Professional and Technical Writing/Glossary – Flashcards
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Advisers
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people that gather detailed information and provide information to decision makers
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Brainstorming
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generating ideas as quickly as possible, without evaluation of those ideas until later.
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Complex Audience
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the diverse group of people who may read your writing from different perspectives.
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Copyright law
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A set of laws that determine whether you can use other people's writing without their permission.
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Cover Letter
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a letter written to an employer that briefly states why a job application should be considered for a position. Should be written specifically for the job one is applying for.
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Cluster Sketch
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Writing your overall topic in the center of the page and then adding subtopics, joining then to the main topic or each other.
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Decision Makers
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People in an organization that determine what the company will do sometime in the future.
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Executive Summary
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A brief summary at the beginning of a report that gives only the most important information to decision makers. Also called an "abstract."
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Abstract
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A brief summary at the beginning of a report that gives only the most important information to decision makers. Also called an "executive summary."
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Freewriting
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Writing new ideas down in complete sentences without stopping so that new ides continue to flow.
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Future Readers
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People who will read your writing/s sometime in the future.
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Implimenters
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People in an organization who carry out the decisions made by the decision makers.
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Job Search Websites
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Online sites in which you can post your resume and also find/contact potential employers that have information posted. Such sites include Monster.com, Careerbuilder.com, Theladders.com, jobdig.com, Hotjobs.yahoo.com, and other sites.
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Letter
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A written communication written to someone outside of the organization.
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Memo
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Short for memorandum.
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Memo
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A brief written communication that follows a format specific to the company in which i was written. Written for someone with an organization to others inside the organization.
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Outline
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A brief description of the main points or sections of a written document that makes it more navigable and organized.
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PAR Statement
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A key piece of a cover letter that explains a problem one has experienced, the action he/she took to solve the problem, and the resolution that resulted from the actions.
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PAR Statement
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Usually located in the second paragraph of a cover letter, and should be relative to the position you are applying for.
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Phantom Reader
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People who will read you writing ever though you did not intend for them to read it.
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Portable Document Format
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PDF
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PDF
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The preferred form of which a document should be exchanged online. This format was created by Adobe system, and it is very transportable across different computer platforms.
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Professional Writing
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Writing that takes place in the workshop that is persuasive, legally binding, and may address complex audiences.
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Proposal
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A document that is suppose to persuade the potential buyer.
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Reader-Centered Approach
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Writing that considers readers' situations, goals, and expectations.
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Resume
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A document containing a summary of one's education, professional experience, and job qualifications. Limited to one page unless applying for a senior executive.
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Skills Resume
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A resume where the applicant's accomplishments and experience are consolidated in a section at the beginning of the resume.
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Stakeholders
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People inside and outside of an organization that you writing may affect.
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Superstructure
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An agreed upon format for organizing documents that are frequently used in the workplace.
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Technical Writing
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Writing that conveys information that is difficult to understand in a clear, concise, correct, and compelling manner.
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Usability
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The ease to which a reader can understand a written communication to perform their specific task.
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Typographic Contrast
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Using different sizes and weight of fonts to create a distinct difference between elements. This can be used best to create an effective difference between headings and body text.
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White Space
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Empty space used in a document to spread out information.
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Back Matter
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Features of a communication that appear after the last chapter or section such as appendixes, glossaries, and indexes.
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Bottom-Up Processing
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Readers attempt to guess how small bits of information in a paragraph will fit together.
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Cause and Effect
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A way to organize a communication that helps readers understand the relationship between one topic caused by another.
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Classification
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Arranging information into groups that are related.
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Echo Words
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Words that remind readers of information they've already encountered.
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Executive Summary
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A summary tailored to the needs of executives that expresses the main point of a formal report in a concise manner.
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Forecasting Statements
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States the organization of what lies ahead, often appearing with the topic statement.
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Formal Classification
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Grouping items according to observable characteristics that every item possesses.
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Formal Report
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A report which has a cover page along with front matter and back matter.
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Front Matter
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Features of a communication that precedes the opening chapter or section such as the title page, executive summary, or table of content.
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Headings
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Signposts in a communication that tell readers what the next section is about.
