EL118- Technical Writing
Functional or operational definition – used
Module 5. Technical Writing Techniques
Lesson 1. Definition
Definition – a way of giving or explaining the
meaning of an abstract term or a concept. A
method of identifying and clarifying the meaning
of a technical term.
Latin word finire (to limit) and de (from) which
means limited only to what the readers needs to
know.
You can explain the meaning by showing details,
giving examples, describing, analyzing using
symbols, antonyms, and the like.
Location of Definition is based on the ff:
1. the nature of the audience or readers.
2. length of definition
3. purpose and layout
4. the agreed rules and practices in an area of
discipline.
You must out the definition in the glossary,
introduction and the appendix.
Types of Definition
1. Informal Definition – also called a
parenthetical definition or an in-text definition. It is
distinguished from other words through a dash,
colon, comma, parenthesis, italics or bold face.
Ex: ROM – Read Only Memory – is a….
A tumor (swelling) is a………
2. Formal Definition – essential definition has
three parts: species, genus, and differentia.
Species – term (word to be defined)
Genus – group or class to which the term belong.
Differentia – part of the formal definition which
states the distinctive characteristics.
Points to Remember in Formal Definition
1. Avoid is when and “is where”.
2. Avoid circular definition
3. Avoid defining the subject in a more complex
language
4. Do not substitute the example
3.
for procedures or phenomena that occur over
time.
Ex: Sex- male or female
Household member – spouse, children, etc.
4. Extended (amplified) definition – more
detailed way of defining a term that is usually
composed of one or more paragraphs. Used to
explain technical, social, and economic terms
extensively.
Ways in amplifying a definition:
- word derivation, exemplification and illustrations,
comparison and contrast, narration, description,
classification, functional analysis, process,
analogy, cause and effect, and location.
Forms of Definition
1. Definition by Synonym – when a text
contains words similar in meaning to unfamiliar
words.
Ex: When you present your report, make brief or
concise.
2. Definition by Contrast – antonym exists when
it indicates contradiction or opposite meaning to
unfamiliar words. Uses words or phrase like
rather, but, instead, although, unlike, however, on
the contrary.
Ex: Rina was ecstatic but Jake was despaired.
3. Definition by Example – provide examples to
clarify a term.
Ex: Planets such as Mercury, Venus, and Earth
are influenced by gravitational force.
4. Definition by Explanation – provides hints
about the meaning of an unfamiliar term through
explanation.
Ex: Cardo became wistful because of her
boyfriend’s death.
5. Definition by Situation – the situation is used
to provide clues to its meaning.
Ex: The trade was suspended between two
countries.
The book trade was successful.
He learns the trade of wielding.
6. Definition by Direct Definition – definition
follows an unfamiliar word.
Ex: Many companies are downsizing, reducing A. Audience/users
the number of products sold.
B. Purpose/function and formal definition
Placement of Definition
C. Overall description
1. Glossary – beginning or end of the document
D. Operation
2. Side bars – side of the main text
II. Main Parts
3. Information notes – bottom of the page
A. Definition of Parts
(footnote) or end part (end note)
B. Subparts
4. Incorporated information – definitions
integrated into the sentences. C. Shape, dimension, weight, composition,
texture, color
5. Appendix – collection of relevant materials at
the end. D. Material
6. Introduction – first part of the document. E. Relationship with other materials
Model of a Basic Technical Definition (you can proceed if there are many main parts
but same order)
I. Introduction
III. Closing
A. Background
A. Advantages/Disadvantages
B. Transition
B. Cost and Availability.
C. Thesis Statement
II. Body
B. Process Description
A. Distinguishing Feature 1 – 4
Process Description – series of steps or actions
III. Conclusion
that follow a sequence or order. It is a precise
Lesson 2. Description step-by-step explanation of how somethings was
performed or occurred. It is in declarative form.
A. Mechanism Description – part-by-part
depiction of the components of a mechanism or Processes can be classified as:
equipment. A mechanism can be simple or
1. Natural – metamorphosis and water cycle
complex. It provides precise details about the
features, appearances, or composition of the 2. Mechanical – how a phone operated
mechanism.
3. Historical – how the Japanese colonized the
A subject for description are the following: Philippines)
1. Location – electric powerplant 4. Organizational – how a meeting is conducted
2. Mechanism – electric fan, washing washing 5. Scientific – how to take medicine pills.
3. Organism and organ – monkey, rabbit, heart, Model of a Basic Process Description
veins.
I. Introduction
4. Substance – tofu, pesticide, chemicals, paints
A. State the purpose and the audience
5. Object – pencil, coin, figurine (without moving
parts) B. Define the process

