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TECHNICAL WRITING > MIDTERM > Flashcards

MIDTERM Flashcards

1
Q

Under this format, the dateline, complimentary close , and signature block are flushed in the right

A

Semi-block format

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2
Q

This format is quite outmoded…but popular in Mexico, Canada and European countries. This layout indents each line in the inside address. This format uses closed punctuations so that the dateline ends with a period.

A

indented style

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3
Q

Also know as NOMA National Office Management association style. it is similar to the full block style except that the salutation and complimentary close are omitted.

A

Simplified style

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4
Q

This layout looks like the modified block style except that the first line of each paragraph is indented five spaces from the margin.

A

Semi-block

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5
Q

This format has all lines flushed to the left except dateline, complimentary close and signature block

A

Modified block

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6
Q

This format has all the letter parts flushed to the left.

A

Full block

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7
Q

provides the answers or information requested in a letter of inquiry. The objective is to satisfy the reader with an action that fulfills his,her request

A

Response letter

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8
Q

letter accompanies items or documents enclosed or shipped in a single package.

A

Letter of transmittal or cover letter

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9
Q

Acclaimed proponents of technical writing Mills and Walter (1981) gave several definitions to aid us in understanding the nature of technical writing. According to them: - is characterized by certain formal elements, such as its scientific and technical vocabulary, its use of graphic aids, and its use of conventional report forms.
- is ideally characterized by the maintenance of an attitude of impartiality and objectivity, by extreme care to convey information accurately and concisely, and by the absence of any attempt to arouse.
- is writing in which there is relatively high concentration of certain complex and important writing techniques, in particular description of mechanisms description of process, definition, classification, and interpretation

A

Technical writing

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10
Q

is a type of written communication. It is written using formal language and follows formal elements of letter writing.

A

business letter

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11
Q

is a written agreement between two people under mutually agreed terms.

A
  • Contract
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12
Q

is a detailed essay or book on a very specific topic. It is usually written by professionals or academicians on topics of interest concerning their specific fields.

A
  • Monograph
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13
Q

is a ready-format memorandum that only red quires a checkmark on the appropriate box that contains the message.

A
  • Printed action memo
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14
Q

aids are drawings, sketches and illustrations that aid the readers in understanding the presented data.

A
  • Graphic
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15
Q

are written to guide the readers on how to assemble, maintain, and operate an apparatus, machine or gadget.

A
  • Instructional manuals
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16
Q

are pamphlets or flyers that endorse a product in such a way that the potential customer will be convinced that the product is effective and eventually avail of the product

A
  • Brochures
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17
Q

are written suggestions on how to make the company or organization more productive and successful. Most companies and organizations require this before an agreement is reached.

A
  • Proposals
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18
Q

are inter-office written communication used to disseminate information.

A
  • Memoranda
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19
Q

Five Important Principles in Good Technical Writing:

A
  1. Always have in mind a specific reader, real or imaginary, when you are writing a report. Always assume that he is intelligent but uninformed.
  2. Before you start to write, always decide what the exact purpose of your report is, and make sure that every paragraph, every sentence, every word makes a clear contribution to that purpose.
  3. Use language that is simple, concrete, and familiar.
  4. At the beginning and end of every section of your report, check your writing according to this principle: “First you tell the reader what you’re going to tell him, then you tell him what you’ve told him
  5. Make your report attractive.
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20
Q

Purpose of Technical Writing

A
  1. It serves as basis for management decision
  2. It furnishes needed information.
  3. It gives instructions
  4. It records business transactions through proposals
  5. It procures business proposals
  6. It serves as basis for public relations
  7. It provides report to stockholders of companies
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21
Q

is an essential element in technical report writing. Some examples of this are description of a process, writing about a theory, or submitting a policy.

A

Subject Matter – “What will I write about?”

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22
Q
  • is a property which pertains to a particular reader of a technical literature.
A

. Audience – “Whom am I writing for?”

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23
Q

refers to two basic modes in which a technical report has to be delivered-writing it or reading it.

A

Expression

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24
Q
  • refers to how the material is written. A technical writer uses clear, specific point of view, objective, impartial, and unemotional style in writing objective.
A

Style

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25
Q
  • pertains to how ideas should be organized in chronological, spatial or logical order, from general to specific or specific to general, and use illustrations to present the information.
A

. Arrangement of Materials

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26
Q

conveys specific information about a technical subject to a specific audience for a specific purpose.

A
  • Technical writing
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27
Q

is fiction–poetry, short stories and novels–and far different from technical writing.

A
  • Creative writing
28
Q

is a subjective response to a personal experience–journals and diaries–whereas technical writing might be objective observations of a work-related experience or research.

A
  • Expressive writing
29
Q

“exposes” a topic analytically and objectively, such as news reports. Like technical writing, the goal is to explain or reveal knowledge, but does not necessarily expect a response or action from the reader.

A
  • Expository writing
30
Q

depends on emotional appeal. Its go is to change one’s attitudes or motivate him/her to action.

A
  • Persuasive writing
31
Q

covers the protection of the rights of the author.

A

1) Copyright law

32
Q

pertains to federal protection (different from registered trademarks).

A

2) Trademark law

33
Q

covers written warranties or their implied warranties.

A

3) Contract law

34
Q

pertains to responsibilities or obligations of writers who claims they made on their paper.

A

4) Liability law

35
Q

Do’s of Technical Communication

A
  • Abide by relevant laws.
  • Abide by the appropriate corporate or professional code of conduct.
  • Tell the truth.
  • Be clear.
  • Avoid discriminatory language.
  • Acknowledge assistance from others.
36
Q

Don’ts of Technical Communication

A
  • False implications- assuming the outcome of a project or making sweeping generalizations.
  • Exaggerations expressing situations in extreme proportions.
  • Euphemisms - writing about situations in seemingly good conditions even though they are not.
  • Don’t mislead your readers.
37
Q

(also referred to as pre-writing) includes anything that takes place before the actual writing of the text. It might include processes such as group discussions, brainstorming, note-taking and researching.

