ITTIHAD UNIVERSITY Prof. A.

Al-Obeidy
COLLEGE OF ARTS Course: Technical
Report Writing
ENGLISH LANGUAGE TRANSLATION Second Term:
2006-2007
Technical Writing Style
A good technical writing style should make your ideas seem clear to your audience
! clear sentences
! clear "aragra"hs
! choose a tone #or your reader
! clear organi$ation o# your documents
WRITE CLEAR SENTENCES
%he #ollowing guidelines #or com"osing can make your writing clear
Place the main idea of the sentence first.
Main
idea is
last
The writing of manufacturing processes, which explain the sequence of a part's
production; and design specifications, which detail the materials needed to
produce an object, are two types of professional writing I will do.
Main
idea is
first
Two types of professional writing that I will do are writing manufacturing
processes, which explain the sequence of a part's production; and design
specifications, which detail the materials needed to produce an object.
Use normal word order.
Normal
The AT! definition describes the process by which polymers brea" down.
Inverte
d
#olymers brea" down in a process described by the AT! definition.
Use the active voice.
&hange Passive to Active 'o(e the "erson acting out o# a "re"ositional "hrase)
Passive
The memo was sent by the manager.
Active
The manager sent the memo.
*u""ly a su+,ect)
Passive
This method was ruled out.
Active
The staff ruled out this method.
Active
I ruled out this method.
*u+stitute an acti(e (er+ #or a "assi(e one)
Passive
The heated water is sent into the chamber.
Active
The heated water flows into the chamber.
-se the Passive i# it is accurate)
Typical situation
that needs no agent
$obots are used in repetiti%e acti%ities.
Active verb requires an
unnecessary
agent (companies)
&ompanies use robots in repetiti%e acti%ities.
Active accuses
'ou %iolated the ethics code by doing that.
Passive avoids accusing
The ethics code was %iolated by that act.
%he "assi(e (oice can also +e used to em"hasi$e a certain word)
se passive to emphasi!e
'milk samples'
!il" samples are preser%ed by the additi%e.
se active to emphasi!e
'additive'
The additi%e preser%es the mil" samples.
Emplo parallelism.
-sing "arallelism means to use similar structure #or similar elements) &are#ul writers use "arallel
structure #or coordinate elements. elements with e/ual (alue in a sentence) &oordinate elements are
connected coordinating con,unctions 0and. but. or. nor. for. yet. so1 or words. "hrases. or clauses
that a""ear in a series) 2# coordinate elements in a sentence are not treated in the same way. the
sentence is awkward and con#using) 2n the #ollowing e3am"le. the italici$ed words make u" a
series 4%echnical writers create memos. proposals. and manuals)4
"aulty
!anagers guarantee that they will replace the old system and to consider the
new proposal.
Parallel
!anagers guarantee that they will replace the old system and that they will
consider the new proposal.
"aulty
Typical writing situations include editing proposals, the sending of electronic
mail, and how to update the system.
Parallel
Typical writing situations include editing proposals, sending electronic mail, and
updating the system.
Write sentences of !" to "# words.
An easy!to!read sentence is 56 to 57 words long) *horter and longer sentences are weaker +ecause
they +ecome too sim"le or too com"licated) 8owe(er. this is only a rule o# thum+) 9onger
sentences. es"ecially those e3hi+iting "arallel construction. can +e easy to gras") &onsider the
#ollowing (ery long and its re(ision ,ust +elow) 2t is harder to understand not ,ust +ecause it is long.
+ut also +ecause it ignores the dictum o# "lacing the main idea #irst) 2ts re(ision. howe(er. is easier
to read +ecause it is s"lit into two shorter sentences and the main idea is introduced immediately)
#ne sentence$
%& words long'
The problem is the efficiency policy, which has measures that emphasi(e
producing as many parts as possible, for instance, )*+ per hour,
compared to a predetermined standard, usually measured by the
machine's capacity, say, *++, for a rating of ,+-.
