Formal Definitions

Guidelines for Writing Formal Definitions

The Structure of a Formal Definition

Table 2 gives some guidelines for writing formal definitions.

A formal definition is a one-sentence explanation of the meaning of a word. When you

write a formal definition, first assign the term to a class and then explain how it is
different from other members of the class.

Tabl e 2
Gu id eli n es fo r Fo rm al D efi niti ons
Guidelines
Be specific about the class.

A modem is a thing that [vague]

A modem is a device that[specific]
A modem is an electronic device that [more
specific ]

Use the same part of speech for

the class as the word that is
being defined.

HTML is used when[incorrect]

(noun) (passive verb)
HTML is a code used when.. [correct]
(noun) (noun)

Whenever possible, don't repeat

the term in the class or
distinguishing characteristics
section.

Make sure there is sufficient

information in the adjective
clause to distinguish the term
from other members of the class.

Avoid long words and long

sentences in technical writing. If
necessary, break the formal
definition into two sentences,
rather than producing a very long
sentence.

T abl e 1
P ar t s o f a For m al D ef in it i o n
Term
Modems

Verb
are

Hypertext MarkUp Language

(HTML)

is

The Internet

is

Class
devices

a code

a global system of
networked
computers

Examples

Distinguishing Characteristics
that make possible the transmission
of data to or from a computer via
telephone.
used to make documents readable
across a variety of platforms and
software.
that allows user-to-user
communication and transfer of data
files.

Exercise 1
1. What do you notice about the grammar in the definitions in Table 1?
2. Which verb tense is used?
3. What type of clause is used in "distinguishing characteristics?"

Hypertext Mark-up Language is a

language.[incorrect]
Hypertext Mark-up Language is a code used
when[correct]
A modem is a device that is used with a
computer and a telephone. [insufficient]
A modem is a device that makes possible the
transmission of data to or from a computer via
telephone. [sufficient]
The Internet, which is commonly confused with
the World Wide Web, is a global system of
networked computers that allows user-to-user
communication and transfer of data files from
one machine to another. The World Wide Web
is the concept for presenting and linking
information on a network.[too long]
The Internet is a global system of networked
computers that allows user-to-user
communication and transfer of data files. It is
commonly confused with the World Wide Web,
a concept for presenting and linking
information on a network. [improved]

Exercise 2
Revise these definitions to comply with the conventions for writing a
formal definition. An Internet Service Provider (ISP) gives users access to the Internet.

Reduced Adjective Clauses in Definitions

Technical writers should avoid wordiness. One way to eliminate unnecessary words is to reduce
adjective clauses. There are several important rules when doing this.

1. Unlimited service refers to the time a user wants to spend on the Internet.
2. A set-up fee is a fee that ISPs charge to begin an account.
3. Point to Point Protocol (PPP) is the most common type of dialup account that ISPs
provide because it is easy to use, especially if the modem is fast.
4. Peak times are when many people are accessing the Internet.
5. Flat rate accounts are a way to charge users.

Ta bl e 3
R ul es f o r R ed u ci ng Ad j ec t i ve C l a u s es
Guidelines
Drop the relative pronoun and the
verb be if the adjective clause
contains a prepositional phrase,
an adjective, or a passive verb.

The Grammar of Definitions

Indefinite Articles

Formal definitions commonly use indefinite articles for the term and class, forms of the
verb be and an adjective clause or reduced adjective clause to express the
distinguishing characteristics.
Exercise 3

Examples

Decide if a, an, or nothing [( )] is missing from these sentences.

a) The Web is _____ enormous collection of HTML documents which are linked
together over the Internet.
b) Links are highlighted words which point to _____ additional information.
c) A web browser is_____ special communications program that reads and interprets
HTML documents.
d) _____ web server is a computer program that responds to requests from Web
browsers
e) ____ Uniform Resource Locator (URL) is an address that you feed Web browsers

Reduce the adjective clause by changing the word or word form in these two situations:
1.

Exercise 4
Reduce the following adjective clauses, where possible. Change the
highlighted part of each sentence. If no reduction is possible, write no .
Ex.: The Oxford Text Archives is a database which contains electronic books in many
different languages around the world.
containing
a)Search engines are not the same as directories. Search engines send out spiders that
create lists automatically.

The adjective clause

contains the verb have.
[Drop the relative pronoun
and change have to
having.]
or
[Drop the relative pronoun
and have. Replace using
with.]

