Technical Writing Rules 3 — Questions and Answers
Question 1: When should a technical writer use a semicolon instead of a comma?
- To separate items in a simple list
- To join two independent clauses without a conjunction (Correct answer)
- To introduce a quotation
- To set off a nonrestrictive clause
Correct answer: To join two independent clauses without a conjunction
A semicolon joins two closely related independent clauses that could each stand alone as sentences.
Question 2: Which rule applies to the use of acronyms on first use in a technical document?
- Write only the acronym if it is widely known
- Spell out the full term followed by the acronym in parentheses (Correct answer)
- Use the acronym and define it in the glossary only
- Avoid acronyms entirely in formal documents
Correct answer: Spell out the full term followed by the acronym in parentheses
Standard practice is to write the full term at first use, immediately followed by the acronym in parentheses, then use the acronym thereafter.
Question 3: What is the correct rule for writing numbers in technical prose?
- Always write numbers as words regardless of size
- Spell out numbers one through nine; use numerals for 10 and above (Correct answer)
- Use numerals for all numbers to save space
- Alternate between words and numerals for readability
Correct answer: Spell out numbers one through nine; use numerals for 10 and above
Most technical style guides (e.g., APA, Chicago) spell out single-digit numbers and use numerals for 10 and higher in running text.
Question 4: The rule of parallel structure in technical writing requires that:
- All sentences in a paragraph have the same length
- Items in a list or series use the same grammatical form (Correct answer)
- Headings mirror the exact wording of the table of contents
- Each section contains an equal number of bullet points
Correct answer: Items in a list or series use the same grammatical form
Parallel structure means matching grammatical forms (e.g., all gerunds, all noun phrases) across list items, headings, or coordinated clauses.
Question 5: Which rule governs the placement of a modifier in a sentence?
- Modifiers should always appear at the end of a sentence
- A modifier should be placed as close as possible to the word it modifies (Correct answer)
- Modifiers must precede the subject of the sentence
- Modifiers are optional and can be placed anywhere
Correct answer: A modifier should be placed as close as possible to the word it modifies
Misplaced modifiers create ambiguity; placing them adjacent to the word they modify ensures clear meaning.
Question 6: When writing warnings and cautions in technical documentation, which rule applies to their hierarchy?
- Caution is more severe than Warning, which is more severe than Note
- Danger is most severe, followed by Warning, then Caution, then Note (Correct answer)
- Warning and Caution are interchangeable; only Note differs
- Note is the most important; warnings are supplementary
Correct answer: Danger is most severe, followed by Warning, then Caution, then Note
ANSI Z535 and most technical standards define Danger (immediate threat to life), Warning (potential injury), Caution (possible minor injury or damage), and Note (general information).
Question 7: The active voice rule in technical writing is preferred because it:
- Adds formality and distance to the content
- Makes clear who performs the action, improving clarity (Correct answer)
- Allows writers to avoid naming the responsible party
- Is required by all federal plain language guidelines unconditionally
Correct answer: Makes clear who performs the action, improving clarity
Active voice clarifies the agent performing an action, reducing ambiguity and making instructions easier to follow.
Technical Writing Rules 3
When should a technical writer use a semicolon instead of a comma?