Advanced Technical Communication- WEEKS 3 and 4
Lesson 3: Style in Technical Communication
Topic: 1. Characteristics of Technical Communication
Learning Outcomes: At the end of this module, you are expected to:
1. analyze the different characteristics of technical communication;
2. recommend other characteristics of technical communication; and
3. rewrite and proofread faulty sentences.
LESSON PROPER:
The theory of Jerome Borowick on technical writing has five (5) hallmarks, to wit: objective, clear, concise,
and convincing. He believed that these hallmark must be accomplished when the style is descriptive and qualitative.
Paul M. Zall, in his book titled “Elements of Technical Report Writing,” discussed the different characteristics of well-
written technical works. He named these properties as the ABC’s of technical writing.
ACCURACY
A technical work is considered accurate when it presents facts that are completely true. For instance,
misplaced decimal point of your grades could make years of labor worthless; a misstated fact could create
misinformation. One error in calculation, one illogical statement can make the whole report doubtful. That is why every
statement must undergo copy-editing or proofreading to check accuracy of statements, texts, numbers, and figures. A
technical work must also avoid frequent use of expressions for hedging such as may, perhaps, maybe, seem,
apparently, among others.
In order to come up with error-free written works, you have to demonstrate a
strong “attention-to-detail” skill. This skill refers to the ability to achieve accuracy
and thoroughness when accomplishing a certain task. For example, during your
internship, your supervisor assigned you to write a report but you submitted your
work with a lot of mistakes.
Read and re-read your work before submitting so that your work will completely
devoid of errors. Check mistakes on spelling, grammar and punctuation.
BREVITY
In technical communication, technical papers must be short or brief. It also makes use of concise expressions.
A good technical writer should begin with his/her main points and then show why it is sound. Emphasizing the highlights
of your work, cutting out irrelevant comments as well as immaterializing excursions and meaningless statements are
highly recommended and observed.
Brevity is considered as the striking feature of any written communication. This
feature can be achieved by avoiding wordiness and repetition; thus, writing
enables you to arrive quickly of what you want to convey in a clear and
understandable manner.
Below listed are the ways on how to achieve brevity in writing.
a. Using key words to hold attention
This method helps the reader to skim for better information.
Example: My account balance got deducted because of activation Spotify. I did not request for the subscription. (18
words)
Correct: Unauthorized subscription of Spotify caused balanced deduction in my account. (11 words)
b. Stating important information first
Readers get convinced when they have the reason first.
Apply this idea in writing:
Bring ‘because’ part to the front; delete because; add ‘so’ to the last sentence
Example: We need more classrooms because the University’s enrolment is
increasing.
Correct: The University’s enrolment is increasing. So, we need more
classrooms.
c. Delete over-polite phrases
Example: With due regards, we would like to state that the schedule of
examination has been cancelled.
Correct: The schedule of examination has been cancelled.
d. Delete repetitions
We remove repetition through:
1. Using umbrella terms (mobiles, laptops, iPads = electronic devices)
Example: All examinees are instructed to bring their receipt of examination fee and identification card on the day of
board examination. They would not be allowed to enter the testing rooms if they do not have receipt of examination fee
and identification card.
Correct: All examinees are instructed to bring their receipt of examination fee and identification card on the day of
board examination. They would not be allowed to enter the testing rooms if they do not have these documents
4. Using pronouns to replace nouns
Example: The SHS principal has called a meeting at 2:00 pm. The venue is SHS principal’s meeting room.
Correct: The SHS principal has called a meeting at 2:00 pm. The venue is in her meeting room.
5. Using abbreviations for technical terms when used twice in statements.
Example: The Dean of Student Affairs and Services said that the Electronic Voting Machines were bugged. However,
bugging an Electronic Voting Machines is highly technical and costly.
Correct: The Dean of Student Affairs and Services said that the Electronic Voting Machines were bugged. However,
bugging an EVM is highly technical and costly.
e. Cross out Redundancies
Example: Please meet me at 3 pm in the afternoon.
Correct: Please meet me at 3 pm.
f. Cut out lengthy phrases
Example: The Office of the Dean of the Student Affairs and Services is in close proximity to the Good Shepherd Chapel.
