The Handbook of Technical Writing

678 Pages·2015·43.51 MB·English

by  Gerald J. Alred

The Five-Way Access System
The five-way access system of the Handbook of Technical Writing
provides readers with multiple ways of retrieving information:
1. Alphabetically Organized Entries
The alphabetically organized entries with color tabs enable
readers to find information quickly. Within the entries, terms
shown as links refer to other entries that contain definitions of
key concepts or further information on related topics.
2. Contents by Topic
The complete “Contents by Topic,” on the inside front cover,
groups the entries into categories and serves as a quick refer-
ence for finding all topics covered in the book. The “Contents
by Topic” allows a writer focusing on a specific task or prob-
lem to locate helpful entries; it is also useful for instructors who
want to correlate the Handbook with standard textbooks or
their own course materials. The list of “Commonly Misused
Words and Phrases” (see page 642) extends this topical key by
listing all the usage entries in the book.
3. Checklist of the Writing Process
The “Checklist of the Writing Process” helps readers to refer-
ence all writing-process–related entries.
4. Comprehensive Index
The new user-friendly Index lists all the topics covered in the
book — including subtopics and model documents — within the
main entries in the alphabetical arrangement.
5. Model Documents and Figures by Topic
The list of “Model Documents and Figures by Topic” (see
page 644) makes it easier to find the abundant real-world ex-
amples and sample documents throughout the text that provide
models for effective technical communication.
Contents by Topic
Use this list as a quick reference for finding entries by topic. To search
this book in more detail, see the Index.
Technical Writing Documents Global Graphics 229
Graphs 238
and Elements
Infographics 260
Brochures 55 Maps 334
Description 124 Mathematical Equations 336
Environmental Impact Statements 175 Organizational Charts 377
Photographs 392
Faqs (Frequently asked
Tables 536
questions) 184
Forms 219
Correspondence
Indexing 255
Instructions 266 acknowledgment Letters 10
Job Descriptions 295 adjustment Letters 17
Manuals 330 Complaint Letters 88
Mathematical Equations 336 Correspondence 105
Newsletter articles 356 Cover Letters (or Transmittals) 114
Newsletters 358 E-mail 164
Process Explanation 417 Inquiries and Responses 261
Proposals 428 Instant Messaging 264
Grant Proposals 233 International Correspondence 272
Requests for Proposals 471 Letters 316
questionnaires 452 Memos 343
Report Components Reference Letters 462
abstracts 6 Refusal Letters 464
appendixes 36
Text Messaging 544
Conclusions 94
Executive Summaries 182
Glossaries 231 Job Search and Application
Introductions 285
acceptance / Refusal Letters (for
Tables of Contents 538
Titles 546 Employment) 8
Reports 469 application Cover Letters 36
Feasibility Reports 186 Interviewing for a Job 280
Formal Reports 196 Job Search 297
Incident Reports 255 Resignation Letters 480
Investigative Reports 290 Résumés 484
Laboratory Reports 308
Progress and activity Reports 417
Test Reports 544 Presentations and Meetings
Trip Reports 556 Listening 322
Specifications 528 Meetings 338
Trade Journal articles 550 Minutes of Meetings 347
Literature Reviews 325
Presentations 408
Usability Testing 558
White Papers 577
Writing for the Web 582 Research and Documentation
adapting to New Technologies 12
Design and Visuals Bibliographies 50
Brainstorming 53
Layout and Design 310
Copyrights, Patents, and Trademarks 102
Forms 219
Headers and Footers 246 Documenting Sources 135
Headings 247 Interviewing for Information 277
Lists 324 Literature Reviews 325
Visuals 568 Note-Taking 362
Drawings 157 Paraphrasing 387
Flowcharts 192 Plagiarism 398
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questionnaires 452 Storing Search Results 475
quotations 459 Using Collaborative Software 75
Research 473 Using PDF Files 585
Organization, Writing, ESl Trouble Spots
and Revision
adjectives 13
Blogs and Forums 50 agreement 24
Collaborative Writing 73 articles 41
Content Management 98 Biased Language 48
Description 124 Clauses 71
Document Management 132 Comma Splice 77
Ethics in Writing 178 Commas 78
Exposition 183 Double Negatives 156
Global Communication 228 English as a Second Language 170
