Technical Report Writing PDF

Assoc. Prof. Dr. Randa Ramadan Lec - 2  What is a Paragraph? Paragraphs are comprised of sentences, but not random sentences. A paragraph is a group of sentences organized around a central topic. In fact, the cardinal rule of paragraph writing is to focus on one id...

Assoc. Prof. Dr. Randa Ramadan Lec - 2  What is a Paragraph? Paragraphs are comprised of sentences, but not random sentences. A paragraph is a group of sentences organized around a central topic. In fact, the cardinal rule of paragraph writing is to focus on one idea. A solidly written paragraph takes its readers on a clear path, without detours. Master the paragraph, and you’ll be on your way to writing “gold-star” essays, term papers, and stories. Four Essential Elements  Paragraph writing is the foundation of all essay writing, whether the form is expository, persuasive, narrative, or creative. In order to write a good paragraph, students need to understand the four essential elements of paragraph writing and how each element contributes to the whole. The Four elements  The four elements essential to good paragraph writing are: unity, order, coherence, and completeness. A basic paragraph structure usually consists of five sentences: the topic sentence, three supporting sentences, and a concluding sentence. Unity in a paragraph begins with the topic sentence. Every paragraph has one single, controlling idea that is expressed in its topic sentence, which is typically the first sentence of the paragraph. A paragraph is unified around this main idea, with the supporting sentences providing detail and discussion. In order to write a good topic sentence, think about your theme and all the points you want to make. Decide which point drives the rest, and then write it as your topic sentence. Order refers to the way you organize your supporting sentences. Whether you choose chronological order, order of importance, or another logical presentation of detail, a solid paragraph always has a definite organization. In a well-ordered paragraph, the reader follows along easily, aided by the pattern you’ve established. Order helps the reader grasp your meaning and avoid confusion.  Coherence is the quality that makes your writing understandable. Sentences within a paragraph need to connect to each other and work together as a whole. One of the best ways to achieve coherency is to use transition words.  These words create bridges from one sentence to the next. You can use transition words that show order (first, second, third); spatial relationships (above, below) or logic (furthermore, in addition, in fact). Also, in writing a paragraph, using a consistent verb tense and point of view are important ingredients for coherency.  Completeness means a paragraph is well-developed. If all sentences clearly and sufficiently support the main idea, then your paragraph is complete. If there are not enough sentences or enough information to prove your thesis, then the paragraph is incomplete.  Usuallythree supporting sentences, in addition to a topic sentence and concluding sentence, are needed for a paragraph to be complete. The concluding sentence or last sentence of the paragraph should summarize your main idea by reinforcing your topic sentence.  Writing well composed academic paragraphs can be tricky. The following is a guide on how to draft, expand, refine, and explain your ideas so that you write clear, well-developed paragraphs and discussion posts.  Before you can begin writing, you need to know what you are writing about. First, look at the writing prompt or assignment topic. As you look at the prompt, note any key terms or repeated phrases because you will want to use those words in your response. Then ask yourself: On what topic am I supposed to be writing? What do I know about this topic already? If I don’t know how to respond to this assignment, where can I go to find some answers? What does this assignment mean to me? How do I relate to it? After looking at the prompt and doing some additional reading and research, you should better understand your topic and what you need to discuss  Before writing a paragraph, it is important to think first about the topic and then what you want to say about the topic. Most often, the topic is easy, but the question then turns to what you want to say about the topic. This concept is sometimes called the controlling idea.  Strong paragraphs are typically about one main idea or topic, which is often explicitly stated in a topic sentence. Good topic sentences should always contain both:  (1) a topic: the main subject matter or idea covered in the paragraph.  (2) a controlling idea: this idea focuses the topic by providing direction to the composition.  Read the following topic sentences. They all contain a topic (in orange) and a controlling idea (in red). When your paragraphs contain a clearly stated topic sentence such as one of the following, your reader will know what to expect and, therefore, understand your ideas better. Examples of topic sentences:  People can avoid plagiarizing by taking certain precautions.  There are several advantages to online education.  Effective leadership requires specific qualities that anyone can develop.  After stating your topic sentence, you need to provide information to prove, illustrate, clarify, and/or exemplify your point. Ask yourself: What examples can I use to support my point? What information can I provide to help clarify my thoughts? How can I support my point with specific data, experiences, or other factual material? What information does the reader need to know in order to see my point?  Facts, details, reasons, examples. Information from the readings or class discussions. Paraphrases or short quotations. Statistics, polls, percentages, data from research studies. Personal experience, stories, anecdotes, examples from your life. After you have given the reader enough information to see and understand your point, you need to explain why this information is relevant, meaningful, or interesting. Ask yourself: What does the provided information mean? How does it relate to your overall point, argument, or thesis? Why is this information important/significant/meaningful? How does this information relate to the assignment or course I am taking? After illustrating your point with relevant information, add a concluding sentence. Concluding sentences link one paragraph to the next and provide another device for helping you ensure your paragraph is unified. While not all paragraphs include a concluding sentence, you should always consider whether one is appropriate. First, they draw together the information you have presented to elaborate your controlling idea by: Summarizing the point(s) you have made. Repeating words or phrases from the topic sentence. Using linking words that indicate that conclusions are being drawn (e.g., therefore, thus, resulting). Second, they often link the current paragraph to the following paragraph. They may anticipate the topic sentence of the next paragraph by: Introducing a word/phrase or new concept which will then be picked up in the topic sentence of the next paragraph. Using words or phrases that point ahead (e.g., the following, another, other). The last step in good paragraph writing is proofreading and revision. Before you submit your writing, look over your work at least one more time. Try reading your paragraph out loud to make sure it makes sense. Also, ask yourself these questions: Does my paragraph answer the prompt and support my thesis? Does it make sense? Does it use the appropriate academic voice? In addition to having a particular kind of structure, academic paragraphs (and multi- paragraph essays) are different from "ordinary writing" (such as letter writing) in that certain kinds of expressions are not allowed. For example, in formal essays, you should not use contractions such as don't or aren't. Instead, you should write out the words in full, for example, do not and are not.  Also, in formal essays you should avoid the first and second person. That is, do not use the pronouns I or you. The pronouns we and us are sometimes used in formal essays in some major fields, but in general you should not use these unless you are certain that they are customary in your field and/or your professor allows them. It is safer simply to use the third person.  TOO INFORMAL ACCEPTABLE (Do not use) don't do not doesn't does not aren't are not weren't were not can't cannot couldn't could not won't will not  http://lrs.ed.uiuc.edu/students/fwalters/ para.html