*Technical and Business WritingIn English: Some Guidelines on Usage

*1. VerbsMajor tense distinctions in technical writing

Exercise: Fill in the blanks with the most appropriate form of verbs.A small protein molecule _______ (have) a molecular weight of about 10,000.Five hundred pounds ______ (be) the maximum weight that this rope can support.An astronomer _______ (observe) the universe through optical and radio telescope.

*The simple present tense

In formal technical writing, the simple present tense is used primarily to express timeless generalization, i.e., general statements which do not specify any particular time frame.Example:Water boils at 373 K.I recommend that we continue to use the IBM computers.

*The simple present tense

Even for events that occurred in the past, the simple present tense can be used occasionally to indicate a generalization or fact that is not restricted to the past or to the future.Example:The blood test was carried out last week. And the result proves that the suspect is innocent.

The study shows that there is a potential market in Malaysia.

*The present continuous tenseThe present continuous tense is used to describe actions that are actually taking place at the present time and are temporary.Example:The sun is shining. (at this moment, temporarily)The newlyweds are living with her parents. (at the present time, temporarily)She is smoking. (Shes smoking a cigarette at this moment.)

Compare the meaning of the sentences above with the meaning of these sentences with verbs in the simple present tense:The sun shines 360 days a year in Malaysia. (habitual action, every day)The newlyweds live with her parents. (permanently)She smokes. (Its her habit.)

*Exercise: Use the correct verb tenses in the following paragraph.

The Computer RevolutionTechnology brings problems as well as benefits to humankind. Since Henry Ford ______(begin) mass-producing automobiles in 1908, they _______ (provide) us with a cheap and convenient means of transportation. However, they _______ (also bring) us traffic jams and air pollution. A technological development that ______ (change) our lives as much as the automobiles is the personal computer. Since the 1980s, personal computers _______ (become) common in houses, schools, and businesses, and just as automobiles ________ (bring) unexpected problems, so _______ (have) personal computers.

*Exercise: Use the correct verb tenses in the following paragraph.

In addition to problems in communication, computer _______ (also cause) problems in business. They ______ (create) excellent opportunities for computerized crime. Computer hackers ______ (use) their skills to obtain secret business information and to steal money. In addition, banks ______ (worry) that hackers ______ (learn) how to transfer money out of customers account into their own. So far, we ______ (are able) to stay one step ahead of the hackers in this particular game, said a bank spokesperson, but security ______ (be) never one hundred percent in any business.

* The present perfect tense links the past with the present. Use it when the action began in the past and is still continuing in the present or when it is important in some way to the present in the mind of the speakers.Example:The computer age has improved our lives in numerous ways. (This action began in the past and is still happening.)I have never used a computer.(, but I might still not use one.)

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The present perfect is also frequently used for repeated actions in the past.Example:There have been several cases of credit card theft via computer.(Repeated action in the past.)

The time words since and yet require the present perfect tense. When since is a subordinate, use the present perfect in the independent clause (not in the dependent clause that starts with since.Example:Since Henry Ford began mass-producing automobiles in 1908, they have provided us with a cheap and convenient means of transportation.

*When since is a preposition, use the present perfect in the same clause.Example:Since the 1980s, personal computer have become common in homes, schools, and businesses.

Also, use the present perfect in any clause when yet is a time word. Do not confuse the time word yet with the coordinating conjunction yet.Example:Time word: The lack of censorship in cyberspace is another problem that no one has solved yet.

Coordinating conjunction: Computers are useful tools, yet they can cause many problems.

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Present perfect vs. Simple past tenseThe simple past tense is the verb form used for an action that began in the past and was completed in the past. The present perfect is used for an action that began in the past but is still happening or is still influencing the present. For example, in the review of a technical report, single isolated studies are usually referred to in the simple past tense.Example:Newton found that

*Whereas multiple studies, suggesting an on-going sequence of studies, are usually referred to in the present perfect tense.Example:Pierce et al., and other researchers have reported that Simple Past I lived in Hawaii for three years. (I dont live there now.)

Present PerfectI have lived in Hawaii for three years.(I moved there three years ago, and I am still living there.)

