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Interoffice Memo To: You, College Intern for Ubiquitous Corporation From: Mr. David M. Merchant, Intern Coordinator Re: Call for an extended technical definition or description Date: April 3, 2018 This memo is a call for an extended technical definition or description related to the topic you discussed in your proposal. Introduction Submit a memo just to me where you give an extended definition or description related to your proposal topic. This relationship can be indirect. For example, for a solar power topic, you can define “solar cell” by describing how typical solar cells works, or describe how artificial leafs work, or describe how solar cells are made, or describe/define a problem that solar cells solve (for example, how gas-powered machines produce pollutants and the pollutants’ effects). If you are defining or describing a problem or opportunity, you will discuss its causes, its effects, and the actions others have taken to mitigate the problem (including the results of those actions). However, I do not want nor expect a recommendation for any solution(s) that can be implemented as yet. The acknowledgment of potential solutions will be asked for at a later date. If you are defining or describing a major component, solution, or cause related to your problem or opportunity, you will need to define or describe those in full. Discussion Make use of Chapter 20 in the Markel text as well Moodle resources to complete this task. Do not make any formal arguments—stay objective and just define or describe. Keep two audiences in mind when determining what you will define, and how you will define it: a general, educated audience (college degree holders), and a subject-matter expert audience. You may discover that you need to explain certain basics first. For example:

• In a report on sickle cell anemia treatments, you would need to first define the disease. • In a report on the benefits of drip irrigation, you would need to write an extended

definition of drip irrigation, explaining how it works and what equipment is used. • In a report showing small businesses how to weather economic recessions, an extended

definition of the term economic recession would be needed first.

Memo to You, College Intern for Ubiquitous Corporation April 3, 2017 Page 2

Formatting Write the memo to me (only to me). See the Corporation’s Style Guide for how to format a memo to the Corporation’s standards and expectations. But while your memo may be longer than three pages, do not include a summary as your introduction is essentially a summary. Include the following elements of a memo (listed in their required order):

• To: Mr. David M. Merchant, Intern Coordinator • No CC: or Through field in the heading segment (delete that line, do not just leave it

blank) • From: [your name], college intern. For example: From: Alice Liddell, college intern • A specific subject line (“extended definition assignment” is too general) • A one-sentence purpose statement • Introduction (level 2 heading) • Discussion (level 2 heading): your extended definition (which will have subsections). • After the discussion section, many of you will have a level 2 section where you discuss

briefly treatments or future developments Title the section appropriately (for example, Present Treatments, Future Developments). See figure 2 below for an example.

• Closing (level 2 heading) • References (level 2 heading)

The formal sentence definition should be at the start of your introduction, usually the first or second, sentence; it acts as your thesis statement. Use the following formula: the term = the category + the distinguishing characteristics or qualities. This statement must be there. Include an overview of what will be covered. For instance, an introduction for an extended definition of sickle cell anemia may look something like the following:

Sickle cell anemia is a congenital hemolytic anemia that occurs primarily but not exclusively in African-Americans. The condition results from a defective hemoglobin molecule (hemoglobin S) which causes red blood cells (RBCs) to roughen and become sickle-shaped. Such cells impair circulation, resulting in chronic ill health (fatigue, dyspnea on exertion, and swollen joints), periodic crises, long-term complications, and premature death. At present, only symptomatic treatment is available. Half of such patients die by their early 20s; few live to middle age.

Notice that the introduction begins with a formal sentence definition. The remaining sentences give an overview of what will be covered: causes, incidence, and a description (the second introductory sentence), symptoms and types (third sentence), diagnosis (fourth sentence), treatment (the fifth sentence), and a conclusion. This is an old example; more treatments are now available with some exciting new ones being developed. For the discussion section, give adequate and appropriate detail to support your extended definition. Include visuals, as appropriate, to help your audience understand your definition or description. Check the Style Guide for how to format visuals.

