Technical Writing Rules 4 — Questions and Answers
Question 1: What rule governs the use of em dashes in technical documents?
- Em dashes replace commas in all lists
- Em dashes set off an interruption or amplifying phrase—without spaces in US style (Correct answer)
- Em dashes are interchangeable with en dashes
- Em dashes are used only in informal technical blogs
Correct answer: Em dashes set off an interruption or amplifying phrase—without spaces in US style
In US technical style, em dashes are used to set off parenthetical information or abrupt breaks, and they are written without surrounding spaces.
Question 2: Which formatting rule applies to the first word after a colon in US technical writing?
- Always lowercase the first word after a colon
- Capitalize the first word if a complete sentence follows the colon (Correct answer)
- Always capitalize the first word after a colon regardless of what follows
- Never use a colon before a list in formal documents
Correct answer: Capitalize the first word if a complete sentence follows the colon
Most US style guides (e.g., Chicago) capitalize the first word after a colon only when a complete sentence follows.
Question 3: What is the rule for using passive voice in technical writing?
- Passive voice is forbidden in all technical documents
- Passive voice is acceptable when the agent is unknown or irrelevant (Correct answer)
- Passive voice should be used in every procedure step
- Passive voice is required for safety warnings
Correct answer: Passive voice is acceptable when the agent is unknown or irrelevant
Passive voice is appropriate when the doer of the action is unknown, unimportant, or when emphasizing the action or result rather than the agent.
Question 4: The '5 Cs' rule in technical writing states that content should be:
- Concise, Correct, Complete, Clear, and Consistent (Correct answer)
- Compelling, Creative, Comprehensive, Colorful, and Concise
- Coded, Categorized, Cross-referenced, Checked, and Contextualized
- Concise, Colloquial, Condensed, Cited, and Controlled
Correct answer: Concise, Correct, Complete, Clear, and Consistent
The 5 Cs of technical writing are Concise, Correct, Complete, Clear, and Consistent—foundational principles for effective documentation.
Question 5: Which rule applies when writing step-by-step procedures in a technical manual?
- Use complete paragraphs to explain each step fully
- Begin each step with an imperative verb and limit each step to one action (Correct answer)
- Number the steps only if there are more than five of them
- Write steps in passive voice to maintain a neutral tone
Correct answer: Begin each step with an imperative verb and limit each step to one action
Procedure steps should start with a command verb (e.g., 'Press', 'Select') and contain a single action so users can follow without confusion.
Question 6: What does the 'inverted pyramid' rule prescribe for technical writing?
- Place the least important information first to build toward the conclusion
- Present the most critical information first, followed by supporting detail (Correct answer)
- Start with background context, then narrow to the specific topic
- Organize information alphabetically to aid navigation
Correct answer: Present the most critical information first, followed by supporting detail
The inverted pyramid structure leads with the most important content, allowing busy readers to get key information even if they stop reading early.
Question 7: When should a technical writer use 'e.g.' versus 'i.e.'?
- 'e.g.' means 'that is' and 'i.e.' means 'for example'
- 'e.g.' introduces examples and 'i.e.' introduces a clarification or restatement (Correct answer)
- Both terms are interchangeable in modern technical writing
- 'i.e.' lists multiple examples while 'e.g.' introduces only one
Correct answer: 'e.g.' introduces examples and 'i.e.' introduces a clarification or restatement
'E.g.' (exempli gratia) means 'for example' and introduces a partial list; 'i.e.' (id est) means 'that is' and introduces a complete restatement.
Technical Writing Rules 4
What rule governs the use of em dashes in technical documents?