*Exercise:Theoretical science began when the Greeks ______ (start) to ask question about things _____ (make) of and where they ______ (come) from.Ptolemy believed that the sun _____ (revolve) around the sun.Ptolemy did not realize that the earth ______ (revolve) around the sun.Vesalius named every bone, every muscle, and most of the blood vessels in the human body, but he did not know how the body ______ (function).Johannes Kepler was the first to show how a planet ______ (move).

*Before the discovery of oxygen, many scientists thought that when a substance _____(burn), its phlogiston ______ (escape) into the air.Jules Verne, a nineteenth-century science-fiction writer, imagined that a rocketship ______ (can fly) from the earth to the moon.When mendels 1866 report ______ (rediscover) in 1900, biologists found that Mendel _____ (make) many important discoveries concerning heredity.Chairman Eijkman demonstrated that a shortage of Vitamin B1 over a long time _____(can cause) the nerve disease called beriberi.Hideki Yukawa proposed a theory that _______ (account for) the type and magnitude of forces that _____ (hold) the atomic nucleus together.

*2. Common errors in sentence structureSentence fragmentsSentence fragments are incomplete sentences or parts of sentences. Remember that a complete sentence must contain at least one main or independent clause.Example:Because some students have part-time jobs in addition to going to school.Problem:This is a subordinate clause.To correct: Attach it to an independent clause.Complete sentence:Because some students have part-time jobs in addition to full-time class work, they have very little free time.

*3. Common errors in sentence structureSentence fragments

For example, the increase in the cost of renting an apartment.Problem: No main verb.To correct: Rewrite the sentence so that it has a subject and a verb. Complete sentence:For example, the cost of renting an apartment has increased.

*3.Having no money and being lonely in the big city.Problem:This is a participial phrase. It has no subject or verb.To correct:(a) Rewrite the phrase to include a subject and a verb.(b) Attach the phrase to an independent clause.Complete sentence:(a) She had no money and was lonely in the big city.(b) Having no money and being lonely in the big city, the woman committed suicide.

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4.Many people who get married before they are mature enough.Problem:This is a noun followed by a dependent (adjective) clause.To correct:Rewrite the clause by eliminating the adjective clause aspect.Complete sentence:Many people get married before they are mature enough.

* Always check your own writing for sentence fragments! Pay particular attention to your sentences beginning with subordinating conjunctions (although, since, because, if, before, etc.). These are DANGER WORDS! Make sure that every subordinate clause beginning with these words is attached to an independent clause.

*Exercise: Rewrite the following sentences to eliminate sentence fragments.

Second, the fact that men are physically stronger than women.For example, many students have part-time jobs.Although people want to believe that all men are created equal.Many of my friends who did not have the opportunity to go to college.

*Choppy sentences. Choppy sentences are sentences that are too short. They are the result of using too many simple sentences. Choppy:We must find new sources of energy. The earths natural sources of energy are dwindling. Solar energy is a promising new source of energy. Solar energy is energy from the suns radiation.

Choppy:Government and industry are spending huge sums of money to develop solar energy. Research scientists are working hard to develop economical means of converting the suns ray into usable energy.

*Choppy sentences. Choppy sentences are easy to correct. Just combine two or three simple sentences to make one compound or complex sentence. Your decision to make a compound or a complex sentence should be based on whether the ideas in the simple sentences are equal or whether one sentence is dependent on the other.

*Choppy sentences.

If the simple sentences are equal, make a compound sentence, using a coordinating conjunction (and, or, but, so, yet, nor, for FAN BOYS) or a conjunctive adverb (moreover, otherwise, however, therefore, etc.)2.If one sentence depends on the other, make a complex sentence, using a subordinating conjunction (who, which, when, although, because, since, if, etc.)

*Compound: Government and industry are spending huge sums of money to develop solar energy, and research scientists are working hard to develop economical means of converting the suns rays into usable energy.

Complex: We must find new sources of energy because the earths natural energy are dwindling. Solar energy, which is energy from the suns radiation, is a promising new source of energy.

*Run-On sentences and comma splices A run-on sentence is a sentence in which two or more independent clauses are written one after another with no punctuation. A similar error happens when two independent clauses are incorrectly joined by a comma without a coordinating conjunction. This kind of error is also called a comma splice.