2. The verb is in an active

state and the relative
pronoun is the subject.
[Drop the relative pronoun
and change the verb to the
-ing form.]

b)Then users search through the lists the search engines have created.
c. If you change your web pages, it takes longer for search engines to find the changes,
which may affect how you are listed.

[adjective clause with an adjective]

An electronic book is a document that is lengthy
enough to be considered a book.
=> An electronic book is a document lengthy enough
to be considered a book.
[adjective clause with a prepositional phrase]
An electronic book is a document that is on diskette
or hard drive.
=> An electronic book is a document on diskette or
hard drive.
[adjective clause with a passive verb]
A campus wide information system is an online
service that is used as a central source of
information at a college or university.
=> A campus wide information system is an online
service used as a central source of information at a
college or university.

PPP is a method for connecting a personal computer

that has a modem to the Internet.
=> PPP is a method for connecting a personal
computer having a modem to the Internet.
=> PPP is a method for connecting a personal
computer with a modem to the Internet.

Links are highlighted text that point to additional

information.
=> Links are highlighted text pointing to additional
information.

[original]
This information, which must be accessed via the
Internet, is useful.
[reduced with different meaning]
This information, accessed via the Internet, is useful.

d. Directories depend on short descriptions that are written for web sites.
None of these rules apply to modal
auxiliary verbs, e.g., should, may,
can, or must, since the meaning
of the modal is lost in the
reduction.

e. A directory search looks for matches only in the descriptions that have been
submitted by the owners of the sites.
f. Some search engines, which are called hybrids, maintain an associated directory.

Exercice 10

Classification Extended Definition

1.The field of electrical engineering can be divided into three main __________

Introduction
Analyzing the parts of an object or concept is a useful way to
make the item clearer to the reader. Read this example of classifying in an extended
definition.

components

Features

segments

sections

units

4.The computer consists of a number of ____________.

Divisions

The Language of Classification

components

branches

5. A good search engine includes the following _____: speed, frequency in indexing, and
review of relevant pages.

In the URL example in Exercise 8 above, "consists of" and "parts" were used to indicate
classification. There are a variety of words or phrases which have similar meanings.

pieces

Characteristics

a) Which sentence is the formal definition?

b) What are the elements of the classification?
c) What key vocabulary is used to indicate classification?

Divisions

components

traits

Rephrase "A URL consists of four separate parts" using the

Exercise 10a Complete this classification definition of "hypertext" by choosing a word
or phrase below. .

include
(can) be divided into
(can) be split into
(can) be classified into

Exercise 9b

traits

3.Their homepage includes three main _____: products, customer service, and
purchasing.

Exercise 8 Answer these questions about the text above.

a.
b.
c.
d.

branches

2 .There are two _____________ to look for in an Internet Service Provider (ISP).

A Uniform Resource Locator, commonly called a URL, is an addressing system

which is used to identify sites on the Internet. A URL consists of four separate parts
that together define the location of any file. The parts are the protocol, domain
name, path, and filename.

Exercise 9a
structures given.

Which word best completes the sentences below?

These

consist of

is a

used

a) Hypertext Mark-up Language (HTML) _____ code _____ to make documents

readable across a variety of platforms and software.
b) __________ codes are translated into specific formats to be displayed on the
screen.
c) These formats _____ but are not limited to links, lists, headings, titles, images,
forms, and maps.

Before you do this exercise, look up these words in a dictionary.

branch
characteristic
component
division
feature
pieces
section
segment
trait
unit

Exercise 10b. In sentence "c" above, why didn't the writer give the number of formats?

Exercice A
Can you remove any words in the following sentences without changing the meaning?
1 The planet that the astronomers observed is Saturn.
2 Invertebrates are animals that have no backbone.
3 The hospital was not satisfied with the nurse whom the doctor hired.
4 The food that you eat should be varied.
5 Iodine is an element that aids in the prevention of goiter.
6 A geologist notices the manner in which strata are deposit.

Writing Definitions
In academic work students are often expected to give definitions of key words and phrases in order
to demonstrate to their tutors that they understand these terms clearly. Academic writers generally,
however, define terms so that their readers understand exactly what is meant when certain key
terms are used. When important words are not clearly understood misinterpretation may result. In
fact, many disagreements (academic, legal, diplomatic, personal) arise as a result of different
interpretations of the same term. In academic writing, teachers and their students often have to
explore these differing interpretations before moving on to study a topic.