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In the conclusion of your definition discussion, you may want to give, as appropriate, an overview of how all the parts fit and function together. The extended definition is essentially an essay (think Freshman English). You have a thesis, a discussion supporting the thesis, and a conclusion that answers the “so what” or “why should I care” question for the reader. A good conclusion helps your reader see why all of your analysis and information should matter. It may point to broader implications. Do not use phrases like “in conclusion,” “in summary,” or “in closing” in your definition conclusion. Close the memo following the guidelines given in the Corporation’s Style Guide. A references section, with entries in correct MLA format, must appear as the last section of the memo. Use reputable, professional, or academic references (thus, do not use sources such as Wikipedia, HowStuffWorks.com, or About.com). Writing Formal Sentence Definitions One of the first things to do when you write an extended definition is to compose the formal sentence definition of the term you are writing about. Place it in the Introduction section as the first or second sentence. It establishes the focus for the rest of the discussion. It is "formal" because it uses a certain form: their components are the term being defined, the class it belongs to, and its distinguishing characteristics. Here are several examples where the term being defined is highlighted, the class to which the term belongs is in boldface, and its distinguishing characteristics in italics. (Note: the highlighting, bolding, and italicizing in the examples below are for instructional emphasis—do not highlight, bold, or italicize the elements of your sentence definition in your document. However, you may, if you want, bold [in Times, of course] the term being defined.)

Carbohydrates are a food group including sugars, starches, and cellulose. Influenza is an acute highly contagious infection of the respiratory tract which occurs sporadically or in epidemics and that lasts up to a month. Sickle cell anemia is a congenital hemolytic anemia that occurs primarily but not exclusively in African-Americans.

Take particular care when you write the reference to the class to which the term belongs; it sets up a larger frame of reference or context. It gives readers something familiar to associate the term with. The term may belong to a class (such as tools, diseases, geological processes, or electronic components); it may be a term from a field (such as medicine, computer science, agriculture, reprographics, or finance). Avoid vague references to the class the term belongs to: for example, instead of calling a concussion an "injury" or botulism a "medical problem," call them something more specific like "a serious head injury" and "a severe form of food poisoning," respectively.

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Similarly, give plenty of specific detail in the characteristics part of the formal sentence definition. Readers need these details to begin forming their own understanding the term you are defining. Analogies are your friend. Make comparisons between something your reader knows to explain things they might not know. Think about your audience; for example, try to avoid sports analogies as your audience may not know that sport well enough to understand the analogy. Be aware, however, that your formal sentence definition will likely contain additional potentially unfamiliar terms. Somewhere in your extended definition, you will need to explain them as well, possibly by using short definitions (explained later in this section); see figure 1 below for an annotated example of a supplementary definition used to support an extended definition topic.

Figure 1. Annotated Example of a Formal Sentence Definition

Used in an Extended Definition Source: McMurrey, David. “Extended Definition: How can you define it?” Online Technical Writing.

Prismnet.com. 2013. www.prismnet.com/~hcexres/textbook/. Choosing the Kinds of Definition Discussions When you write an extended definition, you literally grab at any of the writing resources or tools that will help you explain the term to your readers. This means considering all the various sources of information that can help define the term adequately (for example, description, process narration, causal discussion, and classification). The key to writing a good extended definition is to choose the sources of definition to help readers understand the term being defined. Use this checklist to select the kinds of discussion to include in your extended definitions:

Memo to You, College Intern for Ubiquitous Corporation April 3, 2017 Page 5

___ Description Does anything related to the term being defined need to

be described? ___ Process narration Is there some process associated with the term that

needs its key phases discussed?

___ Additional definitions Do unfamiliar terms also need to be defined?

___ Historical background Is there some history or key individuals related to the term that discussing would help define the term?

___ Cause, causes Does the reader need to know about causes related to

the term?

___ Effects, results Does the reader need to know about effects related to the term?

___ Problems, solutions, opportunities Does the term represent a problem, solution, or

opportunity?

___ Statistics Should you discuss numerical data related to the term— Percentages or amounts, for example?

___ Uses, applications Would it help to discuss uses or applications related to

the term?

___ Similarities, differences, analogies Is the term similar to or different from something else? Would an analogy help define the term?

___ Classes, types, categories Are there categories that the term can be divided into? Does it belong to a certain category?

___ Examples

Would examples help define the term?

___ Future developments, implications Should future developments related to the term be discussed? Does the term have implications?

___ Word origins Would an understanding of the roots of the word help define it?

___ Negatives Would explaining what the term is not, what it does not refer to help?

___ Advantages, disadvantages Are there advantages and disadvantages related to the term that can be discussed?

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Multiple definition types can be used in an extended definition. Figure 2 below is an annotated outline illustrating how different types are used in an extended definition of Alzheimer’s disease.