Run-on: Getting married is easy staying married is a different matter.

Comma Splice: San Francisco is a very cosmopolitan city, there are people from many cultures and ethnic groups living there.

*Run-On sentences and comma splices

A comma splice alone cannot join two independent clauses.A run-on/comma splice sentence can be corrected by adding:a period:Getting married is easy. Staying married is a different matter.a semicolon:Getting married is easy; staying married is a different story.a coordinating conjunction:Getting married is easy, but staying married is a different story.a subordinating conjunction:Although getting married is easy, staying married is a different story.

*Exercise: Correct the following run-on/comma splice sentences using the method indicated.

A foreign student faces many problems for example he has to cope with a new culture.(a) (Add a period.) _____________________________________________________.(b) (Add a semicolon.) __________________________________________________.San Francisco is a very cosmopolitan city, there are people from many cultures and ethnic groups living there.(a) (Add a period.) _____________________________________________________.(b) (Add a semicolon.) __________________________________________________. (Add a subordinating conjunction.) ______________________________________.(d) (Add a coordinating conjunction.) ______________________________________.Learning a new language is like learning to swim it takes a lot of practice.(Add a coordinating conjunction.) _________________________________________.Ask for assistance at the reference desk in the library, there is always a librarian on duty.(Add a semicolon.) _____________________________________________________.Hang-gliding is a dangerous sport you can easily break your leg.(Add a subordinating conjunction.) ________________________________________.

*Stringy sentences Another type of problem that students sometimes create is the stringy sentence. This is a sentence with too many clauses usually connected with and, but, so, and because, forming one very long sentence. The result is a sentence that seems endless.

Stringy Sentence:Many students attend classes all morning and they work all afternoon and then they have to study at night so they are usually exhausted by the weekend.

*Stringy sentences

There are several ways to correct a stringy sentence:

Divide: Many students attend classes all morning and work all afternoon. Then, they have to study at night. As a result, they are usually exhausted by the weekend.

Subordinate: Many student, after they attend classes all morning, also work in the afternoon. Because they also have to study at night, they are usually exhausted by the weekend.

*Exercise: Improve these stringy sentences. Use any method or combination of methods.

He enrolled in an advanced calculus class, but he found it too difficult, so he dropped it.The tidal wave ruined the crops, and it destroyed several villages, and it caused many deaths, so it was a real disaster.The analysts works many hours on the computer program, but they couldnt find the cause of the problem, so they finally gave up, and they went home.

*Use the active and passive voices appropriately The active voice focuses on the performer of the action, whereas the passive voice focuses on the recipient of the action. In general, the active voice is preferable. The active voice is always more concise than the passive voice. But the passive voice is superior to the active voice in four cases:when the performer of the action is clearly understoodAttendees are required to register for the conference by July 15.(It is perfectly clear who is doing the requirement: the conference organizers.)

*Use the active and passive voices appropriately

when the performer of the action is unknownThe comet was first described in an ancient Egyptian manuscript.(We dont know who wrote the manuscript.)

when the performer of the action is unimportantThe materials for the next set of experiments were ordered in March.(It doesnt matter who ordered them.)

when a reference to the performer of the action would be embarrassing, dangerous, or in some other way inappropriateIncorrect data were released to the press about the companys toxic emission.(Your boss did it.)

*Focus on the real subject Make sure the subject of the sentence what you are writing about is clear and emphatic. Dont hide the subject in a prepositional phrase.

(weak):The purchase of the new robot would improve quality control.(strong):The new robot would improve quality control.

(weak):The presence of the unidentified gene was detected last week.(strong):The unidentified gene was detected last week.

*Focus on the real subject A second way to focus on the real subject of the sentence is to cut down on the use of expletives. The constructions it is, there is, and there are, as well as related forms of the to be verb often can be removed without eliminating any useful information. (weak):There are many factors that led to the motor damages.(strong):Many factors led to the motor damage.

*Focus on the real verb Sometimes writers sap the strength of their sentences by turning their verbs into nouns. Once the original verb is changed into a noun, the writer has to create a new verb. The new verb is almost always a disappointment. (weak):An analysis of the sample was undertaken.(strong):The sample was analyzed.

