DEFINITION

&
DESCRIPTION

Definition
Purposes:
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

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

Creating Formal Definitions

A formal definition is one sentence that contains
three 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 class
TERM + 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.

Formal definition
1.

2.

3.

The definition itself must not contain terms

that are confusing to readers.
Some may be so long that could create a
major distraction in the text, thus, choose the
right location.
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.

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.

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
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Developing extended definition:

1.
2.
3.
4.
5.
6.
7.
8.

Explain the derivation

Explicate terms
Use an example
Use an analogy
Compare and contrast
Explain cause and effect
Use a visual aid
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 Description
Writing the mechanism description:

Introduction definition, purpose, main parts.

Body function method (used in manuals)

- generalized method (used in reports and

technical journals)
Conclusion (optional)

17

Process Description
Writing 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 System

Writing 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 -

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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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