Two sentences$
() and ** words
long'
The problem is the efficiency policy, which calls for as many parts as
possible compared to a predetermined standard. If a machine produces
)*+ per hour and its capacity is *++ per hour, it has a rating of ,+-.
Use $there are$ sparin%l.
:(eruse o# the inde#inite "hrase 4there are4 and its many related #orms 0there is. there will be. etc)1
weakens the sentence +y ;+urying; the su+,ect inside it) 'ost sentences are more e##ecti(e i# the
su+,ect is "laced #irst) &onsider the #ollowing 'ineffective' and 'effective' sentences
Ineffective
There is a change in efficiency policy that could increase our profits.
+ffective
.ur profits will increase if we change our efficiency policy.
8owe(er. use 4there are4 #or em"hasis and a(oid the (er+ 4exist4. as in the #ollowing e3am"le
/ea"
Three standard methods exist.
tronger
There are three standard methods.
6
Avoid nominali&ations.
A(oid using too many nominali$ations. i)e) (er+s turned into nouns +y the addition o# a su##i3 such
as 4!ion4. 4!ity4. 4!ment4. or 4!ness4) <ominali$ations weaken sentences +y "resenting the action as a
static noun rather than as an acti(e (er+)
&onsider the #ollowing e3am"les with 4static4 nouns and 4acti(e4 (er+s
,tatic
The training policy for most personnel will ha%e the requirement of the completion
of an initial one0wee" seminar.
Active
The training policy will require most personnel to complete a one0wee" seminar.
,tatic
There will be costs for the installation of this machine in the %icinity of 1 2+,+++.
Active
/e can install this machine for about 12+,+++.
The machine will cost about 12+,+++ to install.
Avoid strin%s of chopp sentences.
A string o# shorts sentences results in cho""iness) =ecause each idea a""ears in an inde"endent
sentence. the e##ect o# such a string is to de!em"hasi$e all the ideas since they are all treated e/ually)
%o a(oid this. com+ine and su+ordinate ideas so that only the im"ortant ones are e3"ressed as main
clauses)
-hoppy
3oth models offer safety belts. 3oth models ha%e counterbalancing. 4ach one
has a horn. 4ach one has lights. .ne offers wing0sided seats. These seats
enhance safety.
-lear
3oth models offer safety belts, counterbalancing, a horn, and lights. .nly one
offers wing0sided safety belts, which enhance safety.
Avoid wordiness.
2t is the o""osite o# conciseness) 2deas are most e##ecti(e when they are e3"ressed concisely) %o
"rune e3cess wording. eliminate redundancy and all unnecessary intensi#iers 0e)g) very1. re"etition.
su+ordinate clauses. and "re"ositional "hrases) &onsider the #ollowing e3am"les
nnecessary subordinate
clause
Two important concepts that go along with this field are
in%entory control and mar"eting.
.evised
Two important concepts in this field are in%entory control and
mar"eting.
.edundant intensifiers /
unnecessary subordinate
clause
It is made of very thin glass that is mil0y white in color.
.evised
It is made of thin, mil"y white glass.
.edundant
The tuning handle is a metal protrusion that can be easily
grasped hold of by the hand to turn the gears.
.evised
The tuning handle is a metal protrusion that can be easily
grasped to turn the gears.
nnecessary repetition /
overuse of prepositions
The lead weight arms sit on each side of the specimen holder
and can be bro0en down into two parts. The two parts of the
arms are the abrading discs and the weights.
.evised
The lead weight arms, located on each side of the specimen
holder, ha%e two parts5 the abrading discs and the weights.
Avoid red'ndant phrases.
8ere is a list o# some common redundancies) %he e3am"les +elow show redundant "hrases #ollowed
+y +etter ways o# #ormulating them
Redundant Phrases Revised into More Concise Words or Phrases
due to the fact that because
>
employed the use of used
basic fundamentals fundamentals
completely eliminate eliminate
alternati%e choices alternati%es
actual experience experience
connected together together
final result result
pro%e conclusi%ely pro%e
in as few words as possible concisely
Avoid no'n cl'sters.
