G&L Chapter 12, "Descriptions"

Descriptions often include definitions first and then must answer the additional questions...

"What does it look like?" "What are its parts?" "What does it do?" "How does it work?" or "How does it happen?"

Definitions answer the questions...

"What is it?" or "What does it entail?"

One way to maintain objectivity when writing descriptions is to provide details that are ___(1)___, not ___(2)____. Ask yourself what any observer would recognize or what a camera would record.

1) visual; 2) emotional

For example, assume you are describing the braking mechanism of a particular brand and type of bicycle: Be ___(1)____ in your title by referring to the exact brand and type of bicycle and be ___(2)____ in your title by indicating that you will only describe the braking mechanism.

1) clear; 2) limited

Be careful, though, not to confuse precise language with overly ____(1)_____ technical terms or ___(2)____ jargon. For example, don't say phlebotomy specimen instead of blood, thermal attenuation instead of insulation, or proactive neutralization instead of damage control. General readers prefer ___(3)____ language—as long as the simpler words do the job.

1) complicated; 2) needless; 3) nontechnical

Spatial, functional, and chronological sequencing are not mutually ____(1)______; you can ____(2)____ these sequences as needed. For example, in describing the appearance, use, and assembly of an atomic alarm clock, you would employ a spatial sequence to help readers recognize this item, a functional sequence to show how it works, and a chronological sequence to help readers assemble it correctly.

1) exclusive; 2) combine

An audience of medical technicians will easily understand ___(1)____ related to that field, but nonexperts will need ___(2)____ language.

1) jargon; 2) familiar

If there are important safety considerations about the product or process, be sure to include a ___(1)____ or ____(2)_____ of these items.

1) mention; 2) discussion

Each writer filters the facts and their meaning through his or her own ____(1)____ and therefore chooses what to include and what to ___(2)____. Nonetheless, when writing descriptions, you should communicate the ___(3)____ as we know and understand them.

1) perspective; 2) omit; 3) facts

A second way to maintain objectivity is to use ___(1)___ and ___(2)____ language. For instance, specify location and position, exact measurements, weights, and dimensions instead of using __(3)____ and subjective words like large, long, and near.

1) precise; 2) informative; 3) inexact

Except in cases of ___(1)_____ writing, descriptions should be ___(2)____.

1) promotional; 2) objective

If you have written a ___(1)____ statement to help you orient yourself prior to writing the description, simply ___(2)_____ it for the introduction. You may also simply want to start with a brief ___(3)_____ of what you will describe.

1) purpose; 2) reuse; 3) definition

(Based on the writing conventions of your industry or job, some of which are themselves based on __(1)___ and ___(2)____ requirements, not all descriptions contain all of the parts outlined in the textbook.)

1) regulatory; 2) legal

For longer descriptions, choose the ____(1)______, or organizational pattern most logically consistent with your ____(2)_____.

1) sequence; 2) purpose

A description can be mainly ____(1)____ (based on feeling) or ___(2)____ (based on fact).

1) subjective; 2) objective

Descriptions rarely call for a standard topic or ___(1)_____ statement because the goal of these documents is to ____(2)_____ details to help readers ___(3)_____ the product or process. Any description, however, should begin by telling readers what to look for.

1) thesis; 2) catalog; 3) visualize

Assume that most readers __(1)___ be familiar with the product or process you are describing, and write your description at the appropriate level of ____(2)____.

1) won't; 2) technicality

Match this strategy statement to its description: Analyze your purpose.

Ask yourself why your audience needs your description.

Match this strategy statement to its description: Analyze your audience.

Determine your primary and secondary audiences. Then ask yourself exactly what your audience needs to know: "What does it look like?" "What are its parts?" "What does it do?" "How does it work?" or "How does it happen?" Decide on the appropriate level of technicality for your audience.

Match this strategy statement to its description: Incorporate visuals.

If allowable, enhance your verbal description using visuals, particularly if the product or process is too complicated to describe only in words.

Match this strategy statement to its description: Include all necessary parts.

Include a clear and limiting title, an orienting introduction, the appropriate sequence of topics (spatial, functional, chronological—or a combination), and a conclusion that brings readers full circle.

_________ descriptions present an impartial view, filtering out personal impressions and focusing on details any viewer could observe ("All day, we had freezing rain and gale-force winds").

Objective

Match this strategy statement to its description: Be concise.

Provide only what your audience needs.

Match this strategy statement to its description: Take a look at the product or process.

Study your subject. For a product description, get your hands on the item if you can; weigh it, measure it, take it apart. For a process description, observe the process yourself, if possible.

_________ descriptions do more than simply convey factual information; these kinds of descriptions use sensory and judgmental ideas such as "The weather was miserable" or "The room was terribly messy."

Subjective

Match this strategy statement to its description: Maintain objectivity.

Think in terms of visual (not emotional) details and specific language when describing location, measurements, weights, and dimensions.

Descriptions typically include...

a forecasting title, an orienting introduction, a logical sequence of topics, clarifying visuals, and a summarizing conclusion.

To describe how something is assembled, use a ________ sequence. Parallel the order in which parts are assembled or stages occur. For example, if you want to describe how to put together a small desk, describe how to put together the main parts first and the smaller, more decorative parts last.

chronological

For the title, promise exactly what the document will ______—no more or less.

deliver

You can explain a product or process as clearly as you like in words, but a clear _________ or other visual can show your readers the actual look and feel of the product or process.

diagram

To describe how something works, use a _______ sequence. For example, if you want to describe how a solar home heating system works, proceed from source to outlet: from the heat collectors on the roof through intermediate components to the heating vents.

functional

Pure objectivity is, of course, humanly ________.

impossible

In addition to the graphic, ______ help readers interpret what they are seeing. The best definitions include both visuals and text combined.

labels

The title "A Description of a Bicycle" is...

neither clear nor limited. A better title would be "A Description of the Velo Racing Bicycle's Center-Pull Caliper Braking Mechanism."

Even positive claims made in promotional writing (for example, "reliable," "rugged") should be based on...

objective and verifiable evidence.

A general strategy for planning descriptions, especially complex ones, would be to create an ______ to establish what details to include (and not include) and how to organize the material.

outline

Anyone wanting to understand the steps or stages in a complex event (say, how lightning is produced) relies on a ________ description.

process

Anyone learning the parts of a particular device (say, a standard microscope) relies on a _______ description.

product

Descriptions generally divide into two broad categories:

product descriptions and process descriptions.

You may want to write out a _________ statement before you start writing your description, such as the following: "The purpose of this description is to help plumbing apprentices understand the parts of the Heatwave home water heater and how those parts work together to produce hot water."

purpose

A conclusion should be...

short and to the point and not introduce any new material.

To describe how something looks, including its parts, use a ________ sequence. Follow the same dimensional patterns readers would follow when viewing the item. Do you want to move from top to bottom, inside to outside, or right to left, or follow some other pattern?

spatial

Conclusions should also give readers a sense that...

they now understand everything they need to know about the product or process.

Descriptions are essential in workplace writing because, like definitions, they help ensure that readers...

understand the full meaning of any technical document.

Being objective does not, however, mean forsaking some form of evaluation in cases in which a product or process may be...

unsafe or unsound.