Exercice B
Can you remove any words or phrases in the following sentences without changing the
meaning?
1 One solvent that is used in dry cleaning is benzine.
2 A leaf that is growing on the left does not respond to light
3 A physicist who is at the CERN laboratory noticed the particle track.
4 The only water that is drinkable here is bottled water.
5 The pump that is the closest to the venturi valve has broken down twice.
6 Venus is a planet that is covered with clouds.

Introductory phrases:

Exercice C
1 The person who is responsible is the doctor who gave the injection.
2 The most distant object that is known in the universe is a quasar.
3 Stars that are red are older than stars that are blue.
4 The sentences that are italized must be included in the report.
5 The computer is a system that is simple enough for a child to use
6 The liquid that is boiling in the Sewar jar is liquid helium.
7 The only theory that was possible did not account for all the data
8 A problem that is in many pressurized-water nuclear reactors is the deterioration of
steam-generator tubes. precede eruptions
9 Apnea is a sleep disorder that is characterized by frequent respiratory failure.
10Scientists who are studying volcanoes know that small earthquakes usually precede
eruptions

A university is

an institution

where knowledge is "produced" and

passed on to others.

Social Economics may be

broadly defined as

the branch of
economics

[which is] concerned with the

measurement, causes and consequences
of social problems.

Research may be defined

as

a systematic
process

which consists of three elements or

components: (1) a question, problem, or
hypothesis, (2) data, and (3) analysis and
interpretation of data.

It is necessary here to clarify exactly what is meant by .....

This shows a need to be explicit about exactly what is meant by the word X.
X is a term frequently used in the literature, but to date there is no consensus about ......

Simple three-part definitions

General meanings / application of meanings:

The term X has come to be used to refer to ......
The term X is generally understood to mean ......
The term X has been applied to situations where students ......
In broad biological terms, X can be defined as any stimulus that is .......
The broad use of the term X is sometimes equated with ......
The term disease refers to a biological event characterised by .......
In the literature, the term tends to be used to refer to ......
X can be defined as ...... It encompasses ......

Exercice D
1 Nurses who live in infected areas should be inoculated.
2 The river that supplies water to the central valley contains small amounts of dioxin, a
known carcinogen.
3 The animal that can run faster than any other is the cheetah.
4 Researchers that test new undersea cables prefer optical-fiber cables for long
distances.
5 The physicists who discovered radium and polonium in 1898 were Marie and Pierre
Curie.

Indicating difficulties in defining a term:

In the field of language teaching, various definitions of fluency are found.
Fluency is a commonly used notion in language learning and yet it is a concept difficult to define
precisely.
A generally accepted definition of fluency is lacking.
Smith (2001) identified four abilities that might be subsumed under the term fluency: a) .....
The term poststructuralism embodies a multitude of concepts which ......

Specifying terms that are used in an essay/thesis:

In this essay the term overseas student will be used in its broadest sense to refer to all students
who ......
Throughout this thesis, the term education is used to refer to informal systems as well as formal
systems.
While a variety of definitions of the term X have been suggested, this paper will use the definition
first suggested by Smith (1968) who saw it as .......
In this paper, the term that will be used to describe this phenomenon is X
In this dissertation the terms X and Y are used interchangeably to mean ......

Referring to people's definitions (author prominent):

Smith (1954) was apparently the first to use the term ......
Chomsky writes that a grammar is a 'device of some sort for producing the .....' (1957, p.11).
According to a definition provided by Smith (2001:23), fluency is 'the maximally ......
The term "fluency" is used by Smith (2001) to refer to ......
Smith (2001) uses the term "fluency" to refer to ......
For Smith (2001), fluency means/refers to .......
Macro-stabilisation policy is defined by Smith (2003: 119) as "......................"
Aristotle defines the imagination as "the movement which results upon an actual sensation."
The term "matter" is used by Aristotle in four overlapping senses. First, it is the underlying .......
Secondly, it is the potential which ......
Smith et al. (2002) have provided a new definition of health: "health is a state of being with
physical, cultural, psychological ....."

Referring to people's definitions (author non-prominent):

Validity is the degree to which an assessment process or device measures what it is intended to
measure (Smith et al., 1986)

Language

X is ...
X is called ...
X is known as ...
X may be defined as ...
X is a type of Y that/which ...
A type of Y which ... is X

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