<oun clusters are three or more nouns ,oined in a "hrase) %hey cro" e(erywhere in all kinds o#
writing. technical writing in "articular. and usually make reading di##icult) %ry to +reak them u")
Noun cluster
Allowing individual input variance of data process entry will result in higher
morale in the "eyboarders.
.evised
/e will ha%e higher morale if we allow the "eyboarders to enter data at their
own rate.
Use $you$ correctl.
?o not use 4you4 in #ormal re"orts 0although writers o#ten use 4you4 in in#ormal re"orts1) -se 4you4 to
mean ;the reader;@ it should not mean ;anyone; or ;2;)
Incorrect
I "new when I too" the training course that you must experience the problems
firsthand.
-orrect
I "new when I too" the training course that I needed to experience the problems
firsthand.
Incorrect
The quality of performance 6that is, the amount of quality you can ha%e and still
remain competiti%e6 is %ery important.
-orrect
The quality of performance 6that is, the amount of quality a company can ha%e
and still remain competiti%e6 is %ery important.
Avoid se(ist lan%'a%e.
9anguage is considered se3ist when the word choice suggests only one se3 e(en though +oth are
intended) *e(eral strategies can +e #ollowed to write smooth. non!se3ist language) A(oid such
clumsy "hrases as 4heAshe4 and 4sAhe4) Although an occasional 4he or she4 is acce"ta+le. too many o#
them make a "assage hard to read) &onsider the #ollowing e3am"les and their re(ision
,e1ist
The cler" must ma"e sure that he punches in.
se an infinitive
The cler" must ma"e sure that to punch in.
se the plural
The cler"s must ma"e sure that they punch in.
se the plural to refer to 2plural sense2
singulars
4%eryone will bring their special dish to the company
potluc".
Note 2n the last e3am"le. 4their4. which is "lural re#ers to 4everyone4. which is singular +ut has a
"lural sense)
E)ERCISES
Passive Sentences %urn the #ollowing "assi(e sentences to acti(e)
5) Bhen all work is com"leted. turn the +lue"rint machine o##)
6) Bhen the dis"lay has +een noted and is no longer needed. "ress the CA* +utton to
"roceed with the "rogram)
D
>) %ests are s"eci#ied in the military4s "urchases documents #or the "ouched meals@ they
include 6E dimensional checks on "ouches)
D) Cecently. it was determined that the "urchase o# a "ersonal com"uter was needed)
Parallel Str'ct're Ce(ise the #ollowing sentences to make their coordinate elements "arallel)
5) 2t ser(es the "ur"ose o# "ulling the sheet o## the coil and to straighten or guide the sheet
through the rest o# the machine)
6) %he two main #unctions o# the tractor are su""lying the necessary "ower to "ull the load
and to "ro(ide steering to guide the (ehicle)
>) %he se(en ste"s in selling are 051 o"ening. 061 "resent merchandise. 0>1 handling. 0D1 to
com"lete the sale. 071 suggesting. 0F1 record made o# the sale. and 0E1 #inali$e sale)
D) %he #eatures that #a(or the Gohnson recei(er include more dura+ility. +etter noise
reduction. and it is more e##icient)
Use of $ There are $ Hliminate 4There are4. or any related #orm. #rom the #ollowing sentences)
5) %here are si3 +asic re/uirements that +lister material must #ul#ill)
6) %here is a re(erse +ee"er on this model. which sounds while the truck is +acking)
>) Bith more sho"s +eing installed. there should +e more tra##ic generated)
D) %here are claims made +y +oth com"anies that their com"uters are easy to learn and easy
to use)
7) %here is a necessity to satis#y customers #or a +usiness success to occur)
Nominali&ation &orrect the nominali$ations in the #ollowing sentences)
5) Briting skills cause enhancement o# "romotion "ossi+ilities)
6) A com"arison o# s"eci#ication sheets was the #irst ste" 2 took)
>) %he "rocess we use to accom"lish these o+,ecti(es is through the concise descri"tion o#
