These rules will help to keep your writing clear, concise, complete, and correct:
- Use familiar words.
- Prefer short, simple words.
- Use concrete words.
- Prefer active to passive verbs.
- Avoid camouflaged verbs.
- Arrange sentences for emphasis and clarity.
- Keep sentences short.
- Ensure modifying words and phrases relate to nouns and pronouns.
- Use words economically.
Examples:
Use Familiar Words
Original
- The preponderance of businessmen we consulted envision signs of improvement from the current siege of economic stagnation.
- If liquidation becomes mandatory, we shall dispose of these assets first.
- Casey terminated John’s employment as a consequence of his ineffectual performance.
Corrected
- Most businessmen we consulted see the current slow economic situation improving.
- If liquidation becomes mandatory, we will discard these things first.
- Casey fired John because he was not effective.
Prefer Short, Simple Words
Original
- The most operative assembly line configuration is a unidirectional flow.
- Business has an inordinate influence on governmental operations.
- It is imperative that the consumer be unrestrained in determining his preferences.
- Our expectations are that there will be increments in commodity value.
Corrected
- The best assembly line configuration is one-way.
- Business has an unreasonable influence on governmental operations.
- It is very important for the consumer to be able to choose freely.
- We expect that commodity value will grow.
Use Concrete Words
Original
- We have found that young men are best for this work.
- He makes good grades.
- John lost a fortune in the stock market.
- If we do not receive the goods soon, we will cancel.
- Profits last year were exorbitant.
Corrected
- We have found that young men are best at administrative work.
- He always makes grades of 90 or higher.
- John lost $1.6 million in the stock market.
- If we do not receive the blue seashell soap, we will cancel.
- We made $3 billion in profit last year.
Prefer Active to Passive Verbs
Original
- Our action is based on the assumption that the competition will be taken by surprise.
- It is believed by the typical union member that their welfare is not considered to be important by management.
- We are serviced by the Bratton Company.
- Our safety is the responsibility of management.
- You were directed by your supervisor to complete this assignment by noon.
- It is recommended that the machines be purchased by our company.
- Because of our policy, the proper thing is being done by us for excellent jobs performed by any and all of our employees.
- Issuance of a supplement to the report was undertaken.
- The above-mentioned report that we are approving is enclosed.
- Your thoughtful suggestions are graciously accepted. Hopefully, forthcoming recommendations are being given the same sort of careful consideration by you.
Corrected
- We based our action on the assumption that the competition will be taken by surprise.
- The typical union member believes that their welfare is not considered to be important by management.
- The Bratton Company services us.
- Management is responsible for our safety.
- Your supervisor directed you to complete this assignment by noon.
- We recommended our company purchase these machines.
- Because of our policy, we are doing the proper thing for excellent jobs performed by any and all of our employees.
- We issued a supplement to the report.
- The above-mentioned report that we approved is enclosed.
- Your thoughtful suggestions are graciously accepted. Hopefully, you are giving the same sort of careful consideration to forthcoming recommendations.
Avoid Camouflaged Verbs
Original
- It was my duty to make a determination of the damages.
- We will make her give an accounting of her activities.
- We will ask him to bring about a change in his work routine.
- This new equipment will result in savings in maintenance.
Corrected
- It was my duty to make an estimation of the damages.
- We will make her account for her activities.
- We will ask him to change his work routine.
- This new equipment will save on maintenance costs.
Arrange Sentences for Emphasis and Clarity
Original
The main building was inspected on October 1. Mr. George Wills inspected the building. Mr. Wills is vice president of the company. He found that the building has 6,500 square feet of floor space. He also found that it has 2,400 square feet of storage space. The new store must have a minimum of 6,000 square feet of floor space. It must have 2,000 square feet of storage space. Thus, the main building exceeds the space requirements for the new store. Therefore, Mr. Wills concluded that the main building is adequate for the company’s needs.
Corrected
The main building was inspected on October 1 by Mr. George Wills, vice president of the company. He found that the building has 6,500 square feet of floor space and 2,400 square feet of storage space. The new store must have a minimum of 6,000 square feet of floor space and 2,000 square feet of storage space. Since the main building exceeds the space requirements for the new store, Mr. Wills concluded that it is adequate for the company’s needs.
Keep Sentences Short
Original
The Consumer Education Committee is assigned the duties of keeping informed of the qualities of all consumer goods and services, especially of their strengths and shortcomings, of gathering all pertinent information on dealers’ sales practices, with emphasis on practices involving honest and reasonable fairness, and of publicizing any of the information collected which may be helpful in educating the consumer.
Corrected
The Consumer Education Committee has been assigned the duty of keeping customers informed of the qualities of all consumer goods and services, especially of their strengths and shortcomings. They also must gather all pertinent information on dealers’ sales practices, with emphasis on practices involving honest and reasonable fairness. Lastly, they are responsible for publicizing any of the information collected which may be helpful in educating the consumer.
Ensure Modifying Words and Phrases Relate to Nouns and Pronouns
Original
- Miss DuClerq is the only secretary to Mr. Grossmeyer.
- Report any other defects or mechanical damage to the supervisor in the finished product.
- Loose blouses which some women wear around punch presses are hazardous.
- Arriving early for my interview the Personnel Office was not open.
- Swearing thunderously the office almost shook with the boss’s anger.
- Driving cautiously the dangerous intersection was approached.
- Jackson has opposed often giving praise to the workers.
- Smith stated late in the week the production was behind schedule.
Corrected
- Miss DuClerq is Mr. Grossmeyer’s secretary.
- Report to the supervisor any other defects or mechanical damage in the finished product.
- Loose blouses, which some women wear around punch presses, are hazardous.
- When I arrived early for my interview, the Personnel Office was not open.
- When the boss swore thunderously, the office almost shook with his anger.
- I approached the dangerous intersection cautiously.
- Jackson has often opposed giving praise to the workers.
- Smith stated that production was behind schedule late in the week.
Use Words Economically
Original
- In view of the fact that we financed the experiment, we were entitled to some profit.
- We will deliver the goods in the near future.
- Watts outlined his development plans on the occasion of his acceptance of the presidency.
- I will talk to him with regards to the new policy.
- The candidates who had the most money won.
- There are many obligations which we must meet.
- We purchased coats which are lined with wolf fur.
- Mary is of the conviction that service has improved.
- Sales can be determined to have improved over last year.
- It is essential that we take the actions that are necessary to correct the problem.
Corrected
- Because we financed the experiment, we were entitled to some profit.
- We will deliver the goods soon.
- When he accepted his presidency, Mr. Watts outlined his development plans.
- I will talk to him about the new policy.
- The candidates who had the most money won.
- We must meet many obligations.
- We purchased fur-lined coats.
- Mary thinks that service has improved.
- Sales improved over last year.
- We must take the actions that are necessary to correct the problem.
