DSST: Technical Writing

Progress reports

keeps the reader informed about activities, problems, and progress related to a large projec

Informational reports

focuses on providing straightforward information

Analytical reports

evaluates information, draw conclusions, and make recommendations.

Formal reports

typically lengthy, require extensive research, and involve multiple writers.

Informal reports

lack extensive planning or research, and they often take the form of a memorandum.

Feasibility Report

help executives determine if an idea or a plan is both practical or possible

Laboratory Report

Relays information gathered from an investigation of from laboratory testing

Memorandum

the primary method of communication for many organizations, which organizes information by either directly or indirectly

Direct pattern

Presents the main idea of the memo first and follows up with the details

Indirect pattern

Presents the detail of the memo first and follows up with the main points

Inquiry Letters

Written to ask about a product, service, or procedure

Claim letters

Written to express disappointment with a product or service and to request a refund, replacement, or apology

Job application letters

written to accompany a rèsumè when seeking an internship or employment

Resume

serves as an important tool for illustrating qualification to potential employment

user manuals

written for both skilled or unskilled users of product

tutorials

written as a self study guide for the users of a product

training manuals

major teaching tool in vocational jobs, used to train people in a procedure or skill

operator's manuals

written for trained operators of construction, computer, or manufacturing equipment for use on the job

service manuals

written for repair technicians, contain troubleshooting charts for diagnosing problems

instructions

steps that are required to compete a specific task who never performed a certain task

procedures

instructions that act as guidelines for people familiar with a task

process description

describes how something works and breaks down a process into steps or parts

Internal proposal

submitted to personnel within an organization

external proposal

submitted to clients or potential customers

short proposal

included an intro, body, and conclusion

long proposal

divided into front matter, body, and back matter

Routine internal proposal

used in organizations for minor spending requests

formal internal proposal

used when requesting large amount of money

solicited proposal

external proposal written in response to a request for proposals (RFP) or an invitation for bids (IFB)

unsolicited proposal

external proposal written and submitted without request

sales proposal

external proposal that may be short or long depending on size of potential sale

grant proposal

external proposal written to request funding for a project or study

closing summary

included either at the beginning of the conclusion or at the end of the body that reviews main points and findings

informative abstract

a concise summary of a research paper or article, typically including the paper's purpose, methods, results, and conclusions

descriptive abstract

provides a brief overview of a paper but without including results or conclusions

abstract

a summary of a written document that enables readers to determine whether to read an entire article

executive summary

consolidates the principle points of a report or proposal

summary

a conclusion that represents the main points of the document

interpretation

a conclusion that coincides with findings presented in the document

recommendations

a conclusion that agrees with the purpose, evidence, and interpretation of the document

parenthetical definition

uses a synonym or clarifying phase to explain meaning of an unfamiliar word

sentence definition

used for complex terms or when terms have multiple meanings

expanded definitions

used when extensive details Ae required about an item

Table of Context

shows what is contained in a document and on what page information can be located

glossary

an alphabetical listing of definition

appendix

serves the purpose of clarifying information presented in the text body

Justification

margins justified on the left are easier to read

headings

indicate organizational structure and help readers find information

lists

useful in presenting steps, materials, and recommendations

headers and footers

often includes section topic, date, page number, and title of document

columns

single-column for larger typeface

double-column for smaller typefaces

colors

useful in highlighting sections of a document to draw attention

white space

blank space between paragraphs and sections visually helps readers know when one idea or section is beginning or ending

Table graphs

data organized for easy comparison

bar graphs

translate numbers into shapes or colors; show comparison

line graphs

shows trends and changes over time, cost, size, rates, and other variables

pie charts

show parts of a whole

gantt charts

show how the phases of a project relate to each other

pictograms

uses images or icons to represent quantities; useful for non-experts to grasp ideas

flowcharts

show steps in progress

schematic diagrams

shows how components of a principle, process, or system function together

drawing

show real or imaginary objects; highlight specific parts and show how parts fit together

spatial

describes the physical appearance of an object or area beginning at one point and ending at another

chronological

follows sequence of events

sequential

used for writing step-by-step instructions

cause-and-effect

begins with either the cause or the effect

emphatic

emphasizes important information, reasons, or examples

comparison

used when writing on subject that is similar to another

Adjustment letters

a written response to a complaint and tells a costumer or client what the organization intends to do about the complaint.

Ampersands

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Sales brochures

created specifically to sell a company's products and services

Informational brochures

created to inform and to educate the reader

Collaborative writing

two or more writers work together to produce a single document for which they share responsibility and division-making authority.

Cover letter

accompanies a document, an electrical file, or other material. It provides a permanent record for both the writer and the reader.

Formal definitions

a form of classification

Informal definition

explains a term by giving a more familiar word or phrase

Circular definition

restates the term to be defined and therefore fail to clarify it

Abridged dictionaries

contains words commonly used in schools and offices

Unabridged dictionaries

provides complete and authoritative linguistic information

ESL dictionaries

(English-as-a-second-language) are more helpful to the nonnative speaker than are regular English dictionaries

Subject dictionaries

define terms used in a particular field

Direct address

refers to a sentence or phrase in which the person being spoken or written to is explicitly named

Ellipses

the omission of words from quoted material (...)

Colloquial English

spoken English or writing that uses words and expressions common to casual conversation

Dialect English

a social or regional variety of the language that is comprehensible to people of that social group or region but may be incomprehensible to outsiders

Localism

a regional wording or phrasing

Slang

an informal vocabulary composed of figures of speech and colorful words used In extravagant ways

Environmental impact statement

(EISs) documents that describe the anticipated environmental effects of large-scale construction projects

Euphemism

an inoffensive substitute for a word or phrase that could be offensive

Idioms

a group of words that has a special meaning apart from its literal meaning.

Investigative reports

offers a precise analysis of a workplace problem or an issue in response to a request or need for information

Jargon

a highly specialized slang that is unique to an occupation or a professional group.

Inquiry

To seek information by asking a question

Non Sequiturs

a statement that does not logically follow a previous statement

Malapropism

a word that sounds similar to the one intended but is wrong in context

Minutes

keeps official records for organization or committee meetings

Organizational newsletter

sent to employees, clients, or members of an association to keep informed about issues regarding their company or group

Subscription newsletter

designed to attract and build a readership interested about a specific product or servic

Progress report

provides information to decision-makers about the status of a project

Activity report

provides information to managers about the status of ongoing projects