Correct: The Office of the Dean of the Student Affairs and Services is near the Good Shepherd Chapel.
List of lengthy phrases and their corrections:
1. due to the fact that – because
2. In accordance with – according to
3. With regard to – regarding
COHERENCE
Coherence refers to the logical togetherness of the material. Sentences, paragraphs and groups of paragraph
hold together by means of appropriate transitional devices. Coherence is an essential quality of a good written technical
work. Without cohesion, the reader will not understand the main points that you are trying to make. It also hampers
readability.
Cohesion necessarily precedes coherence. Cohesion is achieved when sentences are connected at the
sentence level, whereas coherence is achieved when ideas are connected.
Coherence also means as “clarity of expression.” Using simple transitions such as
in addition, additionally, furthermore, therefore, thus, on the contrary, by the
same token, at the same time, in other words, etc. is one of the strategies in
ensuring coherence in technical writing. Other strategies are: 1) write sentences
that flow by varying the lengths and structures, the use of correct punctuation, and
broadening your word choices; 2) Repeat your keywords but be careful of
excessive repetition; 3) Repeat sentence structures, which is used as a rhetorical
technique rather than cohesion to highlight parallelism between sentences; and 4)
Start every sentence or paragraph with information that hints at the content of the
next sentence
CONFIDENCE
As a writer or speaker, you have to display a sense of certainty of the things you write and tell. You must not
use “perhaps” and “maybe’s” and other forms of needless hedging and qualifying since you know more about your
subject. If you are hundred sure, say it; if you are not, then go back and analyze where the problem lies and correct it.
DIGNITY
In technical communication, as a writer or speaker, you need formality with respect to words and the way
words are used. It refers to the quality of being honored, esteemed and worthy by using straightforward expression as
well as with simplified, summarized and well-organized information.
Grammatical constructions should be complete. Pronouns like “which” and “that” should be used.
For example: The CHED Commissioner informs students that classes in higher education institutions will commence
on September 15, 2020
Corrected: The CHED Commissioner informs students classes in higher education institutions will commence on
September 15, 2020. Contractions like don’t, can’t, won’t, didn’t and others be avoided.
EMPHASIS
Stressing major points is major role of a technical writer. You should tell your readers what is important and
lead him from point to point by using a straightforward style, plenty of guideposts and transitional aids.
FACILITY
Facility is making the report easy to read. For facility, report writing should observe pacing, sequence, arrangement
and continuity.
PACING SEQUENCE ARRANGEMENT CONTINUITY
refers to the presentation leads the reader from the emphasizes and shows the relation of one
of technical and familiar to unfamiliar, balances important parts part to another, clearly
unfamiliar information in from simple to complex, to show their proper stated, illustrated and
small segments, from whole to parts. relationship and emphasized.
explained, defined or importance.
illustrated before more of
such information is
presented.
01 02 03 04
GRAMMATICAL CORRECTNESS
In technical communication, grammatical correctness is a must. As a writer, you need to make your writing
straightforward, logical and clear. Following the basic rules of grammar is equally important. Below is the technical
writing guide of Michigan State University (2007).
Parallel Structure
Parallel structure means using the same form for words that have the same level of importance in a sentence
or for a list of items that are joined by a coordinating conjunction, such as “and” or “or.”
The scientist collected, dried, and weighed the samples.
When preparing bulleted or numbered lists use the same word type (i.e., all nouns, all verbs) and maintain
parallel structure. If the listed items complete the introduction grammatically, place a period at the end of every line.
Capitalize the first word in a bulleted or numbered list.
Subjects and Verbs
It is important for text to flow smoothly. Subject and verb quality and agreement are essential and allow the reader to
move through the text. To ensure the reader understands the intended meaning, abide by the following subject and
verb rules and use the correct verb tense.
Active and Passive Voice
Take responsibility by writing in active voice; use passive voice only when it is appropriate for emphasis or when you
lack information.
Active voice distinctly identifies the subject and the action taken by the subject. The passive voice indicates that the
subject receives, rather than performs, the action.