limitations. the in(estigation o# alternati(es. the esta+lishment o# communication
channels)
D) A(oidance o# tooling costs is accom"lished i# you "ick a stock si$e)
Choppiness Hliminate the cho""iness in the #ollowing sentences)
5) %he im"ellers are ,am #ree) %hey "i(ot on a turnta+le) %heir name im"lies their sha"e) 2t
is like +lades o# a rotor)
6) %he com"uter is an 2conglow) 2t is D years old) 2t does not ha(e su##icient CA') <o new
"rograms will run on it)
Wordiness Ce(ise the #ollowing sentences. remo(ing unnecessary words)
5) %he need to kee" our recharging ca"acity to its ma3imum is necessary)
6) %he "late is su""orted again +y a thick wire that e3tends down into a connecting "in in
the +ase. and the e3act "osition o# the "in is the "in ne3t to the notch in the +ase)
Use of $ You $ &orrect the use o# 4you4 in the #ollowing sentences)
5) %he o"erator o# the grain s"out can maneu(er it to deli(er grain anywhere in the +arge
hold) Iour s"out ad,ustments com"ensate #or changes in your water le(el)
6) 2n the microwa(e the aluminum heats u" the oil and "o"s the "o"corn) %his "rocess is
where you get your increase in e##iciency +ecause you are using the heat to "o" the
"o"corn)
Se(ist Lan%'a%e &orrect the se3ist language in the #ollowing sentences)
5) Hach manager will direct his di(ision4s +udget)
6) H(ery secretary will hand in her timecard on Jriday)
>) 2# he understands the "rocess. the machinist can im"ro(e "roduction)
D) Hach su"er(isor will "resent hisAher (ice!"resident at a meeting that sAhe schedules)
7) Be must in#orm each em"loyee that she must #ill out a B!D #orm)
WRITE CLEAR PARA*RAP+S
7
A "aragra"h consists o# a to"ic sentence #ollowed +y se(eral sentences o# e3"lanation) %he topic
sentence e3"resses the "aragra"h4s central idea. and the remaining sentences de(elo". e3"lain. and
su""ort the central idea) %his to"!down arrangement ena+les readers to gras" the ideas in
"aragra"hs more /uickly)
Put the Topic Sentence First.
Assembly drawings are drawings that portray and explain the
completely fabricated final product. Assemblies are drawn on a large
sheet of paper. They generally ha%e two or three %iews that con%ey all
the information the reader needs about the part. The assembly also
explains different parts of the drawing through the bill of materials, a
listing of all the different parts that ma"e up the entire piece. It gi%es the
costs, quantity, and description of each part. The assembly drawings,
then, pro%ide a basic o%er%iew of the entire product.
Topic sentence
upporting
details
Structure paragraphs coherently.
2n a "aragra"h that e3hi+its coherent structure. each sentence am"li#ies the "oint o# the to"ic
sentence) &oherence can +e indicated +y re"eating terms. +y "lacing key terms in the dominant
"osition. +y indicating class or mem+ershi". +y using transitions. and +y arranging sentences
according to le(el)
! Repeat Terms %erms are re"eated #or em"hasis) 2n the #ollowing e3am"le. 4"ath4 is
re"eated in the second sentence to "ro(ide #urther details) <ote that 4"ath4 was the new
idea in sentence 5 +ut is the old idea in sentence 6)
3ecause fluid doesn't compress, its only path is between the gears and the housing. This
path is least resistant 6it allows the fluid to flow in that direction easily.
! Use the Dominant Position %o "lace a term in the dominant "osition means to re"eat a
key term as the su+,ect. or main idea. o# a sentence) As a result. readers return to the
same to"ic and #ind it de(elo"ed in another way) 2n the #ollowing short "aragra"h.
4contrast4 is the dominant term. and it is always in a dominant "osition at the +eginning
o# the sentence)
-ontrast is one of the most important concepts in blac"0and0white print0ma"ing. oft
contrast 6just a range of grays6 is used to portray a calm effect, such as a fluffy "itten.
