunity that you
have given me.

As we discussed, I will report to work at 8:00 am on Monday November 1 as an Administrative

Assistant with the starting salary of $35,000.

Thank you for the confidence that you have expressed in me. I look forward to a long and
productive career Technical Industries, Ltd.

Cordially,

Mary K. James

D. REJECTION LETTER

Bill Lee
123 Business Rd., Business City, NY 54321-555-555-555, billlee@gmail.com

September 1, 2018

43 | P a g e
Thomas Rodriguez
123 Main Street
Anytown, CA 1234

Dear Thomas:

We appreciate that you took time to apply for the position of (name of position) with our
company. We received applications from many people. After reviewing your submitted
application materials, we have decided that we will not offer an interview.

We appreciate that you are interested in our company. Please do apply again in the future
should you see a job posting for which you qualify. Again, thank you for applying. We wish
you all the best.

Regards,

Bill Lee

E. RESIGNATION LETTER

[Your Name]
[ Street Address]
[City, Zip Code]

[Date]

[Company Name]
[Street Address]
[City, State, Zip]

Dear [Supervisor’s Name]:

I would like to inform you of my intention to resign from [Position Name] at [Company Name]
effective two weeks from today.[current date]

I appreciate the opportunities you gave me during my tenure at [Company Name].

Please let me know what assistance you’ll require from me during the transfer period.

Thank you.

[Your Signature]
[Your Name]

DEFINITION OF REPORT

44 | P a g e
 It was derived from the Latin term reportere which means to bring back.
 It may be defined as technical data collected, analysed, and presented in an organized
form.
 It denotes that it is an objective, organized presentation of facts that answers a request or
applies needed data.
 Generally requested or authorized by one person and is prepared for a particular limited
audience.
 Its practical purpose is to tell or inform. Reports are also the basis of which decisions are
made.

CHARACTERISTICS OF REPORTS

1. ACCURATE- it should be factual and exact, supported by evidence and verified

by test results, experiments, research documents and other valid resources.
2. CLEAR- correct grammar, punctuation, and spelling should be used. Words and
phrases which are simple can communicate more easily are better than complex
words and phrases are hard to understand.
3. CONCISE- means brief but full of meaning; short but it should contain the
important data and information needed. Verbosity and wordiness should be
avoided.
4. OBJECTIVITY- means that logic rather than emotions and feelings determine
the message and content of the report. It should never be influenced by personal
judgments, sentiments or biases.

CLASSIFICATION OF REPORTS

1. Subject Matter- this refers to the topic or field the report is deal in with.
2. Time Interval- reports are written daily, weekly, monthly, quarterly, semi-
annually or annually. Example, a salesman will make a monthly report of his
sales. A supervisor makes a weekly report of the performance of men under his
supervision.
3. Function- reports may be classified as informational or analytical reports
(Romero et.al 1985). Informational reports present facts about the subject matter.
From the facts presented, the reader then makes his own interpretation and
analysis from the facts presented. In analytical reports the writer analyses the
facts of the report makes his own conclusions and recommendations.
4. Formality- reports may be presented in formal and informal situations. Informal
reports are written in informal occasions. They contain basic parts of the report.
Formal reports contain preparatory and supplemental parts ( ex. Transmittal
letter). Formal reports are written in formal occasions.

45 | P a g e
 5. Length-short reports contain one to 10 pages while long reports contain more
than 10 pages.
6. Authorship- reports written by people working in public institutions are
considered public reports. Those written by individuals who work or belong to
private institutions are called private reports.

Format of Reports

 PRINTED FORMS- the report usually presented in printed form and the findings are
usually in numbers, words and phrases.
 MEMORANDUM- this is a short form of report. It follows the To, From, and Subject
format.
 Letter-follows the conventional letter writing practices concerning: heading, inside
address, salutation and signature. The complimentary close “respectfully submitted” and
subject line is also included.
 Bulletin- consists of one to three pages or longer. It is meant to inform people inside and
outside the organization about new policies, rules and regulations. Bulletins are not
usually addressed to one particular person because they are meant to be distributed to a
number of readers.
 Booklet-a long type of report which provides knowledge and information. An operational
manual is an example of this type.
 Informal report-made up of few pages. It includes the following: introduction (purpose),
body(procedure) and conclusions and recommendations.

GUIDELINES IN WRITING A REPORT

1. Determine the purpose of the report

2. Determine the recipient of the report

3. Know the different types of the report

4. Know the different formats of the report

5. Conduct the investigation, experiment or research

6. Organize the report

7. Plan and prepare the types of visual use

DEFINITION OF TECHNICAL REPORT

PROCESS OF TECHNICAL REPORT WRITING

 Definition of report

46 | P a g e
  Distinction between Technical Writing and Other types of Writing
a. Functional
b. Informative
c. Factual
d. Efficient
e. Preconceived Design
Qualities of the Report Writing

STEPS IN WRITING A TECHNICAL REPORT

STEP 1: PLANNING

 Important Guidelines in Planning

1. Identify the real subject
2. Pinpoint your purpose
 Analyze
 Describe
 Explain
 Report
3. Aim at an Audience
 Experts
 Technicians
4. Prepare a target statement
5. Plan a Program

STEP 2: COLLECTING INFORMATION

 Recording Data
 Chart
 Picture charts
 Line or bar charts
 Flow charts
 Library Research
 Note Taking
 Look for the overall view
 Read and underline
 Write out underlined passages in your own words
 Direct Inquiry
 Correspondence

STEP 3: DESIGNING

Four Important Subject

47 | P a g e
 1. Brain Storming
2. Basic Pattern
3. Outlines
4. Report Formats
 Classification of Formats
 Tittle Page
 Letter of Transmittal
 Table of contents
 Summary Page
 Introduction
 Discussion
 Conclusion
 Reference Page
 Appendix Page
 The Conclusion and Recommendation Section
 Summary
 Results
 Conclusion
 Recommendation
 Results and Conclusions
 Results and Recommendations
 Conclusions and Recommendations

STEP 4: ROUGH DRAFTING

 Pointers
STEP 5: REVISING

 Reviewing the overall structure

 Revising the expression
 Mechanics
 Punctuation
 Spelling
 Abbreviation
 Capitalization
 Footnoting
 Heading
 Using figures for numbers
 Paging
 Using units of measure and symbols
 Use of heading
 Using of figures for numbers
1. Any number is written out when it begins a sentence

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 2. Numbers up to….
3. Round numbers…
4. When two numbers…
5. Fractions are written out…
6. All units of…
7. Figures are…
 Under paging
 Using units of measure and symbols

CLASSIFICATION OF REPORTS

A.C. Howell identifies four main types of report outlined:

I. Information Reports
A. Periodic Reports
1. Routine
a. daily
b. weekly
c. monthly
2. Annual
a. Public
b. Private
B. Special Information Reports
1. Preliminary
2. Feasibility
3. Progress
4. Final

II. Examination Reports

A. Engineering
B. Administrative
C. Financial
D. Marketing

III. Recommendation Reports

A. Operation
B. Construction
C. Proposals

V. Research Report

A. Descriptive
B. Experimental
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Reports may also be classified according to:

A. Style
1. Formal
2. Informal
B. Author or Writer
1. Inside
2. Outside
C. Audience or Reader
1. Professional
Independent (monographs)

References

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