Extended definitions - Technical definitions and descriptions

Practical models for technical communication - Shannon Kelley 2021

Extended definitions
Technical definitions and descriptions

An extended definition provides an explanation over multiple sentences and sometimes several pages. For example, this paragraph is an extended definition of the extended definition. Extended definitions provide the most context to the user and help solidify the document’s purpose. This kind of definition goes beyond the sentence level by presenting clear facts, examples, and anecdotes the user will understand. It’s important to meet users at their level of understanding before introducing new concepts.

When to Use

The need for extended definitions is determined by your audience’s knowledge base. Extended definitions work best for situations that call for an in-depth approach. In general, users don’t want to read an extended definition if they don’t have to. Effective communication is the result of clear, concise, and purposeful writing.

A technical report is an appropriate place to make use of extended definitions. The purpose of a technical report is to inform an audience and make recommendations based on the findings. The audience of a technical report expects to see specific and precise information on the report’s topic. This level of detail gives the audience confidence that they are getting a justified recommendation that will help them make an informed decision.

How to Use

An extended definition usually starts with a standard sentence definition followed by supplementary information and ends with a discussion of the term, phrase, or concept. If you go back to the process for developing sentence definitions (name, class, characteristics), you will notice that you can use the same process for building the first sentence for your extended definition. Here are two examples of extended definitions from students (figure 8.6).

Figure 8.6. Student Models of Sentence Definitions. Both students begin with a sentence definition. The student model with the green light stays on track by answering these questions: What is it? How is it used? Why is it used?

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The next step in writing an extended definition is to determine what in the first sentence needs further context and explanation. Often, examples of the concept can be useful. With these additions, you can develop the definition by discussing its position within the broader context. Consider including the origins of a word or phrase or background information. Sometimes it is useful to use negation, a description of what the term does not mean. At other times, a visual can help to extend your explanation.