Figure 2. Annotated Outline of a Report That Uses Extended Definition

Source: McMurrey, David. “Extended Definition: How can you define it?” Online Technical Writing. Prismnet.com. 2013. www.prismnet.com/~hcexres/textbook/.

In the above example, the Introduction (level 2 section) is where you place the formal sentence definition as discussed earlier. The Discussion section (also a level 2) is titled Alzheimer’s Disease: Overview of Current Knowledge. Like this example, you do not have to use “Discussion” as your level 2 heading here; instead, you can use a more descriptive heading title. The subsections (for example, “Two Main Types of Alzheimer’s Disease”) are level 3 sections. Remember that you need text between a level 2 heading and the first level 3 heading. The “Current Alzheimer’s Disease Treatment” section is a level 2 section and comes before the memo’s Closing section.

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Adding Short Definitions You will find that in writing an extended definition, you must define other terms as well. Short definitions—a sentence, clause, or phrase—typically will suffice. Notice how many are added to the "after" version in the following (figure 3). Depending upon your audience, you may not need to give as many.

Figure 3. Extended Definitions Often Need Additional Definitions Source: McMurrey, David. “Extended Definition: How can you define it?” Online Technical Writing.

Prismnet.com. 2013. www.prismnet.com/~hcexres/textbook/.

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This process of supplying short definitions “on the fly” is critical in good technical writing for nonspecialists. Notice how many quick definitions occur just in the first two sentences of the preceding illustration. “Maculopapular” is defined in parentheses as “(raised red).” “Endemicity” is defined by restating the idea in other words: “that is, people throughout the world are capable of contracting measles.” “Infective particle” is quickly defined by providing an alternative: “or organism causing the illness,” although I am not sure the writer needed to use “infective particle” (unless their subject-matter experts commonly use that term). I am also not sure the writer needed to define “helix” (plus, the writer left off a comma after the short definition). Obviously, the passage is almost tripled in length—but that's the price for a thorough explanation and clarity. Choosing Sources For reference material, you may use the reference material in Prescott including the Oxford English Dictionary, your textbooks or lecture notes, government websites, and very reliable websites related to your field. You may NOT quote or refer to dynamic Web sources like About.com, Howstuffworks.com, Wikipedia, or the like; these should only be used as points of entry for your research. Be sure to use attribution where appropriate and cite your sources for text and visuals. Choosing Visuals Visuals are important in technical writing, especially for helping a non-expert audience follow along and understand your definition discussion. Remember that visuals include charts, diagrams, drawings, graphs, photographs, and tables; they do not include basic lists. Choose a visual that clearly and logically sets out the features of the idea, object, process, or term being defined/described. Use professional visuals (do not get cute or decorative). Use visuals from reputable sources. While Wikipedia cannot be used as a source for your text, you are allowed to use good visuals from Wikipedia Commons. Make sure you check the visual’s information/data to get the source information correct. Formatting Visuals Each visual needs a label (Figure 1. Figure’s Title; Table 1. Table’s Title) and a source line giving the MLA citation (the word “source:” is boldfaced, the rest of the reference is not, put in size-10 Times New Roman). Tables are labeled as tables and all other visuals are labeled as figures. Each visual is on its own line, centered (including the title and source information). Figure titles go below the visual, table titles go above the visual. Each visual must be introduced before it is discussed; you can introduce it and then discuss it before showing the visual or you can introduce it, show the visual, and then continue discussion it. Remember to discuss all important features of the visual. Your textbook discusses using visuals; refer to the Ubiquitous Style Guide for specific stylistic requirements.

Memo to You, College Intern for Ubiquitous Corporation April 3, 2017 Page 9

Closing I look forward to reading your definitions. If you have questions, please contact me via the Corporation Moodle (forum or messaging service), as I am often away from my phone. Reference McMurrey, David. “Extended Definition: How can you define it?” Online Technical Writing.

Prismnet.com. 2013. www.prismnet.com/~hcexres/textbook/.

  • Interoffice Memo
  • Introduction
  • Discussion
    • Formatting
    • Writing Formal Sentence Definitions
    • Choosing the Kinds of Definition Discussions
    • The key to writing a good extended definition is to choose the sources of definition to help readers understand the term being defined. Use this checklist to select the kinds of discussion to include in your extended definitions:
    • Adding Short Definitions
    • Choosing Sources
    • Choosing Visuals
  • Closing
  • Reference

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