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Inclusive Language
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Words that are gender-neutral rather than containing the words men, he, or she.
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Informal Classification
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Grouping items together when there is not a consistent principle of classification or when there is overlap between the categories.
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Openness
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How initially receptive your reader is to you writing.
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Parallelism
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Arranging sentences and lists with similarly constructed words and phrases.
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Partitioning
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Dividing an object into separate parts in order to describe the object. Also known as "segmenting."
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Top-Down Processing
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Readers know the overall structure of a communication enabling them to know how the information will fit together.
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Topic Statement
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Increases usability by explicitly stating what a paragraph is about.
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Problem and Solution
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A pattern of organization that proposes future action based on the original problem.
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Segmenting
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Dividing a process into separate parts in order to describe the process. Also known as "Partitioning."
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Transitions
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Allow the reader to understand how adjacent parts of a communication are connected.
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Usability
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The ease with which your intended audience can use your writing to perform their tasks of which your writing was supposed to enable.
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Comparison
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Choosing either of two categories to classify facts.
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Highly Technical
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Audience consists of experts in the subject matter; data does not require lengthy explanation.
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Semi-Technical
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Audience consists of people with some technical knowledge but less than experts; data needs some explanation.
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Nontechnical
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Audience consists of laypersons with no training in the subject matter; data needs to be translated into simple language that can be easily understood
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Feasibility Report
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Helps executives determine if an idea or a plan is both possible and practical.
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Laboratory Report
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Relays information gathered from an investigation or from testing.
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Inquiry Letter
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Written to ask about product, service, or procedures.
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Claim Letter
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Written to express disappointment with a product or service and to request a refund, replacement, or apology.
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Job Application Letter
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Written to accompany a resume when seeking an internship or employment.
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User manual
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Written for both skilled and unskilled users of a product.
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Tutorials
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Written as a self-study guide for the users of a product.
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Training Manual
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Major teaching tool in vocational jobs; used to train people in a procedure or skill and often paired with audiovisual information.
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Operator's Manual
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Written for trained operators of construction, computer, or manufacturing equipment for use on the job.
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Service Manual
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Written for repair technicians.
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Routine Internal Proposal
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Written in short proposal format; used frequently in organizations for minor spending requests.
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Formal Internal Proposal
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Used when requesting large amounts of money.
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Solicited Proposal
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External proposal written in response to a request for proposals (RFP) or an invitation for bids. (IFB)
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Request For Proposals
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RFP
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Invitation For Bids
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IFB
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Unsolicited Proposal
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External proposal written and submitted without request.
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Sales Proposal
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External proposal that may be short or long depending on size of potential sale.
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Grant or Research Proposal
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External proposal written to request funding for a project or study.
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Closing Summary
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Included either at the beginning or the conclusion or at the end of the body; reviews main points and findings.
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Informative Abstract
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Included before full report; summarized version of report.
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Descriptive Abstract
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Included on the title page; summarizes in a few sentences the scope and purpose of the document.
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Parenthetical Definition
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Use a synonym or a clarifying phrase to explain the meaning of an unfamiliar word.
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Sentence Defenition
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Used for complex terms or when term had multiple meanings. Follows a fixed pattern; indicate the item to be defined, the class in which the item belongs, and the features that make the item unique from others in same class.
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Expended Definition
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Used when extensive details are required about an item; may be a paragraph or numerous pages depending on the audience and purpose.
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Etymology
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Describe the term's origin, such as Greek or Latin words.
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Background Definition
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Discuss history, development, and applications for the term, unless readers are only attempting to perform a task related to the term.
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Negation
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Explain what the term does not mean.
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Operation
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Explain how an item or process works.
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Analysis of Parts
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Explain how each element of a complex item works, which is especially beneficial to laypersons attempting to understand a technical subject.
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Visuals
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Use to show the meaning of a process or concept.
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Comparison and Contrast
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Compare or contrast unfamiliar information with information the reader understands.
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Examples
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Use those that match a reader's level of comprehension to describe how an item is used or how it works.
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Report Supplements
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Front matter, back matter, glossary, appendixes...
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Table of Contents
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Shows what is contained in a document and on what pages information can be located.
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Glossary
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An alphabetical listing of definitions.