The sound’s reverberation struck the walls.
Passive voice changes the position of the previous subject into an indirect object and focuses the sentence on what
receives the action, the walls: The walls were struck by the sound's reverberation.
When the active voice is appropriate, use it to create concise, energetic text. Only use the passive voice when it is
appropriate to say that an action is done to the subject.
The final project was finished by the team. (passive)
The team finished the final project. (active)
Cases of Pronouns
1. Nominative Pronouns: Used as a subject in the sentence (I, we, you, he, she, it, who, and they): Mary and I will
attend.
The guard who let us in checked our identification.
2. Objective Pronouns: Used as objects of verbs or prepositions (me, us, you, him, whom, and them): He questioned
Susan and me about the copyright. Whom did you ask?
3. Possessive Pronouns: Used to show possession or ownership (my, mine, our, your, his, her, theirs, its, whose, etc.):
The Swartz Company may lose its best customer.
Pronoun and Antecedent Agreement
1. A pronoun and its antecedent must agree in number. Examine the various constructions of compound antecedents
and the proper protocol in the examples below.
The owner is concerned about sales, but they will rebound.
The President or his advisers should devote part of their time to this issue.
2. A parenthetical expression that appears between an antecedent and a pronoun does not influence the form of the
pronoun used.
The accountant, rather than any of the other officers, will be asked for his or her opinion of this purchase.
3. If the antecedent is a collective noun that refers to a group as a single unit, a singular pronoun is needed. Company
names are generally considered to be collective nouns.
Stein & Smith has sold its Chicago properties.
4. For clarity, make pronoun usage clear and understandable by avoiding vague references.
I worked hard on the experiment, and it was difficult.
Does the writer want us to consider the experiment as difficult, the work that was done as difficult, or that it
was difficult to work hard?
Compound Words
A compound word conveys a unit that is not as clearly conveyed by separate words.
1. Use a hyphen to connect elements of compound numbers from twenty-one to ninety-nine and in adjective
compounds with a numerical first element. The hyphen not only unites but also separates the component words.
Example: 7-hour day, 3-inch ruler, eighty-five.
2. Use a hyphen after the “e” to designate “electronic”: e-mail, e-commerce, e-article
3. Omit the hyphen when words appear in regular order and the omission of the hyphen causes no confusion in sound
or meaning.
Example: palm oil, eye opener, living costs
4. Use a hyphen for clarification when four nouns appear in a row.
Example: A sand-filtered purification system. The end-of-year report
Capitalization
1. Capitalize the name of a particular person, place, or thing, as well as an adjective that refers to a specific name.
Canada/Canadian, Tibetan Alpacas
2. Capitalize descriptive names that are substituted frequently for the real proper names.
the Windy City, Honest Abe 10
3. Capitalize brand names and trademarked names.
Palmolive soap, Maxwell House coffee
4. Generally capitalize a noun that is followed by a number or letter used to identify a unit or division.
Lot 14, Tract 833, Volume III, Chapter 8, Policy No. 12345, Catalog No. 214.
5. Capitalize the names of courses of study only if they are derived from proper nouns.
English, shorthand, history, German, Business Mathematics 121
6. Unless a comma intervenes, capitalize titles that precede names; generally, do not capitalize those that follow
names.
I have never met Congressman Nelson.
I have never met our congressman, Tim Nelson.
Professor Swartz did the research.
7. A name that indicates a family relationship is usually capitalized unless a noun or a pronoun in the possessive case
precedes it.
Uncle Ralph, Mother My aunt Millie, my mother
8. The names for the points of the compass and their derivatives are capitalized when used to name regions, but not
when used to indicate directions.
This sweater was made in the East. Turn west on M-20.
9. Capitalize the name of a season or the word "nature" only if it is spoken of as if it were human. Old Man Winter left
a foot of snow; our spring suits are on sale.
10. All words except articles (a, an, the), conjunctions, and short prepositions are capitalized in names or titles that
consist of more than one word. Do not capitalize "the" if it precedes the name of an organization but is not actually a
part of that organization's name.
