Writing in Engineering
Writing in Engineering
(OP)
I am hoping for comments on the use of passive sentence (PS) in engineering writing by "working" engineers. I use that term to distinguish between the engineers who may be doing research, say for a technical periodical.
I have the hardest in avoiding passive sentences, so I take more time trying to structure my sentences. Are PS the ultimate sin; are they acceptable, are you making yourself look bad by using them? I've heard that it is becoming more acceptable to use them, but how acceptable are they.
There are different types of writings, and I would like to hear if there are varying degrees of acceptability in the different types of writings done by engineers (for example: daily inspection reports, feasibility studies, proposals, memorandums...).
Does anyone really worry about them? I see some use them, and some don't.
Thanks
I have the hardest in avoiding passive sentences, so I take more time trying to structure my sentences. Are PS the ultimate sin; are they acceptable, are you making yourself look bad by using them? I've heard that it is becoming more acceptable to use them, but how acceptable are they.
There are different types of writings, and I would like to hear if there are varying degrees of acceptability in the different types of writings done by engineers (for example: daily inspection reports, feasibility studies, proposals, memorandums...).
Does anyone really worry about them? I see some use them, and some don't.
Thanks





RE: Writing in Engineering
RE: Writing in Engineering
Writing is a tool. As such, you apply the tool as required for the intended application or audience as the case may be. Much of modern engineering writing is applied to persuasion. Persuasion requires argument, which requires action and emotion.
Therefore, you should at least tailor your writing for the intended application and audience. A preliminary design review requires you to convince the audience that you have understood the requirements and that you have a demonstrated a design that meets the requirements with adequate margin.
On the other hand, it's not clear there is really a place for passive writing. The act of writing implies that you have something to say and you probably need to convince the reader that what you are writing is worth reading and that your proposition is correct and proven.
TTFN
RE: Writing in Engineering
IRstuff gave some excellent insight and comments on writing for your audience. One of the reasons we (particularly consulting engineers who produce more narrative "reports" than other engineers)have gotten into the poor habit of "writing in the passive voice" is litigation.
The passive sense allows "wiggle room", whereas the active sense is more definitive, thus more liability prone. As an example, the following statements could be thought to mean the same thing, but stated differently, allowing them to be interpreted differently.....
"There is clean sand fill over the entire building site".
"It appears that clean sand fill was placed on the site".
A lawyer would use the first statement to destroy your credibility if another engineer disagreed with the statement and could reasonably show an area where the full truth of the statement might be doubtful.
The second statement says to one interpreting it that there are credible indications, based on reasonable exploratory means, that fill was used on the site.
The first statement hangs you out all alone with respect to a "Standard of Care". The second statement would be typical of a statement meeting a local "Standard of Care".
The difference between them is the difference between negligent and non-negligent practice (a biggie!). If statement 1 is found to be wrong (even a little bit!), then the engineer has likely exposed himself to greater liability than he intended. Statement 2 could be off target by quite a margin, but the associated caveats of practice would probably cover the engineer's liability, even if the engineer suffered a bit of professional embarassment.
In short, the practice has reached a point of litigious paranoia whereby if you definitively state something, you had better be completely right or you'll get reamed!
RE: Writing in Engineering
RE: Writing in Engineering
In the final end - it is my opinion, in general (based on my Canadian experience) that geotechnical consultants are some of the best writers out there in the engineering profession.
RE: Writing in Engineering
"...In short, the practice has reached a point of litigious paranoia whereby if you definitively state something, you had better be completely right or you'll get reamed!..."
Notice I added quotes and elipses. Truer words were never spoken - oops, passive voice.
There's nothing wrong with using the passive voice. Is it possible to write a "materials and methods" section of a report without it?
Bottom line: write well enough and coherently.
Never say "I saw this" or "I saw that" you didn't see anything, you "visually observed" something.
RE: Writing in Engineering
RE: Writing in Engineering
Being a naive graduate engineer, my report writing is pretty much the "don't"s suggested by Ron, DaveViking and BigH. Is there by chance a book out there that might improve (and "save") me from getting myself into statutory problems?