6. Condition – a city after soil erosion C. Explain who, when and where

7. System – reproductive, ignition, and alarm D. List the tools needed

system E. Major steps.
Model of a Basic Mechanism Description II. Body
I. Introduction A. Main Step
 1. Sub-step 1 5. Salutation – greetings.
2. Sub-step 3 Ex: Dear Ma’am:
(you can proceed if there are many steps but 6. Body – message. It is single-spaced but
same order) double-space to separate paragraphs.
III. Conclusion 7. Complimentary Close – expression used to
end a letter.
Lesson 3. Classification
Classification – systematic process of dividing
materials into kinds of classes. The purpose is to
breakdown information into parts to simplify or
explain specific things.
Ex: Classification of diseases
Classification of culture in the Philippines
Module 6. Business Letters
Business Letters – written device used to
transact business which cannot be conveniently
conducted orally.
Characteristics of a Business Letter (8C’s)
1. Clarity – purpose and words used should be 8. Signature block – signature of the sender and
clear. Clearly state your point. position in all caps lock.

2. Conciseness – stating an idea in the fewest 9. Identification initials – initial of other writers
words possible. or the secretary.

3. Consideration – be considerate. Make the 10. Postscript or PS – emphasizes something.

letter about him/her and not about you.
4. Courtesy – respect to the reader
5. Concreteness – use vivid and specific words
that appeal to the readers senses.
6. Cheerfulness – positive attitude.
Ex: P.S. I attached something. Kindly check.
11. Enclosure Notation – attachements to the
letter
12. Copy Notation – name of the secondary
recipients (cc or bcc)

7. Correctness – accuracy in terms of facts and Example of Full Block Format

figures.
8. Character – uniqueness from the writer.
Parts of Business Letter
1. Letterhead – the writer, address, and contact
numbers
2. Date – between the letterhead and the inside
address.
3. Inside address – readers/receiver’s name,
position and company, address.
4. Attention Line – when the writer wishes to
address the whole company but want to bring the
subject to the attention.
Ex: Attention : Dr. Jean N. Lopo
Example of Modified Block Format
Example of Semi-block Format
Types of Business Letters
1. Inquiry and reply – request for information
that writers believes the reader can provide. To
get the reader to respond with an action.
2. Request – ask another person or group of
people to grant a specific demand or respond to
inquiry or appeal.
3. Job application and resume – applies for a
work in an office. Resume is a written sales tool
that contains contact section, resume profile,
objective or summary, experience, education and
skills.
Module 7. Memo and Email
Memo – comes from the latin word “memorare”
which means “to remember”. It is a form of letter
typically used for communication inside the
business organization. It is an internal
communication of the company.
Email or electronic mail – communication tool
that consists of network of wires and electronic
signals. It allows a person to write, edit, and send
messages.
Synchronous communication – the recipient
displays the full text of the message, read it, and
responds to it immediately in real time.
Asynchronous communication – he may not
respond to the sender immediately.
Parts of a Memo
1. Letterhead – identifies the writer, her/his
address, and contact numbers
2. Date line – serves as chronological record for
reference purposes.
3. “To” Line – indicates the name and title of the
receiver.
4. Attention line – is used when the writer
wishes to address the whole company but wants
to bring the subject or topic of the letter to the
attention of a particular person in the company.
5. “From” Line – indicates the name of the
sender.
6. Subject Line – announces the main content or
topic of the memo. The word Subject is the
preferred than the old term Re.
7. Body – contains the message of the letter.
8. Identification initials – indicates the typist’s
initials if the sender is not the one who personally
typed or encoded the document.
9. Enclosure notation – are the attachments to not usually practices, but are useful in formal
the letter. business relationships.
10. Copy notation – indicates the name of the 9. Enclosure notation – are the attachments to
secondary recipients of the letter the letter.
Example: Example of Email

Parts of
an Email
1. “From” Line – indicates the name of the
sender.
2. “To” Line – indicates the name and title of the
receiver.
3. Copy notation – indicates the name of the
secondary recipients of the letter
4. Date line or Sent – serves as chronological
record for reference purposes.
5. Subject Line – announces the main content or Differences of Letter, Memo, and Email
topic of the memo. It is the preferred than the old
term Re.
6. Salutation - the writer’s greetings to the reader
7. Body – contains the message of the letter.
8. Closing or Complimentary Close - is an
expression used to end a letter. Expression used
reflects the level of formality. Most emails end
with just the writer’s name especially when the
sender and the receiver are acquaintances.
P.S. Kayo na magsulat ng guidelines and tips.
The conventional complimentary closes Napakahaba, common sense lang naman
(Sincerely, Truly yours) in traditional letters are yun :>>
P.S.S. Wala pala ako nun hihi