Official Draft of the NBA; the Eastman Kodak Company
11. Do not capitalize classes
(freshman, sophomore, junior, or senior), degrees (doctorate, doctor's, master's, bachelor's, baccalaureate), or
seasons (spring, summer, fall, winter), unless they appear at the beginning of a sentence or in a headline.
12. Readability studies have shown that text is more easily read when in lower case as opposed to all caps. When too
many words are capitalized, they lose their importance. Emphasis is achieved more effectively by using various font
styles and sizes.
Numbers as Words
1. Generally spell out isolated numbers from one to ten.
The discussion lasted for ten minutes.
2. Unless emphasizing them, spell out indefinite numbers that may be expressed in one or two words. Approximately
thirty appliances were damaged.
3. Spell out a number that introduces a sentence. If the number is long, recast the sentence to avoid awkwardness.
Twenty people attended the lecture.
4. Spell out common fractions that are used alone. However, use figures in writing a mixed number. He refused to
accept his one-fourth share. The hike was 10 ½ miles long.
5. When two numbers come together, express one in figures and the other in words. As a rule, spell the first number
unless the second number is a significantly shorter word; i.e., Sixty $5 bills or 500 four-page booklets.
6. When rounding numbers, spell out million or billion to make reading easier.
This tax legislation will increase revenue by $7 million.
Numbers – Text or Digits
1. Generally use numerals to express all exact numbers above ten.
The corporate file has been missing for 31 days.
2. Use the written form of a number for values 10 and below except to express market quotations, dimensions,
temperature, decimals, street numbers, pages and divisions of a book, time, weights and measures, and identification
numbers.
The experiment had three independent variables staged at 5, 10, and 15 degrees Kelvin.
3. If several numbers in a sentence perform similar functions, express them uniformly. If one is written as a figure, write
all as figures.
The inventory shows 21 ranges, 9 refrigerators, 37 washers, and 10 dryers. The 32 tables sold in five days.
(The numbers do not perform similar functions.)
HONESTY
Honesty in writing acknowledges the use of other’s information or work either in footnotes or in text. Honestly
also involves reporting of your own mistakes and failures as well as successes in the hope that it will provide a clue for
some researcher working on a similar subject from different angle.
ILLUSTRATION
Illustrations (visuals or graphics in books) such as charts, graphs, diagrams and photos are helpful in technical
communication. These are used to clarify or support the text, to summarize detailed and complex data or to simplify a
complicated concept.
It can also be used to show a situation, a trend, or a movement. Illustration aids should be referred somewhere in the
text and should bear a caption referring directly to the discussion they are supporting.
These illustration aids are used for data visualization. People will understand the report easily by using then correctly.
For example, pie graph is used for distribution and line graph is used to determine a trend.
JUDGMENT
Evidence in technical communication is the body of facts or data gathered and used by the writer to develop
a report. The best evidence is that which is 1) most ample; 2) most pertinent; 3) most simple in explaining the facts
with least additional evidence; and 4) most in harmony with the rest of the available evidence. Evidence can be used
as a basis for judgment (as in conclusions and recommendation) should be included in the report.
KNOWLEDGE
The communication of knowledge is one of the chief functions of report writing. Collection of data involves
interpretation and the formulation of conclusions. Without interpretation, data could remain useless.
LOGIC
Logic is thinking straight. It is chiefly a process of classification, putting things in their proper places. Thus,
there are certain trouble spots to avoid: 1) statements must not contradict each other; 2) words must be used in a
consistent sense; 3) statements must make sense; 5) judgments must not be based on too few data; 6) cause and
effect should be clearly distinguished from simple sequence; 7) conclusions should not be inferred if they have no
connection with the data; 8) an authority should not be accepted if he is biased and not an in particular field.
MECHANICAL NEATNESS
Mechanical Neatness involves putting the report in perfect shape – neatly typed and well marginalized. Also,
the use of frequent headings, subheadings and indentations helps to make the organization of the content clear. Your
report should also be free from typographical errors, crossings-out, smudges and the like. A clean report shows that
you care enough to send the best.