A
  • Planning
38
Q

Generating broad ideas then building on them with more detail in bullet pointed lists. Then, group and label these lists so you have possible sub-points to develop.

A
  • Drafting
39
Q
  • A visual strategy that shows hierarchy and explores relationships between topics or ideas (also called clustering).
A

Mind Mapping

40
Q
  • Writing a series of initial questions that centre around the who, what, where, when, why and how of a topic then conducting research to answer them.
A

Questioning

41
Q
  • Writing non-stop about a topic in full sentences for a predetermined amount of time (usually 10- 15 minutes). You can then read over it, highlighting the most prominent and interesting ideas then repeat the process as many times as you need to.
A

Freewriting and Looping

42
Q

occurs during your first re-read of your draft when you start to think about how well it addresses the task requirements and how well it addresses the needs and expectations of your readers.

A
  • Revising
43
Q

hand-in-hand although editing is more to do more with revising the logistics of your writing and proof-reading is the last step you take to check the smaller, surface-level errors before printing or publishing.

A
  • Editing and Proofreading
44
Q

bears the corporate or registered name and logo or trademark of the enterprise. It contains the business address, contact numbers, and official website and email addresses of the company. The letterhead is seen at the topmost part of the business letter.

A

HEADING

45
Q

is the exact date when the letter is written. It may be typed left or right of the paper depending on the format used. As a rule, the dateline is not abbreviated or written as numbers.
Example:
Wrong: Feb.21,2024 or 1-28-10 or 1/28/2010
Correct: February 21, 2024 or 21 February 2024

A

DATELINE

46
Q

contains the full name and position/designation of the person you are writing to, his/her organizational affiliation, and his/her corporate address. It is typed two or three spaces below the dateline.

A

Inside Address

47
Q

is an expression of courtesy to and respect for the address or reader of the letter. It is typed two spaces below the inside address. Two of the most common generic salutation are as follows:

A

Salutation

48
Q

the letter has three parts: the introductory statement, statement of details, and concluding statement. It begins two spaces below the salutation. However, if there is a subject line, the body must start two spaces below the subject line

A

BODY

49
Q

is a cordial and a graceful way of closing your letter. Only the first letter of the first word is capitalized in a
This is typed two spaces below the last line of the body. Some of the commonly-used forms of complimentary close classified according to their degree of formality.

A

COMPLIMENTARY CLOSE

50
Q

authenticates the letter to be that of the writer. The writer’s name is typed four to five spaces below the complimentary close.

A

SIGNATURE BLOCK

51
Q

is needed if a business letter is addressed to the company as an organization rather than to an individual officer or staff member, but the writer prefers his/her letter to reach a particular employee who may be knowledgeable of the writer’s business concern. It is typed two spaces below the inside address and two spaces above the salutation.

A

ATTENTION LINE (Attn.:)

52
Q

is needed to immediately inform the reader of the gist of the letter or what the letter is all about. It is placed two spaces below the salutation. It may be typed in full CAPITAL LETTERS or underlined for emphasis.

A

SUBJECT LINE (Re:)

53
Q

is a reminder of an attachment mentioned in the body of the letter. It is usually typed under the typist’s or encoder’s initials.

A

ENCLOSURES (Encl.:)

54
Q

indicates that other copies of the letter have been sent to one or more recipients other than the addressee. It is placed two spaces below the reference initials or below the enclosures, if there are any.

A

CARBON COPY NOTATION

55
Q

is used when the writer does not want his/her reader to know the identities of the other recipients of the letter. It is placed two spaces below the reference initials or below the enclosures, if there are any.

A

BLIND CARBON COPY NOTATION ( bcc:)

56
Q

is a distinct point of information that needs to be emphasized separately from the body. It may be placed two spaces below the reference initials or below the enclosures or carbon copy, if there are any.

A

POSTSCRIPT (P.S.)

57
Q

indicates a special postal service such as “registered mail” or “certified/confidential.” It may be placed two spaces below the references initials or below the enclosures, carbon copy, or postscript, if there are any.

A

MAILING NOTATION

58
Q

is a marketing tool that promotes a product or service. Its objective is to persuade the reader to buy what the letter offers.to be effective, its scope must describe a particular benefit the reader will gain by making the purchase, such as a problem solved or a need fulfilled.

A

SALES LETTER

59
Q

is a specific audience, a group of people carefully selected for the traits they hold in common.

A

TARGET MARKET

60
Q

quantifiable or measurable facts such as age, income, gender, marital status, religious affiliation, and ethnic background.

A

Demographics

61
Q

includes personal choice tendencies or learnings such as all jazz lovers, pet owners, country dwellers.

A

 Psychographics

62
Q

includes behavioral information related to the frequency or regularity of personal lifestyle practices such as backpacking, motorcycle riding, dining out or DVD renting.

A

USAGE-BASED

63
Q

includes both broad and narrow physical location information such as country, or region within a country, right down to street addresses, area codes, and zip codes.

A

GEOGRAPHICS

64
Q

THE OBJECTIVE OF A SALES LETTER IS THREEFOLD

A

To attract attention
To generate interest
To induce a purchase

65
Q

To be effective, the scope of a sales letter must identify one or more of the following:

A

A problem can be solved
A need that can be fulfilled
A desire that can be satisfied
A pleasure that can be gained

66
Q
  • writing about situations in seemingly good conditions even though they are not.
A
  • Euphemisms

TECHNICAL WRITING (1 decks)

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