Writing Product Definitions PDF

**WRITING PRODUCT DEFINITIONS** The world of business and industry depends on clear definitions (Markel, 2012). Say for instance you learn at a job interview that the employer pays tuition and expenses for employees' job-related education. You will need to study the employee-benefits manual to unde...

**WRITING PRODUCT DEFINITIONS** The world of business and industry depends on clear definitions (Markel, 2012). Say for instance you learn at a job interview that the employer pays tuition and expenses for employees' job-related education. You will need to study the employee-benefits manual to understand just what the company will pay for. In here, you are going to find out answers to questions like: How does the company define an employee? What is tuition? (Does it cover incidental laboratory or student fees? What is job-related education? Definitions then, play a vital role in business communication. All the readers from the general reader to the expert, need effective definitions to carry out their jobs. The very first step in writing effective definitions is too analyze the writing situation: the audience and the purpose of the document. **Determining the Kind of Definition to Write** \- Definitions can vary depending on your audience and purpose. They can be short or long, informal or formal. The following are the three basic types of definitions. A. **Parenthetical Definitions** - is a brief clarification within an existing sentence. Sometimes, this type of definition is simply a word or phrase that is enclosed in parentheses or commas or introduced by a colon or a dash. In the following examples, the term is shown in italics, and the definition is underlined. Example: The computers were infected by a Trojan Horse (a destructive program that appears to be harmless). Before the metal is plated, it is immersed in the pickle: an acid bath that removes scales and oxides from the surface. Parenthetical definitions are not comprehensive; rather, they serve as quick and convenient ways of introducing terms. B. **Sentence Definitions** - is a one-sentence clarification and is more formal than a parenthetical definition. This type of definition usually follows a standard pattern: the item to be defined is placed in a category of similar items and then distinguished from them. Example: *Item = Category + Distinguishing characteristics* Cripple ware is shareware in which some features of the program are disabled until the user buys a license to use the program. Hypnoanalysis is a psychoanalytical in which hypnosis is used to elicit technique information from a patient's unconscious mind. C. **Extended Definitions** - is a detailed explanation using one or more paragraphs \-- of an object, process, or idea. It often begins with a sentence definition, which is then elaborated. For example, the sentence definition "An electrophorus is a laboratory instrument used to generate static electricity" tells you the basic function of the device, but it doesn't explain how it works, what it is used for, and its strengths and limitations. Thus, an extended definition will address these and other topics. **WRITING DESCRIPTIONS** Technical communication often requires descriptions: verbal and visual representations of objects, mechanisms, and processes (Markel, 2012). For example, an employee who wants to persuade the management to buy some equipment includes a mechanism description of the equipment in the proposal to buy it. A company manufacturing a consumer product provides a description and a graphic on its Website to attract buyers. The examples mentioned only highlight the important role of writing description in the world of business. In this module, the focus would be on writing process description. Process descriptions explain how something happens. Readers of process description want to understand the process and not how to perform the process. **Things to Consider in Writing Process Descriptions** 1. 2. 3. **Guidelines in Writing Process Descriptions** 1. 2. 3. 4. **PRODUCT SPECIFICATIONS** **Gurak and Hocks (2011)** defines specifications, or "specs" as a list of all specific details required to construct or install a product. When written for engineering applications, or computer technologies, the specs give the exact technical specifications for re-creating that technology. They also include every individual part needed to actually install the system when written for product descriptions, site installations, or construction. Features of Specifications 1. The product name and type of specifications appear as a title across the top. 2. Each feature or part is identified in the list subheading. 3. The design specs include all measurements needed or desired by the user. 4. Technical details of the product are usually included in the list specified by each part. Technical illustrations are also included in the specifications as it helps users visualize the details of the gadgets or equipment. Labels are also included but you have to be very careful as a technical writer to make absolutely clear the sizes and other details in order to avoid confusion and miscommunication. Guidelines in Creating Specifications The following are the list of guidelines that Gurak and Hocks (2011) have mentioned in creating product specifications: Consider the different kinds of readers who will use your specs to actually make the product. Collect all the specific technical details needed through research. Include every part you would need to build or install the product. Organize your information sequentially as a list from most to the least important. Provide schematic drawings or sample illustration if possible. Lay out the document using using sections, headings, and subheadings. Try out the specs yourself to make sure no steps are missing. Test your steps on target users before publishing them. Technical illustrations are also included in the specifications as it helps users visualize the details of the gadgets or equipment. Labels are also included but you have to be very careful as a technical writer to make absolutely clear the sizes and other details in order to avoid confusion and miscommunication. **Guidelines in Creating Specifications:** The following are the list of guidelines that Gurak and Hocks (2011) have mentioned in creating product specifications: - Consider the different kinds of readers who will use your specs to actually make the product. - Collect all the specific technical details needed through research. - Include every part you would need to build or install the product. - Organize your information sequentially as a list from most to the least important. Provide schematic drawings or sample illustration if possible. - Lay out the document using using sections, headings, and subheadings. - Try out the specs yourself to make sure no steps are missing. - Test your steps on target users before publishing them. **BUSINESS LETTER** According to **Baraceros (2011)**, business letter is the most widely or commonly used form of external written communication. It serves many purposes and is used to explain, to sell, to introduce, to apologize, to invite, to refuse, to promise, to complain, and to organize. **Characteristics of a Business Letter** 1. 