Logic Errors 327 Gender 226
Methods of Development 345 Idioms 253
Cause-and-Effect 66 Mood 351
Chronological 68 Nouns 364
Comparison 86 Number (Grammar) 366
Definition 121
Numbers 367
Division-and-Classification 130
Periods 390
General and Specific 227
Order-of-Importance 373 Phrases 395
Sequential 521 Plagiarism 398
Spatial 527 Point of View 401
Narration 354 Possessive Case 403
Organization 376 Prepositions 406
Outlining 377 Pronouns 422
Persuasion 392 quotation Marks 457
Preparation 405 Run-on Sentences 504
audience 44 Sentence Construction 512
Brainstorming 53 Sentence Fragments 518
Context 99 Spelling 529
Purpose 449
Style 530
Readers 462
Syntax 535
Scope 506
Selecting the Medium 506 Tense 541
Proofreading 426 Transition 554
Repurposing 469 Verbals 561
Revision 502 Verbs 564
Social Media 523 Voice 572
Writing a Draft 581
ESl Tips
Digital Tips
assigning Gender 226
assessing Hardware and Software 13 avoiding Shifts in Voice, Mood, or
Conducting Online Meetings 339 Tense 566
Creating an Index 258 Choosing Voice 575
Creating an Index (for a formal Determining Mood 352
report) 201 Punctuating Numbers 369
Creating an Outline 380 Stating an Opinion 402
Creating Styles and Templates 201 Understanding the Requirements of a
Digitally Enhancing Formal Sentence 516
Reports 197 Understanding the Subject of a
Incorporating Tracked Changes 504 Sentence 513
Proofreading for Format Using adjectives 16
Consistency 427 Using articles 42
Scheduling Meetings Online 339 Using Possessive Pronouns 425
Sharing Electronic Files 165 Using the Progressive Form 543
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Style and Language Garbled Sentences 225
Mixed Constructions 349
Style 530 Run-on Sentences 504
Affectation 23 Sentence Fragments 532
Allusions 31 Paragraphs 382
Ambiguity 33 Coherence 72
Awkwardness 46 Transition 554
Biased Language 48 Unity 558
Clarity 70
Clichés 72
Comparison 85 Parts of Speech and Grammar
Conciseness 91
Grammar 233
Contractions 101
Defining Terms 120 Agreement 24
Direct Address 129 Case 63
Double Negatives 156 English as a Second Language 170
Emphasis 168 Gender 226
English, Varieties of 174 Mood 351
Euphemisms 180 Number (Grammar) 366
Expletives 182 Person 391
Figures of Speech 190 Possessive Case 403
Gobbledygook 232 Pronoun Reference 421
Idioms 253 Tense 541
Intensifiers 271 Voice 572
Jargon 295 Parts of Speech 388
Nominalizations 361 Adjectives 13
Pace 382 Adverbs 20
Parallel Structure 385 Articles 41
Plain Language 399 Conjunctions 96
Point of View 401 Functional Shift 223
Positive Writing 402 Interjections 272
Repetition 468 Nouns 364
Rhetorical Questions 504 Prepositions 406
Sentence Variety 519 Pronouns 422
Subordination 532 Verbals 561
Technical Writing Style 538 Verbs 564
Telegraphic Style 540
Tone 549
Punctuation and Mechanics
“You” Viewpoint 586
Word Choice 580 Mechanics
Abstract / Concrete Words 6 Abbreviations 2
Antonyms 34 Acronyms and Initialisms 11
Buzzwords 58 Ampersands 34
Connotation / Denotation 97 Capitalization 60
Dictionaries 127 Compound Words 91
Foreign Words in English 195 Contractions 101
Functional Shift 223 Dates 119
Malapropisms 330 Italics 292
Synonyms 534 Numbers 367
Thesaurus 546 Prefixes 405
Vague Words 561 Proofreaders’ Marks 428
Spelling 529
Sentences and Paragraphs Suffixes 534
Punctuation 448
Sentence Construction 512 Apostrophes 35
Appositives 41 Brackets 53
Clauses 71 Colons 75
Complements 90 Commas 78
Expletives 182 Dashes 118
Modifiers 349 Ellipses 163
Objects 371 Exclamation Marks 181
Phrases 395 Hyphens 250
Restrictive and Nonrestrictive Parentheses 387
Elements 483 Periods 390
Syntax 535 Question Marks 451
Sentence Faults 516 Quotation Marks 457
Comma Splice 77 Semicolons 510
Dangling Modifiers 117 Slashes 522
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Handbook of
Technical Writing
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About the Authors
Gerald J. Alred is Professor Emeritus of English at the University of
Wisconsin–Milwaukee, where he is a teaching-award recipient and an
adviser to the Professional Writing Program. He is the author of numer-
ous scholarly articles and several standard bibliographies on business
and technical communication, and he is a founding member of the edi-
torial board of the Journal of Business and Technical Communication.