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Appendix
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Serves the purpose of clarifying or supplementing information presented in the text body. Each should address only one piece of information.
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Justification
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Margins justified on the left are easier to read; appropriate for multiple columns.
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Lists
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Useful in presenting steps, materials, an recommendations.
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Headers and Footers
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Often include section topics, date, page number, and title of document.
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Color
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Useful in highlighting sections of a document to draw reader attention.
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Tables
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Graphs date organized for easy comparison.
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Bar graphs
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Translate numbers into shapes or colors; shows comparisons.
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Line Graphs
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Show trends and changes over time, cost, size, rates, and other variables.
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Pie chart
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Chart showing parts of a whole
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Gantt Chart
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Chart showing how the phases of a project relate to each other.
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Pictogram
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Use images or icons to represent quantities; useful for non-experts to grasp ideas.
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Flowchart
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Chart showing steps in a process.
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Schematic Diagram
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A visual showing how components of a principle, process, or system function together.
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Drawing
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A visual showing real or imaginary objects; highlights specific parts; use exploded view to show how parts fit together.
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Tone
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The attitude expressed by the writer towards a subject.
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Spatial Sequence
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Describes the physical appearance of an object or area beginning at one point and ending at another; useful for product or mechanism description.
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Chronological Sequence
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Follows sequence of events; useful for explanations of how something is done or how an accident occurred.
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Sequential Sequence
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Used for writing step-by-step instructions.
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Emphatic Sequence
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Emphasized important information; reasons or examples are arranged in decreasing or increasing order of importance; used when making recommendations or proposals.
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Problem Action Results
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PAR
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indefinite article
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a/an are these because the noun designated by the article is not a specific person, place, or thing, but is one of a group.
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an
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The article used before words or abbreviations beginning with a vowel or a consonant with a vowel sound.
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spell it out.
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When in doubt...
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anon
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The abbreviation for anonymous.
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ca.
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The abbreviation for circa, "about." Used when approximating dates.
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viz.
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Abbreviation for videlicet, "namely."
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University Press
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UP
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Government Printing Office
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GPO
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Descriptive abstract
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Covers the purpose and scope of a report.
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Informative abstract
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Expanded version of a descriptive abstract. Also includes conclusions and tone of report.
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acknowledgement letter
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A short, concise note, letting the recipient know that something they sent arrived and expressing thanks.
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acronym
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Formed by combining the first letters of several words; they are pronounced as words and written without periods.
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ad hoc
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Latin for "for this."
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articles
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a, an, the
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Demonstrative adjectives
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this, that, these, those
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Possessive adjectives
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my, your, his, her, its, our, their
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Numeral adjectives
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two, first
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Indefinite adjectives
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all, none, some, any
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Adjustment letters
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Written in response to a complaint and telling a customer or client what your organization intends to do about the complaint.
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adverb
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This modifies the action or condition expressed by a verb. Tells how.
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affectation
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The use of language that is more formal, technical, or showy than necessary to communicate information to the reader.
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conjunction
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as, and, or, nor, either, neither...
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ambiguous
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Interpreted in several different ways.
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appositive noun
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A noun or noun phrase that follows and amplifies an other noun or noun phrase.
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Cover panel
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Within a brochure, having the purpose to gain the audience's attention.
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First inside panel
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Within a brochure, identify the organization and attract the reader with headlines and brief, readable content, such as that used in advertising.
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Buzzwords
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Words or phrases that suddenly become popular and, because of an intense period of overuse, lose their freshness and preciseness.
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Common nouns
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Nouns that name general classes or categories of people, places, things, or qualities rather than specific one and are not capitalized.
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I
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First person
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you
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Second person
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he, she, it
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Third person
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Cases
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First, second, and third person pronouns such as I and you.
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Subjective Case
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Indicates the person or thing acting, the person or thing acted upon, or the topic of description.
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Objective Case
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Indicates the thing acted on, or the person or thing acting but in the objective position.
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Possessive Case
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Indicates the person or thing owning or possessing something.
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Cliche
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An expression that has been used for so long that it is no longer fresh but comes to mind easily because it is so familiar. Often wordy, vague, or confusing.
