Unit 3 achieving clarity in technical writing

BEFORE READING:. Do you think that the language of writing communication is more difficult than that of oral communication? Is it possible to learn the basics of writing comminication?

PRE-TEXT EXERCISES:

Task1 Match the columns:

1.the necessity of special language a) оволодіти навичками

2.tomastertheskillsb) бути призначеним для великої аудиторії

3. atruepremise с) необхідність у спеціальній мoві

4.to be difficult to manipulate d) важкий у оволодінні/використанні

5.to apply the basics e) вірне посилання

6. to justify an action f) застосовувати засади

7 to be intended for a large audience g) підтверджувати дію

Task 2 .Look through the text and find the paragraph where the reasons for communicating technical information are desribed. Can you add any other reasons to those in the text?

We are all probably aware of the necessity of using special language when we write. From the time our parents first read storybooks of fairy tales to us, we have recognized that written language is different from spoken language.

During the course of our education, we may have decided that written language is the most difficult communication skill to master. That premise is not necessary true. Even though we must use special language and techniques when we communicate in written form, written language does not have to be any more difficult to manipulate than spoken language.

Communication, especially technical communication, is a skill that can be learned. Moreover, it is a skill that can be learned in much the same way that the skill of driving is learned: it is necessary to master the basics first and then to apply those basics in different situations.

There are many reasons for communicating technical information: to convince someone of something, to justify an action, to write instructions or desriptions, or to convey information to others who are interested. Regardless of the purpose, technical information must be presented in a clear, understandable manner.

Formal and Informal Styles in Writing

There are three styles we may adopt when writing: formal, informal or slang but usually only the first two are considered. In general, a formal style is used when your writing is intended for a large audience or for a superior who has the power to make decisions; an informal style is used when your writing is intended for peers and colleagues.

Another distinction can be made between the two styles, as a distinction based upon the type of report being written. Generally, proposals use a formal style of writing while memos and letters do not though this distinction can break down. While proposals are nearly always considered formal, a memo or a letter can adopt either an informal or a formal style, depending upon the purpose of the communication and the audience for whom it is intended.

What is the difference between the two styles? Since a formal style is adopted when writing to superiors or people you don’t know and an informal style is adopted when writing to those you do know, it is logical to assume that your style will be freer and less careful of certain restrains when writing to those you know. The restraints that characterise a formal style of writing can be observed in the use of word choice, sentence structure and grammar.

POST-TEXT EXERCISES

TASK 1 Match the verbs and the nouns as they are used in the text:

1.to be aware of a) a distinction

2 to recognize b) the skill

3 to learn c) the style

4 to convey d) the difference between spoken and written languages

5.to present e) the necessity

6 to make f) information

7 to adopt g) in clear, understandable manner

TASK 2 Find words in the text which have the similar meaning to the words below:

1.pre-condition 5 limitation

2 to identify 6 difference

3 to cope with 7 to persuade

4 equal, match 8 to accept

TASK 3

Look at the samples of formal and informal writings. Notice the difference in the use of words, sentence structure, grammar, and punctuation. The style adopted for each introduction was based upon the characteristics of the audience and the purpose of the task.

Example of a Formal Style of Writing

Eddy current testing is used extensively in aircraft maintenance inspection to detect cracks, heat damage to aluminum structure, exfoliation corrosion of fastener holes, and corrosion thinning between mating aluminum structures. Much of the testing is done using variable-frequency, impedance-amplitude instruments which yield results on microampere meters. These instruments detect changes in impedance but do not detect phase shifts. Hence, in a test situation where variables such as liftoff, dimensions, and flaws are mixed, the operator may not be able to develop a test procedure. This problem was greatly reduced when phase-analysis, multi-frequency, microampere meter instruments such as...........were developed.

What is the topic sentence of this paragraph?

For whom is the paragraph intended ?

What is its purpose?

Example of an Informal Style of Writing

Getting started with your QX-10 won’t take long at all. Even though there’s a good deal of material to go through, this chapter is simple and straight-forward. In fact, you’ll probably be up and running in half an hour or less! In that short time you’ll learn everything you need to know about unpacking your QX-10, correcting its different units, powering it up, caring for diskettes, and inserting them correctly. Let’s get going!

What is the topic sentence of this paragraph?

For whom is the paragraph intended?

What is its purpose?

Task 4

Try to describe the procedure of your research work in formal and informal styles. One should be addressed to your colleagues who are experts in this sphere and the other to people not familiar with the problems of your scientific work? Analyze the difference between the two( in grammar, word choice and usage, sentence structure).

TASK 5 Remember the phrases that may be useful for you when describing the style and/or the language of an article or a text:

• The author’s style is concrete/emphatic/natural/rich in colour contrast/objective/impersonal/realistic/simple and unadorned

• The method of description is mostly direct

• The author has an eye for detail and typical situation

• The language in this article/text/ is quite formal/informal/bookish/ rich in terms/borrowed from the sphere of science/art/engineering/close to the language of real life

• The author uses a lot of difficult/simple/ words

• The sentences are hard/easy to understand