7ard contrast, on the other hand, creates sharp blac"s and bright whites. It is used for
dramatic effects, such as stri"ing portraits.
! Maintain Class or Membership Relationships %o indicate class or mem+ershi"
relationshi"s. use words that show that the su+se/uent sentences are su+"arts o# the to"ic
sentence) 2n the #ollowing sentences. store management and merchandising are mem+ers
o# the class career paths)
$etailing has two career paths. ,tore management in%ol%es wor"ing in the store itself.
Merchandising in%ol%es wor"ing in the buying office.
! Provide Transitions -sing transitions means connecting sentences +y words that signal
a se/uence or a "attern) &ommon e3am"les include
,equence first 8 second 8
then 8 next 8
Addition and
also
furthermore
-ontrast but
F
howe%er
-ause and
effect
thus
so
therefore
hence
! rrange !entences by "evel &oherence can also +e de(elo"ed +y the way you arrange
sentences in a "aragra"h) 2n almost all technical "aragra"hs. each sentence has a le(el)
%he #irst le(el is that o# the to"ic sentence) %he second le(el consists o# sentences that
su""ort or e3"lain the to"ic sentence) %he third le(el consists o# sentences that de(elo"
one o# the second!le(el ideas) %he sentences within a #our!sentence "aragra"h could +e
arranged according to either o# the #ollowing two "ossi+ilities
The last 9 could all expand the idea in the first :i.e. the topic
sentence;
2. "irst level
<. econd le%el
<. econd le%el
<. econd le%el
.r the 9
rd
and )
th
sentences could expand on the <
nd
which itself
expands on the 2
st
:i.e. the topic sentence;
2. "irst level
<. econd le%el
9. econd le%el
). econd le%el

As you write. make sure the sentences within "aragra"hs are arranged according to their le(el) A
sentence in le(el 6. #or instance. must +e a su+di(ision o# the to"ic. and another in le(el > "ro(ides
details a+out the su+di(ision) &onsider the #ollowing #i(e!sentence "aragra"h
:2; To de%elop an !$# program, our only in%estment will be two I3! printers. :<; .ne will
be accessed by the line foreman for planning and controlling production orders. :9; The
second printer will be used by the mar"eting and sales staff for customers' orders. :); This
printer must be able to produce %arious fonts. :*; The two printers will cost 12,+++ each,
plus a setup fee of 1*++, totaling 1<,*++.
%he a+o(e "aragra"h4s sentences are arranged according to the #ollowing structure
051 To develop an MRP program# our only investment will be two $%M printers&
061 'ne will be accessed by the line foreman for planning and controlling production orders&
061 The second printer will be used by the mar(eting and sales staff for customers' orders&
0>1 This printer must be able to produce various fonts&
061 The two printers will cost )*#+++ each# plus a setup fee of ),++# totaling )-#,++&
C+,,SE A T,NE
%he tone or emotional attitude is achie(ed +y word choice) %o communicate e##ecti(ely. you need to
know how to control the tone o# your writing) Jour "ossi+le tones are the #ollowing
-orcef'l %his tone im"lies that the writer is addressing su+ordinates. i)e) he is con#idently
in control o# the situation)
I ha%e decided to implement your suggestion to form quality circles in our plant. This
proposal has great merit. 'ou ha%e demonstrated that we can raise morale and increase
the bottom line. !a"e an appointment to see me in order to set up the basic planning.
E
Passive %his tone im"lies that the writer is addressing a su"erior. i)e) the reader has more
"ower than the writer)
The suggestion to form quality circles has not been accepted. The discussion of morale
and bottom0line benefits could possibly ha%e other results than those indicated. 3ecause
this decision could affect the planning cycle, a meeting will be scheduled soon in order to
hold a discussion on this matter.