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Collaborative Writing
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When two or more writers work together to produce a single document for which they share responsibility and decision-making authority, as often the case with proposals.
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:
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Alerts the reader to the close connection between the preceding statement and what follows. Links independent clauses with words, phrases, clauses, or lists that identify, rename, emphasize, amplify, or illustrate the sentence preceding.
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Verbs and their objects
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Do not place a colon between...
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Comma splice
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A grammatical error in which two independent clauses are joined by only a comma.
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compose and constitute
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Two words meaning "make up the whole."
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Comprise
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Contain, or to consist of.
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Denotation
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Literal, dictionary definition.
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Connotation
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A derived definition and associated meaning.
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Concensus
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"harmony of opinion"
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criteria/criterion
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"an established standard for judging or testing"
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Dangling modifiers
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phrases that do not clearly and logically refer to the correct noun or pronoun
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datum
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The singular form of 'data'
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analogy
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used when showing an unfamiliar terms similarities with a more familiar term.
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Diagnosis
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"an analysis of the nature of something" or "the conclusions reached by such analysis."
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prognosis
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"a forecast or prediction."
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abridged dictionaries
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Contains words commonly used in schools and offices.
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unabridged dictionaries
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Provide complete and authoritative linguistic information.
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English as a second language
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ESL
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subject dictionary
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A more specialized dictionary.
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direct address
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A sentence or phrase in which the person being spoken or written to is explicitly named.
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Discreet
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"having or showing prudent or careful behavior"
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Discrete
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"separate, distinct, or individual."
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disinterested
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"impartial, objective, unbiased"
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uninterested
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"not interested"
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American Psychological Association
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APA
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Institute of Electronic and Electronics Engineers, inc.
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IEEE
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Modern Language Association
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MLA
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APA
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in text citation- (author's last name, year)
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IEEE
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in-text citation- (bibliographical reference number corresponding to a bibliography entry)
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MLA
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in-text citation- (author's last name page number)
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double negative
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The use of an additional negative word to reinforce an expression that is already negative. To be avoided.
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for example
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e.g. stands for the Latin exempli gratia, meaning...
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that is
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i.e. stands for the Latin id est, meaning...
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ellipses
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The omission of words from quoted material.
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...
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ellipses
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count nouns
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Things that can be counted
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mass nouns
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Also known as 'noncount nouns'. Identifies things that cannot be counted.
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Colloquial English
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Spoken English or writing that uses words and expressions common to casual conversation.
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Dialectal English
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A social or regional variety of the language that is comprehensible to people of that social group or region but may be incomprehensible to outsiders.
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Localism
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A regional wording or phrasing.
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Slang
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An informal vocabulary composed of figures of speech and colorful words used in humorous or extravagant ways. Familiar words used in a new way or a new word.
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and others
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Etc. is an abbreviation for the Latin et cetera, meaning...
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euphemism
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An inoffensive substitute for a word or phrase that could be distasteful, offensive, or too blunt.
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expletives
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A word that fills the position of another word, phrase, or clause.
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explicit
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A statement that expresses directly, with precision and clarity.
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Implicit
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A statement that is indirectly expressed.
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expository writing
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Informs readers by presenting facts and ideas in direct and concise language; it usually relies less on colorful or figurative language than writing meant to be expressive or persuasive. Aims to provide accurate, complete information and to analyze it for the readers.
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frequently asked questions
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FAQs
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fortuitous
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And event that happened by change or accident and without plan.
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garbled sentence
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A sentence that is so tangled with structural and grammatical problems that it cannot be repaired.
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gobbledygook
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Writing that suffers from an overdoes of traits guaranteed to make it stuffy, pretentious, and wordy.
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picture graph
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A modified bar graph that uses pictorial symbols of the item portrayed.
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idiom
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A group of words that has a special meaning apart from it's literal meaning.
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illicit
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This behavior may or may not be illegal, but it does violate social convention or moral codes and therefore usually has a clandestine or immoral connotation.
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index
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An alphabetical listing of all the major topics and sometimes subtopics in a written work.
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cross-reference
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Helps readers find another related topic in the text.
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interjection
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A word or phrase standing alone or inserted into a sentence to exclaim or to command attention.