(weak):An investigation of the different options was performed.(strong):The different options were investigated.

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Use modifying elements effectively A restrictive modifier restricts the meaning of the word or phrase to which it refers. In other words, it identifies it by providing crucial information.The missile in the museum exhibits are exact replicas of the originals.

Please pay particular attention to the instructions in Part III.

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Use modifying elements effectively A nonrestrictive modifier, on the other hand, just provides extra information about what it refers to. It does not provide crucial, identifying information.

The first mass-produced electric car, the Chevrolet Impact, was released in 1994.

As you leave, stop by the registration area, which is located in the main lobby.

* There are two common problems with modifiers: misplaced modifiers and dangling modifiers. A misplaced modifier is one that modifies the wrong part of the sentence. In general, keep the modifier near the element it modifies.

(misplaced):The topic of the meeting is the future of hydroelectric energy in the Red Lion Hotel.

(correct):The topic of the meeting in the Red Lion Hotel is the future of hydroelectric energy.

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A dangling modifier does not refer to anything in the sentence.

(dangling):Analyzing the test report, the data sheet looked incorrect.

(The sentence doesnt state who is doing the analyzing.)(correct):As I was analyzing the test report, the data sheet looked incorrect.

(correct):Analyzing the test report, I thought the data sheet looked incorrect.

*Keep parallel items parallel Here are some common kinds of parallelism problems:

unparallel voice: Place the new board in the slot. Then, the board should be pushed in gently until it clicks into place.

parallel voice: Place the new board in the slot. Then, push the board in gently until it clicks into place.

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unparallel mood: The operator should follow the instructions in Part 2. Do not change the pin setting.

parallel mood: Follow the instructions in Part 2. Do not change the pin setting.

3. unparallel enumeration:First, be sure to checkSecond, align the electrodesThen, cap the electrodes parallel enumeration:First, be sure to checkSecond, align the electrodesThird, cap the electrodes

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B. Be specific. Avoid vague words that can be misunderstood.

Dont say office equipment if you mean a personal computer.

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C. Keep your sentences relatively short. Longer sentences discourage many readers. One recommendation is that your sentences should average seventeen words. That doesnt mean, of course, that seventeen words is the ideal length. To communicate effectively, you should vary the length of your sentences.

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D. Make paragraphs no more than six lines long. With longer paragraphs, many readers will read the first and last few lines and skim or simply skip everything in between. Tight writing invites the reader to continue. Think about breaking up big chunks of text with headlines or lists.

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RevisingThink of this stage of the writing process as quality assurance at a macro level. You need to make sure that the results of your writing achieve the intended purpose(s) as effectively as possible.Try to read your writing from the perspective of your reader. You might even want to sit in a different chair and to read your words aloud. Youll find out if your copy is conversational and natural. Also, mistakes are more likely to stand out. If you used a computer, you should print out a copy and read your words from the paper, as your reader will be reading them.

*At this stage, look at the major pieces of text. Do they all belong? Are they in the most effective order? Do you use paragraphs or sentences that dont add anything to your message, or any words or phrases you dont need? Are you using any long words when shorter words would express just as well? If you receive the piece, would you read it? Does it invite the reader?

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EditingWhen you edit your writing, youre checking it over for accuracy, grammar, spelling, and punctuation. You may want to have someone else edit your writing (after youre done your best). If thats not an option, you can try the old trick of reading the paragraphs in reverse order. Reading your work from finish to start may disrupt the flow of your words enough for you to catch some errors. A final word of advice here: dont trust your computer. Those tools that check grammar and spelling are very helpful. But theyre limited, because human language is simply too complex for machines (at least for now).

*Mistakes your computer wont catchRevert back. Revert means to go back or to return. Eliminate back.I could care less. Thats wrong, because it means you care a lot. It should be I couldnt care less. Think about it.New innovation. An innovation is something new, so drop the adjective.

*The principle reason. The adjective should be principal, meaning the most important.8 p.m. tonight. Because p.m. means after noon and a.m. , means before noon, we dont need to use qualifiers such as tonight or in the morning when were using those Latin abbreviations.This will effect my job status. The verb should be affect, which means to influence or to produce an effect upon. The verb effect means to bring about.