NORMAL PROCEDURE
Normal procedure is conformity to standard practices, making the report easier to understand. Report readers
are used to finding information presented in standard fashion. If you depart from the standard procedure, the reader
may find report confusing and unnerving and may be unsympathetic no matter how good the material is. If you want to
deviate from the standard way, you must re-educate the reader and explain the change in the introduction, giving sound
reasons for doing so.
OBJECTIVITY
Objectivity is the writer’s assuming a detached, impartial point of view. It involves writing in the manner of a
disinterested (not uninterested) second party. Reports must avoid the use of person (I, me and my) except in short
informal reports. By doing so, this indicates that the work is team or company rather than individual activity.
QUALIFICATION
Qualification is explaining the circumstances surrounding your work because they might have affected the
results you are reporting. Modern scientific thinking is based on the concept of change – what is true at a given time
may no longer be true when that time has passed. As you report your results, you are saying “This is true under the
given condition.” The scientific reader wants to know what these conditions were because he would like to decide for
himself whether your work is valid or not. You should also describe what factors were constant and what factors were
variable as you worked.
STRAIGHT SENTENCES
Sentences carry the full weight of meaning in report. Each paragraph begins with a statement of its subject
(topic sentence). The succeeding sentences have direct bearing on the first one. All sentences proceed straight ahead,
the subject coming first followed by the verb. It is a good idea to limit a sentence to one idea or two closely related
ideas. Transitional aids from sentence to sentence will enable the reader to follow your thought and also provide
straightforward movement leading him where you want him to go. The chief thing to strive for is movement so that
sentences move straight ahead.
THOROUGHNESS
Thoroughness is treating your subject fully for your report to have lasting value. It extends throughout the
report writing project from initial thinking to final submittal You can achieve thoroughness by: 1) preparing a checklist
of requirements in the planning stage, 2) marking off each requirement as it is fulfilled, and 3) using the checklist again
in the revision stage for a final check.
UNITY
Unity implies that all details and facts in the report are clearly relevant to the main point under discussion.
One way to check unity is to read critically read as you go along, asking “What has this to do with the subject?” Another
mechanical check is to draw a line from the subject of a paragraph to the subject of the next and succeeding
paragraphs. A third check is to prepare headings for each paragraph and then list them in outline form. A unified report
satisfies the reader.
VERACITY
Veracity means truthfulness. Truth is the soul of science. This, good technical writing never misleads or
mispresents. It sticks to facts. It does not indulge in evasion, equivocation, or shifting the issue. It is chiefly concerned
with reporting the facts, no more, no less.
VIEWPOINT
A report is written from a certain viewpoint – that of reporter, teacher, researcher, or the like. The viewpoint is
established with the first sentence and should be maintained throughout the report. Thus, if you begin talking like a
professor, stick with that voice to the end.
WORD CHOICE
You are the report writer, an expert or specialist. But your reader is not always a specialist like you; he may
be a non-specialist or a layman. It is safe to assume; however, that he is a semi-specialist who has sense to grasp the
meaning of specialized words from the context or he will look them up in technical dictionary. Technical words,
therefore, may be used in technical report. But you must avoid pompous, ornate words, and specially vague words. Be
precise as you can; if you mean 24 samples say “24 samples” and not “a couple of dozen.” If you mean the part could
not be used because it rusted, say “The part was rusted beyond use,” rather than “The part was not used due to rust.”
YOU-POINT
Technical writing is writing exclusively for an intended reader. You should have an accurate knowledge of the
reader’s comprehension level, experience, needs and training and think of pacing and timing. Present your information
in segments appropriate to the reader’s knowledge and needs. Get into the habit of going from the simple to complex,
from the known to the unknown, the familiar to the unfamiliar, the nontechnical to technical. Do not smother the reader
with details, but show him main ideas occasionally. Above all, avoid overwriting.
ZEST
Report writing involves thinking and working, which may not be easy to do but have to be done. The activity
need not to be painful if you write as though you were performing a service that only you can perform and feel that you
are writing something worth saying and that you enjoy doing it. The report writing activity indeed should be
characterized by zest or hearty enjoyment. If you get tired or bored, take a break, go for a walk, read a book, or get
some sleep. Then, resume working with a fresh mind that could help bring out the best result.