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interface
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A surface that provides a common boundry between two bodies or areas.
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investigative report
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Offers a precise analysis of a workplace problem or an issue in response to a request or need for information.
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jargon
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A highly specialized slang that is unique to an occupational or professional group.
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lay
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To "place" or to "put". A transitive verb.
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lie
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And intransitive verb that does not require an object. Meaning "recline" or "remain".
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lay
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The past tense of lie
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Laid
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The past tense of lay
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icon
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Pictorial representations used to describe such concepts as computer files, programs, or commands.
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caption
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A title that highlights or describes visuals, such as pictographs.
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Rules
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Vertical or horizontal lines used to box or divide one area of a page from another.
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Inside address
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Includes the recipient's full name, title, and address. Two to six lines below the date, depending on the length of the letter.
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salutation
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"Dear Mr. Mayer" is a...
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complimentary closing
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"Sincerely yours," is a ___ followed by your signature.
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Writer's signature block
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Your full name four lines below and aligned with the complimentary closing. On the next line include your business title, if appropriate. The following lines may contain your individual contact information. Below signature.
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non sequitur
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Statement that does not logically follow a previous statement.
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false cause
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Also called post hoc, ergo propter hoc, refers to the logical fallacy that because one event followed another event, the first somehow causes the second.
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loaded argument
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Includes an opinion in a statement and then reaches a conclusion that is based on that statement.
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malapropism
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A word that sounds similar to the one intended but is ludicrously wrong in context.
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special-purpose manuals
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Manuals such as overhaul manuals, handling and setup manuals, and safety manuals.
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minutes
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Official records of meetings are also referred to as...
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mixed construction
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A sentence in which the elements do not sensibly fit together. Included grammatical or logical error.
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modifiers
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Words, phrases, or clauses that expand, limit, or make otherwise more specific the meaning of other elements in a sentence.
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stacked or jammed modifiers
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Strings of modifiers preceding nouns that make writing unclear or difficult to read.
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Misplaced modifiers
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This modifies the wrong word or phrase. Causes ambiguity.
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Can be interpreted as modifying either of two sentence elements simultaneously, thereby confusing readers about which is intended.
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mood
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Refers to the verb function that indicate whether the verb is intended to make a statement, ask question, give a command, or express a hypothetical possibility.
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nominalization
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A noun form of a verb that is often combined with vague and general or weak verbs like make, do, give, perform, provide. To be avoided.
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faulty parallelism
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When joined elements are intended to serve equal grammatical functions but do not have equal grammatical form.
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paraphrasing
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Restating or rewriting in your own words the essential ideas of another writer.
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quotations
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Periods are placed within...
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parentheses
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Periods are placed outside of...
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preposition
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A word that shows relationship and combines with a noun or pronoun (it's object) to form a modifying phrase.
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prepositional phrase
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Consists of a preposition plus its object and the object's modifiers.
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participle
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Any form of a verb that is used as an adjective.
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participle phrase
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Consists of a participle plus its object and its modifiers.
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infinitive
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The basic form of a verb without the restrictions imposed by person and number. Generally preceded by the word to. "to succeed, to assume."
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gerund
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a verbal ending in -ing that is used as a noun.
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coordinate nouns
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Show joint possession with 's following the last noun.
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compound noun
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"editor-in-cheif" is a...
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prefix
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A letter or group of letter placed in front of a root word that changes the meaning of the root word.
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preposition
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A word that links a noun or pronoun to another sentence element by expressing such relationships as direction, location, or position.
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progress report
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Provides details on the tasks completed for major workplace projects.
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activity report
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Focuses on the ongoing work of individual employees.
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status reports
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Progress and activity reports are...
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#
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proofreaders mark for "insert space"
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pseudo-
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a prefix meaning "false or counterfeit"
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quasi-
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A prefix meaning "somewhat," or "partial," in reference to "resembling something." Not to be confused with semi-, meaning "half."
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questionnair
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A series of questions on a particular topic sent out to a number of people. Serves the same function as an interview but does so on paper, as an e-mail attachment, or as an online form.
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Direct quotation
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Anything that is quoted word for word from speech or written material.