Cheers,
Luk
RE: Writing in Engineering
What I should have stated in the report was that other inspections were for the reason of comparison only and not for comment on workmanship of the other culverts. I now have the manufacturer chasing me for a retraction of what I did not explicitly state. Despite the report being identified by title and context as relating to one site only. Apparently (according to my solicitor) I should have placed a sentence in that clearly identified that the report was for the one site only, I should not have stated that I have made comparisons between different sites.
I have learnt from this, but I still tend to believe strongly in the intent of the report and what is actually said, not what can be implied.
Gone are the days of good faith and belief in the persons intent.
regards
sc
RE: Writing in Engineering
For the most part, an engineering report is not literature, it is meant to convey information. Correct English is nice, but in the end the main objective is to be understood.
RE: Writing in Engineering
Several years ago I purchased a book called something like "successful letter writing for engineers and scientists." I read the book once and began writing letters using the style suggested (notice I used "suggested"!) by this book - lo and behold, I'm taken seriously. Henh! In the years that have passed, I've added/subtracted and come up with a style that's recognizable as "mine."
First of all, I try very hard at keeping a letter to a single page. This is for several reasons: a) historically, my bosses have told me "if it's more than a page, it's too much" - yeah, the "too many notes" syndrome, but they're the boss... b) anticipating (a) I know my audience. c) Additional pages are diagrams, sketches, etc. that are referred-to in the memo - if the boss compains about that I mention that I could've written a twenty-page monograph instead of a one-page memo and a five pages of PowerPoint sketches... They seem to like the latter.
Also, I'm not afraid to indicate (never "say" always "indicate" or "mention" or "explain" or "reply") my refusal to offer a "suggestion" regarding something when information is lacking.
RE: Writing in Engineering
I think that once we are clear and the message is clear that should govern. I note as well that we are today not as picky as years ago about the correctness of the English Language. One thing that may be more of a concern is poor spelling and perhaps tense of verbs. However, we all are subject to making such errors as at times we cannot always write smoothly. The thing to do is to set it aside and write it another day.
It is very true that one should not allow the wrong message to get across to a reader. However, I note that technical specifications are documents that seem to have many interpretations but no one seems to worry about those too much. Of course some of these have been handed down and are viewed as correct inspite of interpretation problems.
If it is anywhere I would like to start is to ensure that we do not have specifications written in lawyers language. Terms of references also fall into the same category as these are often subject to many interpretations. The Client is often always able to show that you did not do all that was required or that investigate means to design or that his comments were just comments and not intended to be interpreted as anything else etc etc.
Nice thread and good discussion.
RE: Writing in Engineering
RE: Writing in Engineering
A previous colleague (much older and more experienced than I) had excellent writing skills, but a few "bad habits" when it came to communicating verbally. I would cringe every time I heard "ALLS I know is..."
;)
Personally, I know there are areas in which I could improve, but I am very grateful to my high school english teacher for being so strict about the basics. (I went to a catholic school, and I learned the most from the two strictest nuns - math and english!) At a recent job interview, the employer asked for writing samples because he has seen too many engineers who can't write properly.
Again - great topic! (As I sit here nervously re-reading my post - I would hate to make a mistake in THIS thread!!)
RE: Writing in Engineering
Thanks for the advice.
Cheers, Luk
RE: Writing in Engineering
RE: Writing in Engineering
sc
RE: Writing in Engineering
RE: Writing in Engineering
I missed this thread, and didn't find it until this morning! (active voice) Written communications have many different purposes, and readers have varying expectations. (passive voice) I try to avoid the use of absolute terms in my engineering reports, such as 'always', 'never' and the like. (active voice with "loss prevention" {"weasel words"} cap on ['try to' rather than 'always'])
I prefer the active voice in engineering reports because I believe it results in clearer communications. (active voice) I do not believe that the use of the passive voice reduces one's risk of being sued; in fact, it can increase the risk if the reader doesn't understand the information that has been conveyed. (active; passive)
I let the lawyers write most of my contracts since I don't practice law... (active voice with trailing dots...)
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