Lesson 4: The Language of Technical Writing
Topic: The Language of Technical Problems and Practical Problems
Regarding Style in Technical Communication
Learning Outcomes: At the end of this module, you are expected to:
1. Describe the style used in technical communication;
2. Identify the common problems regarding technical communication style;
3. Discuss the different ways of achieving coherent, unified and concise sentences;
and
4. Revise incorrect sentence applying the different guidelines in achieving effective
sentences.
Lesson Proper:
The following techniques on using the right language for producing effective technical reports:
1. Practice Conciseness
- Conciseness which means expressing oneself in the fewest number of words at
the same time retaining completeness in meaning is possible through the following
methods:
a. Shortening words/phrases
Wordy Phrases Shortened Forms
Afford and opportunity Permit
As soon as possible By 8:00 am
At the present time Now
By means of By
Despite the fact that Although
Due to the fact that Because
In the final analysis Finally
In the proximity Near
In the near future Soon
b. Substituting long and complex words with short simple
Long/Complex Words Short/Simple Words
Advantageous Helpful
Alleviate Lessen
Commence Begin
Discontinue Stop
Fabricate Make
Modification Change
Numerous Many
Utilization Use
c. Avoiding nominalizations or the use of “camouflaged or shun words”
(words ending in –sion or –tion), replace them with active words
Nominalizations Active words
Come to the conclusion Conclude/decide
With the exemption of Except for
Make revisions Revise
Implementation of Implement
Investigation of the Investigate
Take consideration Consider
Assessment of Assess
d. Omitting clichés, hackneyed, trite, old-fashioned, worn-out,
expressions.
Cliché Fresh/Natural Language
According to our records Our record show
At all times Always
As plain as day Clear
At an early date (specify the date)
Needless to say Obviously
Thanking you in advance I shall appreciate
This is to inform you (say immediately what you wish
to tell the reader)
We take this opportunity (state your intention immediately)
Hoping to receive I hope to receive
With your kind permission May I
e. Avoiding redundancies or words that say the same meaning
Don’t say Say
During the year of 2012 In 2012
Like for example Like or for example
New invention New
Collaborated together Worked together
Plan in advance Plan
The reason why Why
Regular monthly status report Monthly
This the way how to This is the way or this is how
I mean to say I mean or I say
Color green green
f. Avoiding expletives or sentences with no true subjects like sentences
beginning with There is, There are, Here is, It is, It has been, and many
more
Don’t say Say
There are many customers at Many customers are at…
the lobby.
There is a sharp tool on that A sharp tool is on that…
table.
There will be a meeting A meeting will be…
tomorrow.
It is requested that you stay. You are requested to…
Here is the answer of Mr. Lee The answer of Mr. Lee is…
g. Cancel or drop extra words
Do not say:
1. Allowing the agent’s request means the showing of all
confidential documents.
2. I think that the checking of all records is important.
3. It is necessary for the customers that they have to surrender
the receipts to the officer in charge of the day in order to get a
refund.
Say:
1. Allowing the agent’s request means showing confidential
documents.
2. I think checking of all records is important.
3. The customers have to surrender the receipts to the officer to
get a refund.
2. Express your ideas in active voice rather than in passive voice.
Sentences in active voice stress the doer of the action; in passive voice,
the receiver of the action. At times, some prefer to use passive voice to prevent
the frequent use of “I” because the repeated use of this personal pronoun
somehow indicates self-centeredness, monotony, or repetitiveness. Between
these two voices of verbs, many technical writers find the use of active voice better
this clearly recognizes the identity of the person answerable for the act (Pearsall,
2010). According to Vanhauss (2005), technical writing should be an “action-
oriented style,” rather than be one with a great deal of “hidden words.”
In addition, acctive voice should be used when it's important to emphasize
the actor, while passive should be used when it's more important to emphasize the
action. Use active when a particular action is required of someone or when the
user/writer is expected to complete a particular action; use passive when it's less
important who or what completed the action and more important that the action
was completed.
