Writing Tips
for clarity and concisenessArchive for June, 2007
hazard!
Do you tend to use the active voice when you write? Or, do you prefer the passive voice? There are good reasons for both, and the following example provides a compelling reason to use the active voice.
Suppose that while editing an instruction set for a company that uses toxic chemicals, you come across this sentence: “All toxic chemicals are deposited in the appropriate receptacles.” You may well ask, “WHAT are the appropriate receptacles?” “WHERE are they?” And last but definitely not least, “WHO is responsible?”
Conscientious writer that you are, you will get the answers and write them down, in the active voice: “The Assistant Lab Technician deposits used toxic substances in the labeled receptacles in room 429 by 3:00 p.m. every Monday, Wednesday, and Friday.” Of course, you will also provide details about safe handling procedures and protective clothing.
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bumpy ride
Otherwise known as “syntax,” sentence structure helps determine whether readers will have a bumpy ride or a smooth ride. For example, read the following sentence by the author of a popular mystery series: “I’m not sure,” Leo said, “what you’re getting at, Duchess.”
How was the ride? Bumpy or smooth? Felt pretty bumpy to me! Now read the same message again, with a smoother sentence structure: “I’m not sure what you’re getting at, Duchess,” Leo said.
Do you see the difference?
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short words, long words
Make life easier for your readers. Write the way you talk.
Generally, we use short words when we talk. But for some mysterious reason, words grow longer and fancier as we write. If you want to make your letter, report, or proposal easy for others to understand, use short words. Don’t accumulate facts; gather them. Don’t ameliorate a situation; improve it. Don’t endeavor; try. Don’t make a commitment; commit!
For more free writing tips and guidelines, free articles, and a free introductory consultation, visit Treasurefield Communications.
clear writing=clear thinking
When someone doesn’t understand what you write, you may think that the problem is the reader, not your writing. Think again! Clear writing means clear thinking, and unclear writing means unclear thinking.
To clarify your writing, sit down for a few minutes, breathe naturally, and allow your mind to settle. Then take another look at your written message. You will probably find that it’s not as clear as it could be. How do you fix it? First, get yourself a cup of tea or coffee; then sit down with your message and edit it:
- Correct grammar, spelling, punctuation as needed.
- Check for sentence complexity, syntax (word order), runon sentences (too long/split them into two).
- Replace passive verbs with active verbs.
- Delete any words, sentences, or paragraphs that don’t need to be there.
- Check for clear, logical development of ideas.
- Eliminate jargon and technical terms, especially if the target audience wouldn’t understand them.
For more free writing tips and guidelines, free articles, and a free introductory consultation, visit Treasurefield Communications.