Personal %his tone im"lies that the writer and reader are e/ual. i)e) the writer shows his
res"ect #or the reader)
=ac", than"s for the suggestion about quality circles. It's great. /e all li"e the way it will
raise morale and increase our bottom line. I'd li"e to see you soon on this. /ould you
ma"e an appointment to see me>

Impersonal %his tone im"lies that the writer is not im"ortant. i)e) the situation is neutral or
that its "ersonalities are down"layed)
A decision to implement a quality circle proposal has been made. This project should
increase both employee morale and profits of the company. The following people will
attend a meeting on !onday at )5++ #.! to discuss implementation of this proposal5 =im
=ones, =ill mith, and 4d =ohnson.
,R*ANI.E /,CU0ENTS CLEARL1
&are#ul organi$ation o# the document ena+les the reader to gras" your message /uickly and
e##ecti(ely) %he +asic "rinci"les #or organi$ing documents are the same as those #or structuring
sentences and "aragra"hs) ?ocuments can +e structured as #ollows
Use conte(t2settin% introd'ctions) Iour introduction can take one o# the #ollowing three
ways
! 2t can de#ine terms
A closed loop process is a system that uses feedbac" to control the mo%ement of hydraulic
actuators. The four stages of this process are5 position sensing, error detecting, controlling
the flow rate, and mo%ing the actuator.
! 2t can tell what caused you to write
In response to your request at the =une <2 action group meeting, I ha%e written a brief
description of the closed loop process. The process has four stages5 position sensing,
error detecting, controlling the flow rate, and mo%ing the actuator.
! 2t can state the "ur"ose o# your document
This memo defines the basic concepts related to the closed loop system used in the tan"s
that we manufacture. Those terms are5 position sensing, error detecting, controlling the
flow rate, and mo%ing the actuator.
Place important material at the top 2m"ortant material can +e statements o# signi#icance.
de#initions. and key terms)
Use preview lists *uch lists contain key words to +e used in your document) 9ists ha(e
(arious #ormats) %hey can a""ear hori$ontally or (ertically. as #ollows
3ori!ontal 4isting (() A test pac"age includes three parts5 test plans, test specifications,
and tests.
K
3ori!ontal 4isting (*) The three parts of a test pac"age are test plans, test specifications,
and tests
5ertical
4isting
A test pac"age includes three parts5
? test plans
? test specifications
? tests

Use repetition and se3'encin% Repetition means restating key su+,ect words or "hrases
#rom the "re(iew list@ se.uencing means "lacing the key words in the te3t in the same order
as in the te3t) &onsider the "aragra"h +elow where the author #irst lists the three key terms
0test "lans. test s"eci#ications. and tests1 and then re"eats them at the +eginning o# each
sentence in the same se/uence as in the list)
A test pac"age includes three parts5 test plans, test specifications, and tests. Test plans
specify cases that technicians must test. Test specifications are the algorithmic description
of the tests. The tests are programs that the technicians can run.

Use str'ct'ral parallelism !tructural parallelism means that each section o# a document
#ollows the same organi$ational "attern) Ceaders react "ositi(ely once they reali$e the
;logic; o# a document structure) &onsider the document +elow where the "aragra"hs ha(e
the same structure #irst a de#inition. then a list o# terms. then the de#initions o# the terms)
TEST EXECUTION
CUTTING PHASE
The cutting phase is the process of cutting the aluminum stoc" to length. The aluminum
stoc" comes to the cutoff saw in 2+0foot lengths and the saw cuts off @0inch lengths.
MILLING PHASE
The milling phase is the process of sha%ing off excess aluminum from the stoc". The stoc"
comes to the milling machine from the cutoff saw in exact lengths. The milling machine
sha%es the stoc" down to exact height and width specifications of * inches.
DRILLING/THREADING PHASE
The drillingAthreading phase has two steps5 drilling and threading.
The drilling phase is the process of boring holes into the aluminum stoc" in specified
positions. After the stoc" comes from milling, the drilling machine bores a hole in each of
the four sides, creating tunnels. These tunnels will ser%e as passageways for oil to flow
through the %al%e.
The threading phase is the process of putting threads into the tunnels. After a tool
change to enable threading, the drilling machine cuts threads into the tunnels. The threads
allow %al%e inlets and outlets to be screwed into the finished stoc".
L