* Be clear, economical, straightforward, and professional. Which of the following two paragraphs would you rather read?In order to ensure that the process of recording calls by work order number is properly operational, it is necessary to purge the work order assignments and related two-digit account code assignments for each telephone extension and update the system to include only those work order numbers for active client projects.

Use only active client work order numbers (and their two-digit account codes) to record calls. Purge inactive work order numbers and their account codes.

*Sometimes writers try to impress, not express. When we use words to impress our audience, we may lose them by writing at a high fog index. When we write to express, we focus our attention on the reader, not on ourselves, and on making our writing readable.What does readable mean? How do you make your writing readable? Readability is the result of many factors. The three most important are clarity, economy, and straightforwardness.

*Clear writing conveys meaning without ambiguity. To write well in business, you must make sure that the reader at least understand you.Economical writing uses no more words than necessary. Thats one of the distinguishing marks of clear and forceful writing. To write well in business, you must make sure not to waste the readers time and energy.Straightforward writing puts words in a natural expected order, such as placing the subject close to the verb for easy understanding. To write well in business, you must make it easy for the reader to know what you mean.

*ClarityIf your message has more than one meaning, its not clear. Dont use long words where short ones will do; it makes your writing dense and difficult to understand. Use precise words and phrasings to make your writing clear. Make sure the words you choose have the right meaning and dont allow for misinterpretation. For example, dont use the vague term health organization when you mean the American Red Cross.

*EconomyWhen it comes to words, more is not usually better. When you use too many words, you may lose the reader or at least make the reader lose interest. Take the following paragraph, for example.

For the purposes of this policy, sexual harassment may be defined as unsolicited nonreciprocal behavior by an employee who is in a position to control or affect another employees job or who uses the power or authority of that position to cause that employee to submit to sexual activity or to fear that he or she would be punished for refusal to submit to such activity. Sexual harassment also includes any employee conduct reasonably interfering with another employees work performance by creating an intimidating, hostile, or offensive working environment.

*Economy

Its easy to get lost in that jungle of words. How effective will that policy be when the clarification is so dense? The following sentence provides another example of uneconomical writing.Parking in the lot adjacent to the building will be restricted by space allocation designation for workers vehicles and the four outermost spaces will be reserved for supervisors of the construction crew so employees should make other arrangements for parking during that time frame and consider implementation of vehicular co-transportation.

*What should you do instead? First, determine what information in the sentence you want the reader to understand. Then, eliminate any unnecessary phrases or redundancies. Try one of these revisions:Consider carpooling, because parking next to the building is primarily for workers.

Because we are designating parking spaces for construction workers, we suggest that you carpool.

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Weak words You can make your writing clearer by deleting words that dont add meaning. For example, pay close attention to the following words: actually basically certain definitely different generally given individual kind of particular practically really various very virtuallyThese words are not bad, but people tend to use them unnecessarily. Example: Actually, I generally kind of enjoy typing practically any specific type of communication. These words weaken the sentence because they add nothing to it but length.

*How can you keep your writing lean and strong? When you might use one of the following phrases, try the shorter equivalent instead.in the event that= ifsubsequent to = afterprior to= beforethe possibility exists for= mightin order to = toin the neighborhood of= around, aboutfrom time to time= occasionallyin reference to = aboutit is necessary that= mustdue to the fact that= becausein the amount of= for

Heres another example of fat writing found in a typical memo.

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To: All employeesFrom: Lebron James, Chief Operating Officer

This is to inform you that a new Audi, gray in color, was actually left by someone in the back parking lot. Due to the fact that the car has continued to remain there for several weeks and is still yet unclaimed, the company has been given permission

*by the police to auction off the car if we make a donation of the monies earned to some type of charitable organization. If you are willing and able to be in charge of the auction and to run the subsequent committee, please stop in at this point in time to take the time to discuss the most important and essential elements of the auction proceedings.

*Which memo would employees be more likely to read and understand? Both memos express the same information, but the second is stronger because its more economical.An easy way to write more economically, by using fewer words and keeping sentences shorter, is to reduce redundancy. How many of the following expressions do you use? How many could you reduce?