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one thing for another
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quid pro quo suggests mutual cooperation or "tit for tat" in a relationship between two groups or individuals. Latin for...
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Indirect quotation
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A paraphrased version of an original text.
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in reference to or in case of
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The business or legal jargon Re, meaning...
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repurposing
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The copying or converting of existing content, such as written text and visuals, from one document or medium into another for a different purpose.
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search engines
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Locates information based on words or combinations of words that you specify.
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fused sentence
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and run-on sentence is sometimes called a...
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scope
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The depth and breadth of detail you include in a document as defined by your audience's needs, your purpose, and the context.
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;
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Links independent clauses or other sentence elements of equal weight and grammatical rank when they are not joined by a comma and a conjunction. In between a comma and a period.
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predicate
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The part of a sentence that makes an assertion about the subject and completes the thought of the sentence.
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/
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slash, slant line, diagonal, virgule, bar, solidus
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style
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"The way in which something is said or done, as distinguished from its substance."
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subordinate
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Shows by the structure of the sentence what is important. Emphasizes different aspects of the sentence.
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suffix
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A letter or letters added to the end of a word to change its meaning on some way.
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stub
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The left vertical column of a table, lists the items about which information is given in the body of the table.
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telegraphic style
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Condenses writing by omitting words. Forces the reader to supply the missing words mentally.
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tenant
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One who holds or temporarily occupies a property owned by another person.
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tenet
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An opinion or principle held by a person, an organization, or a system.
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past tense
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I began. I was beginning.
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past perfect tense
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I had begun. I had been beginning.
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Present tense
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I begin. I am beginning.
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Present perfect tense
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I have begun. I have been beginning.
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Future tense
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I will begin. I will be beginning.
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Future perfect tense
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I will have begun. I will have been beginning.
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test report
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Similar to a laboratory report. It is smaller, less formal, and more routine. Can be presented as a memo or a letter.
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thesaurus
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A book or an electronic file of words and their synonyms and antonyms.
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by way of
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Via is Latin for...
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voice
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Indicates the relation of the subject to the action of the verb. Active, passive, etc.
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white paper
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A document that announces a new product or a newly developed technical or business solution to a common problem. An educational tool that provides credibility for an organization and a marketing tools to establish a company's market position as an industry leader.
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Primary reader
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The audience of a piece of technical writing that requests the material and uses it to make decisions.
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Report
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Used to communicant a recommendation, result, opinion, or conclusion to any internal or external audience.
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Chronological sequence
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orders the parts based on the assembly process.
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policies
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Rules that govern processes.
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procedures
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Ways in which policies are implemented.
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Complex sentence
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A sentence which has one independent clause and one or more subordinate clauses.
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predicate nominative
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A noun or pronoun that occurs after a linking verb and means the same as the subject. Example: Marilyn was HER BEST FRIEND.
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Limiting adjectives
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Articles, demonstratives, numbers, possessives, possessive nouns, and indefinites are...
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Descriptive adjectives
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Describe things and answer the question "what kind?" Usually end in a suffix and modify the noun or pronoun.
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Appositive
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A word or group of words (phrase or clause) that stands net to a noun. Set off by a comma of commas. Example: "love bug, MY PET, has been fed."
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Determiners
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Words or phrases that precede a noun or noun phrase and serve to express its reference in the context, such as Mark's, his, this, the, etc.
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Linking verbs
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Show a relationship between the subject and the sentence complement, the part of the sentence following the verb Connect or link the subject with more information - words that further identify or describe the subject Identify a relationship or existing condition
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Linking verb
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connects the subject to the state of being.
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linking verb
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if you can replace the verb with the word "are" and the sentence still makes sense then the verb is a...
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Contraction
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A shortened form of a word or group of words, with the missing letters usually marked by an apostrophe.
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superlative form
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The form of an adjective that compares three or more things.
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comparative form
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The form of an adjective that compares two things.
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Predicate adjective
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This type of adjective is located after the subject and verb and goes back to modify the subject.
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Declarative
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A type of sentence that makes a statement.
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Interrogative
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A type of question that asks a question.
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Imperative
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A type of sentence that is a command.
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Exclamatory
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A type of sentence that expresses a strong feeling.