2. 3. 4. 5. 6. 7. 8. **Parts of a Business Letter** 1. **Letterhead** - It identifies the writer, his/her address, and contact numbers. 2. **Date** - It is placed between the letterhead and the inside address. It should never useplain numerals for dates as it may create confusion. 3. **Inside Address** - It identifies the reader's name, position, and company, and address. It should be placed immediately below the date. 4. **Attention Line** - It is used when the writer wishes to address the whole company but wants to bring it to the attention of a particular person in the company. It can be written in two formats: a. b. 5. **Salutation** - It refers to the writer's greeting to the reader. It can appear in different formats: c. d. e. 6. **Body -** It contains the message of the letter. Paragraphs are single-spaced internally but double-spaced to separate paragraphs. If the letter is too short, the body can be double-spaced or triple-spaced to separate paragraphs. 7. **Complimentary Close -** It is an expression used to end a letter. Below is the level of formality of the complimentary close (Merriam Webster's Guide to Business Correspondence, 1996): f. i. ii. iii. g. iv. v. vi. h. vii. viii. 8. **Signature block -** This part includes the signature and the typed name of the sender. The typed name be in all caps (PETER BURKIN) or CLC format (Peter Burkin). The space for the signature should be three to five lines. 9. **Identification initials** - It indicates the typist's initials if the sender is not the one who personally typed the document. Enclosure Notation It indicates the attachments to the letter. 10. **Copy notation -** It indicates the name of the secondary recipients of the letter. IT is indicated by ***cc***: which means **carbon copy** or **courtesy copies**. **Three Formats of a Business Letter** A. **Full Block** When writing business letters, you must pay special attention to the format and font used. The most common layout of a business letter is known as block format. Using this format, the entire letter is *left justified* and *single spaced except for a double space between paragraphs*. B. **Modified Block** Another widely utilized format is known as ***modified block format***. In this type, the body of the letter and the sender\'s and recipient\'s addresses are left justified and single-spaced. However, for the date and closing, tab to the center point and begin to type. C. **Semiblock** The final, and least used, style is semi-block. It is much like the modified block style except that each paragraph is indented instead of left justified. Take note that different organizations have different format requirements for their professional communication. While the examples provided contain common elements for the basic business letter (genre expectations), the format of your business letter may need to be flexible to reflect variables like letterheads and templates. The examples are merely guides **Common Types of Business Letters** A. **Application Letter** \- This is also known as a cover letter and since you are applying for a job, it should be written persuasively. This letter is usually accompanied by your resume for additional information of your experiences and skills B. **Letter of Inquiry** \- Is a letter that asks for a particular information or assistance. This is direct and the questions are made to get the information straightforwardly. C. **Letter of Reply or Response** \- This is written in response to a letter of inquiry which directly answers all the inquiries about the company's products or services. Most companies promptly reply to all the inquiries addressed to them. D. **Letter of Request** \- This is used everywhere as we commonly use it in academe, in industry, even incorporate world. The main purpose of this type of letter is to request for something you need. E. **Letter of Order** \- This type of business letter is written for the purpose of purchasing items that are for sale. In most instances, the above saying is partially correct since documentationisnecessary in today's world. A well-written inspection reports will lead to action to finishthejob. Writing an effective report is not easy but it is all worth it. Effective inspectionreportsare concise, factual, well-structured. The discipline, style, or structure neededfor aninspection report is likely different than other reports. Yet it is similar in its keypoints: Know your audience, understand the purpose of the report, and know howthe report isbeing used by the audience (Dosland, 2015). **What is an Inspection Report?** \- In the world of business and engineering, inspection is the critical appraisal of materials, items, or systems involving examination, testing, and gauging (\"What is an inspection? Definition, types, and examples,\" 2019). We may inspect a building or organization to make sure that it meets specific standards. The inspectors need to ensure that nothing is faulty and that nobody is breaking any laws. They also he to make sure that whatever they are inspecting is safe. Professional inspectors take measurements, make comparisons, and write formal evaluations or organized written report. An inspection report refers to any document written or generated by a trained and certified professional (template.net, 2020). Some countries require them before a particular undertaking will be approved such as in food inspection and home inspection reports. **Different Types of Inspection Reports** Inspection reports come in different types depending on their purpose. Here are the following sample templates for each type. 1. Site Inspection Report 2. Quality Inspection Report 3. Home Inspection Report \- A home inspection report as an assessment of a real property's condition in the course of promoting its use and sale. The home inspector will comprehensively assess every part and corner of the house from the roof, electrical works, plumbing, and many more. This can help unfold hidden defects and issues that can affect the overall value of the real property. 4. Building Inspection Report 5. Property Inspection Report 6. Safety Inspection Report