Someone left a gray Audi in the back lot several months ago. Because no one has claimed, the police have given us permission to auction it off. Well donate the monies raised to a charity. If you would chair the committee to run the auction, please see me.

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Consensus of opinion/general consensus A consensus by definition is a general solidarity of opinion.Contained herein Contained means herein.Submitted a resignation Use the verb resigned Basic fundamentals Fundamentals are by definition basic.

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Close proximity Proximity means close.Provide with information Use the verb inform.Cooperate together Cooperate means work with others, so its necessarily together.Completely full Full means totally or completely unless its not.

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End result/final outcome A result or an outcome is what you get at the end.Take under consideration Use the verb considerMany in number The word many can only refer to number.Future prospects Prospects refers to the future; its from the Latin, looking forth.

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Sufficient enough Sufficient means enough.Other alternative Alternative means another choice, so other alternative makes sense only if there are at least three options.New innovation Innovation means new.Past experience Experience usually refers to the past, so you would modify it only to refer to the present or future.

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Postpone until later Postpone means put off until later.True facts Facts are things that are true.Mutually agree When theres more than one party, agree assumes mutuality.Completely finished Finished implies completely.

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Recurring habit A habit is recurring behavior.Past memories What else can we remember but the past.Initial preparation Preparation implies initial, because its done before something.More preferable Preferable means more desirable.

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Important essentials Essential means important.Various different Various means different. Also different after numbers is usually redundant: e.g., We considered seventeen different locations or I called her five different times.Future plan Plan implies future unless specified otherwise.Free gift A gift is something given voluntarily, without payment in returen.Continue to remain Remain means to continue to be.

*StraightforwardnessYou can write in a more straightforward manner when you place the subject and the verb close together. Use subject-verb-object order with strong action verbs. If you write clearly, economically, and in a straightforward manner, people will find your writing more readable.Why is it important to keep the subject near the verb? This next announcement shows what can happen when you dont.

*Straightforwardness

The executive managers of Acme Anvils, in their meeting April 5, called for the purpose of discussing problems encountered in negotiating a contract with their principal iron ore supplier, Ferrous Ingots, which has recently undergone substantial personnel changes, have decided, in consideration of the extreme importance of our iron ore supply, to arrange, as soon as possible within the limitations of their individual schedules, a meeting with the executive managers of Ferrous.

*Straightforwardness

How many times did you have to read that announcement to understand what was happening? Not only is too much crammed into a single sentence, but the subject-verb-object order (executive managers have decided to arrange a meeting) is interrupted by clauses that confuse the reader. The following revision seems more straightforward:

*The executive managers of Acme Anvils met April 5. They called the meeting to discuss problems in negotiating a contract with their principal iron ore supplier, Ferrous Ingots. The problems came out of a number of personnel changes at Ferrous.Because our iron ore supply is extremely important, the managers decides to arrange a meeting with the executive managers of Ferrous.

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Conversational but professionalMost e-mail messages, business letters, memos, and reports replace conversation. Thus, they are most effective when they convey an informal, conversational tone instead of a formal, pretentious tone. But messages should not become so casual that they sound low-level and unprofessional. Sloppy, unprofessional expression appears in many e-mail messages. Your writing should have a warm, conversational tone that does not include slang or low-level diction.

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*Unprofessional If we just hang in there, we can snag the contract.Conversational If we dont get discouraged, we can win the contract.Formal If the principals persevere, they can secure the contract.

*Your goal is a warm, friendly tone that sounds professional. Write to the reader with words that are comfortable to you. Avoid long and complex sentences. Use familiar pronounces such as I, we, and you and an occasional contraction, such as were, or Ill. Stay away from third-person constructions such as the undersigned, the writer, and the affected party. Also avoid legal terminology and technical words. Your writing will be easier to read and understand if it sounds like the following conversational examples:

*Formal All employees are herewith instructed to return the appropriately designated contracts to the undersigned.

Conversational Please return your contracts to me.Formal Pertaining to your order, we must verify the sizes that your organization requires prior to consignment of your order to our shipper.

