Definitions and Descriptions

COMP3040 > Back to Chapter Topics

Introduction

When writing you have to be sure that your reader understands the terms and topics you are writing about. By properly using Definitions and Descriptions you can be sure that your audience is always aware of what is being writen about. In this section you will learn about what Definitions and Descriptions are and how they will help you write better.

...by students Overview Now that you know what this chaper is all about lets get into what defintions and descriptions are. Definitions Definitons are technical terms known only to those in your profession. Descriptions Descriptions are a way of explaing the steps in a process in a way that the reader understands how to do that process. This is often confused with an instruction which is a way of describing a sequence of steps in a process so that the reader can perform those steps. Writing Good Descriptions Know your audience Knowing your audience when writing proper decriptions is key. You should ask yourself several questions before you start writing: (Textbook citation) How much detail are you supposed to include in your description? What is the technical background of the persons who will be reading your description? Are all the readers of the same techinical background? Considering who you will be writing for will make sure you write something that is understandable for everyone. Remember when writing for an audience that is of mixed backgrounds that you should write for the members of the audience with the least amount of knowledge. In this way you will be sure that everyone that is to read your descriptions can understand them. Follow the ABC format The ABC format (Abstract / Body / Conclusion) should be followed when writing a description. In the Abstract you should include: A summary of your topic. You should also answer the five W's. (Who, What, Where, When, Why) In the Body you should include: Step by step process that moves through the steps involved in the process. This can be done either by writing a paragraph or by having a list of steps. In the conclusions Conclude the entire process. This section helps end the description without just stopping with the last step in the process. Use an objective point of view Remember that when you are writing a description you are explaining to a user the list of steps involved in a process, not telling them how to do it. Steps in descriptions should not be written in the personal point of view. Example - Objective point of view: The carpenter then cuts the wood. - Personal point of view You should then cut the wood. Choose the right amount of detail Remember to consider who you are writing for to determine how much detail you really need to include when writing descriptions. Examples Common Mistakes Writing Good Definitions Even the best written document would be nothing without proper defintions. Without defintions readers will be left wondering of the meaning of certain techinical terms. Including defintions when writing lets readers of less technical backgrounds know what more advanced terms are. Readers that are more advanced also benefit because they can go back and reference terms that they arent completely sure of. When writing definitions you should use the following guidelines. Keep it simple When writing a definition keep it simple. Writing a defintion that is overly long with other technical terms in it is just going to defeat the purpose of writing that definition in the first place. There are three formats you should choose from when writing definitions. 1. Informat Definition Very brief. This is often in parentheses right by the word being defined. 2. Formal Definition This is a full sentence. 3. Expanded Definition This is the most lengthy of the three formats to choose from. This type of definition may be a paragraph or more. Example Now that you know the types of formats you should choose when writing a defintion how do you decide which one to use? Where Should I Use An Informal Definition? Remember that informal definitions are very brief and often come after the word that is being defined. Use an informal definiton when you are defining a term that most users should know. Using an informal definition keeps the reader moving and doesn't disrupt the flow of your paragraph. Example You can use a browser (Software that alows you to view pages on the internet) to make deposits into your online banking account. As you see here the definition comes right after the word being defined. It is short and to the point. Where should I Use A Formal Definition? A formal definition is a proper sentence. It should list three things (1) the term that is being defined, (2) a class that that term belongs to, and (3) features of that term. Example PLACE EXAMPLE HERE === Common Mistakes ===