· Appreciate the role of style in any document
o First, the document needs to be readable- precisely chosen words and sentences that are easy to understand
o Sentence structure, sentence length, sentence connections, words and phrases, and tone are elements of writing style.
o Style needs to be clear, concise, fluent, exact, and likable.
· Write clear, concise, and fluent sentences
o Clarity
§ Pronouns have to clearly represent which noun they replace.
§ Clarify modifiers
§ Avoid putting too many nouns together
§ Word order should be based on coherence and emphasis.
§ Correct emphasis usually falls at the end of the sentence; at the beginning of the sentence for instructions
§ Use active voice unless the audience doesn’t need to know the agent-then use passive voice.
§ Keep the amount of information in once sentence low so that readers can process.
o Conciseness
§ Most information in the fewest amount of necessary words
§ Remove
· wordy phrases
· redundancy
· repetition
· “there is” and “there are” phrases
· Needless information at the beginning of a sentence
· Excessive prepositions
· Clutter Words
· Qualifiers
§ Use strong, direct verbs
§ Use positive language
o Fluency
§ Combine related ideas
§ Help readers make connections and keep them engaged by combining related things and using short sentences for emphasis.
· Use precise language
o Language can often hide the intended message rather than communicate it.
o Use simple wording that is relevant to the situation and avoid using jargon- simplify simplify.
o Keep in mind that someone might not understand an acronym
o Don’t use clichés or euphemism
o Don’t make overstatements and be specific
o Use analogies to explain things
· Achieve a tone that connects with your audience
o Your tone is your personality on paper.
o There are different tones, appropriate for different situation: informal, semiformal, formal
o For everything besides formal-toned documents, balance your use of contractions.
o Create a personal connection
o Use active voice and emphasize the positive.
o Don’t be too informal and definitely be appropriate
o Avoid sexist terms by using words that are more inclusive
· Understand that various cultures have various style preferences
o Some cultures prefer long, complex sentences; others are looking for respect and politeness over clarity.
o In some cultures, only animals are referred to as male or female.
o American cultural references don’t typically make sense outside of the US
· Understand that words can have unintended legal and ethical consequences
o Never downplay risks or promise more than you can deliver. Some words and phrases can set you up for failure
o Make sure instructions are clear. If instructions aren’t clear on certain products, someone could be injured.
o Don’t focus on attacking the competition; focus on your product instead. When you attack someone it usually speaks to your character more than theirs.
o When evaluating an employee, instead of offering judgments, talk about the specific, factual things they did that violated policy.
· Recognize the benefits and drawbacks of digital editing tools
o Spell check is limited. Saying “I new that” is incorrect, although the word “new” is a word.
o Pay attention to their and there.
o Always proofread!
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