Conversational Well send your order as soon as we confirm the sizes you need.Formal The writer wishes to inform the above-referenced individual that subsequent payments may henceforth be sent to the address cited below.

Conversational Your payments should now be sent to us in Chicago.

*Avoid trite phrases, cliches, and jargonWould you like your writing to bore or confuse the people who read it? Of course not! But thats likely to happen if you use trite phrases, cliches, and jargon. In business writing you may come across phrases such as enclosed please find, please do not hesitate to ask, take under advisement, it has come to my attention, maximum optimization, at this point in time, and thanking you in advance for your kind consideration. These are cliches that weaken your writing, and you should consciously avoid using them. Cliches are dull and sometimes ambiguous. The following partial list contains cliches you should avoid in business writing.

*Avoid trite phrases, cliches, and jargonbelow the belt better than newbeyond the shadow of a doubteasier said than doneexception to the rule fit the billfirst and foremosthard factskeep your nose to the grindstonelast but not leastmake a bundle pass with flying colorquick as a flashshoot from the hipstand your groundtune to formto be perfectly honest needless to sayenclosed herewith, please findwe deem it advisable

for your perusal, review, and consideration

If you should have any further questions, please do not hesitate to call.

*Jargon, which is terminology unique to a certain profession, should be reserved for individuals who understand it. Except in certain specialized contexts, you should avoid jargon and unnecessary technical terms. For example, geologists speak knowingly of exfoliation, calcareous ooze, and siliceous particles. Engineers are familiar with phrases such as infrared processing flags, output latches, and movable symbology. Telecommunication experts use such words and phrases as protocol, mode, and asynchronous transmission.Every field has its own special vocabulary. Using that vocabulary within the field is acceptable and even necessary for accurate, efficient communication. Dont use specialized terms, however, if you have reason to believe that your reader may misunderstand them.

*Precise verbsEffective writing creates meaningful images in the mind of the reader. Such writing is sparked by robust, concrete, and descriptive words. Ineffective writing is often dulled by insipid, abstract, and generalized words. The most direct way to improve lifeless writing is through effective use of verbs. Verbs not only indicate the action of the subject but also deliver the force of the sentence. Select verbs carefully so that the reader can visualize what actually is happening.

*GeneralOur salesperson will contact you next week.PreciseOur salesperson will (telephone, fax, e-mail, visit) you next Monday.GeneralThe CEO said that we should contribute.PreciseThe CEO (urged, pleaded, demanded) that we contribute.GeneralWe must consider this problem.PreciseWe must (clarify, remedy, rectify) this problem.GeneralThe newspaper was affected by the strike.PreciseThe newspaper was (crippled, silenced, demoralized) by the strike.

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The power of a verb is diminished when it is needlessly converted to a noun. This happens when verbs such as acquire, establish, and develop are made into nouns (acquisition, establishment, and development). These nouns then receive the central emphasis in the sentence. In the following pairs of sentences, observe how forceful the original verbs are as compared with their noun forms.

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WeakAcquisition of park lands was made recently by the city.StrongThe city acquired park lands recently.WeakThe webmaster and the designer had a discussion concerning graphics.StrongThe webmaster and the designer discussed graphics.WeakBoth companies must grant approval of the merge.StrongBoth companies must approve the merge.

*Concrete nounsNouns name persons, place, and things. Abstract nouns name concepts that are difficult to visualize, such as automation, function, justice, institution, integrity, form, judgment, and environment. Concrete nouns name objects that are more easily imagined, such as desk, car, and lightbulb. Nouns describing a given object can range from the very abstract to the very concrete for example, object, motor vehicle, car, convertible, Mustang. All of these words or phrases can be used to describe a Mustang convertible. However, a reader would have difficulty envisioning a Mustang convertible when given just the word object or even motor vehicle or car. In business writing, help your reader see what you mean by using concrete language.

*Concrete nounsGenerala change in our budgetConcrete a 10 percent reduction in our budgetGeneralthat companys productConcreteNECs Ultra Express pagerGenerala person calledConcreteMs. Swain, the administrative assistant, calledGeneralwe improved the assembly lineConcretewe installed 26 advanced Unimate robots on the assembly line

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