He is a recipient of the prestigious Jay R. Gould Award for “profound
scholarly and textbook contributions to the teaching of business and
technical writing.”
Charles T. Brusaw served as a faculty member at NCR Corporation’s
Management College, where he developed and taught courses in pro-
fessional writing, editing, and presentation skills for the corporation
worldwide. Previously, he worked in advertising, technical writing,
public relations, and curriculum development. He has been a commu-
nications consultant, an invited speaker at academic conferences, and a
teacher of business writing at Sinclair Community College.
Walter E. Oliu served as Chief of the Publishing Services Branch at the
U.S. Nuclear Regulatory Commission, where he managed the agency’s
printing, graphics, editing, and publishing programs as well as daily op-
erations of the agency’s public Web site. He has taught at Miami Uni-
versity of Ohio, Slippery Rock State University, Montgomery College,
and George Mason University.
Workplace Technology Adviser
Richard C. Hay is owner and manager of Twenty Six Design, LLC, a
company that provides computer hosting, programming, and design so-
lutions for organizations, including thousands of college writing, advis-
ing, and academic support centers across the United States. He is pub-
lisher of the peer-reviewed Writing Lab Newsletter, has taught business
and technical writing at the University of Wisconsin–Milwaukee, sits
on the boards of two nonprofit organizations, and is president of Quest
Theatre Ensemble in Chicago.
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Eleventh Edition
Handbook of
Technical Writing
Gerald J. Alred
Charles T. Brusaw
Walter E. Oliu
Bedford/St. Martin’s Boston ◆ New York
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For Bedford/St. Martin’s
Vice President, Editorial, Macmillan Higher Education Humanities:
Edwin Hill
Editorial Director for English and Music: Karen S. Henry
Publisher for Business and Technical Writing: Leasa Burton
Executive Editor for Business and Technical Writing: Molly Parke
Developmental Editor: Kate Mayhew
Publishing Services Manager: Andrea Cava
Production Manager: Joe Ford
Senior Marketing Manager: Christina Shea
Associate Editor: Amanda Legee
Project Management: Books By Design, Inc.
Director of Rights and Permissions: Hilary Newman
Senior Art Director: Anna Palchik
Text Design: Books By Design, Inc.; Glenna Collett
Cover Design: Donna Lee Dennison
Cover Photo: Aerial photograph of the High Five interchange in Dallas,
Texas © Cameron Davidson/Corbis
Composition: Achorn International, Inc.
Printing and Binding: RR Donnelley and Sons
Copyright © 2015, 2012, 2009, 2006 by Bedford/St. Martin’s
All rights reserved. No part of this book may be reproduced, stored in a re-
trieval system, or transmitted in any form or by any means, electronic, me-
chanical, photocopying, recording, or otherwise, except as may be expressly
permitted by the applicable copyright statutes or in writing by the Publisher.
0 9 8 7 6 5
f e d c b a
For information, write: Bedford/St. Martin’s, 75 Arlington Street,
Boston, MA 02116 (617-399-4000)
ISBN 978-1-4576-7552-2
Acknowledgments
Text and illustration acknowledgments and copyrights appear at the back
of the book on page 589, which constitutes an extension of the copyright
page. Photo acknowledgments and copyrights appear on the same page as
the art selections they cover. It is a violation of the law to reproduce these
selections by any means whatsoever without the written permission of the
copyright holder.
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