Active voice example:
Here’s a short, active voice sentence:
The cat sat on the mat.
actor: The cat
verb: sat
target: the mat
Passive voice example:
By contrast, here's that same sentence in passive voice:
The mat was sat on by the cat.
target: The mat
passive verb: was sat
actor: the cat
3. Use non-sexist instead of sexist language by expressing yourself in the
following ways:
a. Use plural pronouns instead of single pronoun
Do not say:
1. The technician has to show his I.D. card to the guard.
2. Each reporter should submit his monthly report on time.
Say:
1. The technicians have to show their I.D. cards to the guards.
2. Reporters should submit their work on time.
b. Using 2nd person point of view instead of 3rd person point of view.
Do not say:
1. She presented her proposal report on time.
2. The customer showed his receipt to the guard.
Say:
1. Present your proposal report on time.
2. Show your receipt to the guard.
c. Using expressions like He or She – him or her. Avoid using a slash mark
– He/She – him/her. Others however find He or she – him or her wordy,
hence they prefer using the plural form – their, or the 2nd person point of
view – you
Do not say:
1. The customer explained her point to the manager.
2. The X-ray technician affixed his signature to the document.
Say:
1. The customer explained his or her point to the manager.
2. The X-ray technician affixed his or her signature to the document.
4. Avoid using words that explicitly favour one gender
Do not say: Say:
Businessman Business person
Chairman Chairperson
Craftsman Artist, crafts person
Manpower Personnel
Mankind Humanity
Fireman Firefighter
Camera man Camera operator
Career girl Artist, Designer
5. Avoid using jargons, gobbledygook, horse-and-buggy, verbal dead words
These expressions are long, pretentious, and high-sounding; words that have no
significant or necessary place in the sentence. Appearing complex, they work, to hide the
meaning of the term or make the writer sound learned or professional. Eliminate these
vogue expressions by substituting them with simple and easier terms. One good rule of
thumb in technical writing is: write to express, not to impress. This means that you have
to write the way you speak or use a conversational or casual language you often use in
you day-to-day interactions with people. (Guffey, 2005)
Jargons are technical terms commonly used by people belonging to the same field
of profession. Exclusively used by a specific set of persons like the lawyers, the
physicians, the engineers, or the businessmen, these terms do not sound familiar or
understandable to ordinary persons in society. Seemingly, the use of these terms works
to exclude laypersons from knowing what are happening in a company of experts or
specialists or of people belonging to one field of profession.
Examples:
Legal profession - habeas corpus, subpoena, status quo,
preliminary injunction
Business world - rebate, assets and liabilities, amortization,
mortgage, balance sheet
Medical world - stethoscope, hypertension, differential
diagnosis, formaldehyde
Computer world - user friendly, on-line adapter, debug, quick-
assess storage, scramble time
Teaching profession - lesson plan, intrinsic motivation, systematic
functional grammar, grade sheet
6. Give careful attention to words and phrases that are commonly misused and
misspelled
Example:
a. Accept – to take something seriously
Except – to exclude a rule or statement from a list
Let him accept those tools except the one with a red mark.
b. Adapt – to adjust or to be in harmony with somebody.
Adopt – to make a person own a thing belonging to another person.
If you are familiar with their culture, you can easily adapt yourself to their
cultural practices and will eventually make you adopt every aspect of their
lifestyle in your long exposure to this cultural group.
c. Already – by this time or before a particular moment
All ready – state of being fit or balanced for an immediate action or use
The company secretary has already sent a notice of meeting to all
members who seem to be all ready in discussing salient points in the
general assembly.
d. Between – a preposition for only two persons, things, or places
Among – a preposition for three or more persons, places, or things
Among all the imported products, the Japan-made item placed between
two big boxes appear qualitative.
e. Affect – a verb used to men having an influence on another person or thing
Effect – a result coming from a cause
The manager’s resignation will not affect the company’s business
reputation, but may have an effect on the economic standing of his family.
f. Differ from – not the same in observation
Differ with – not the same in opinion
As to size, the two differ from each other; as to their usefulness, the
prospective buyers of the machine differ from with one another.
