VISAYAS STATE UNIVERSITY

Baybay City

Adaptation and the Selection of Words

I. The Importance of Adaptation

A. In many business situations, adapting to your reader means writing on a level lower than the
one you would normally use.

B. Adapting your message to one reader requires considerable care, but what if, as often
happens, you need to address your message to several different readers? What if your readers
vary widely in education, knowledge of the subject, and so on? How can you write your message
in such a way that you communicate to everyone? The solution is to write in such a way that
everyone can find and follow the parts of your message that are intended for and of value to
them.

C. Your choice of words needs to be guided by your audience and purpose. People occupy
different language domains, and anything outside their domains will not be clear unless it is
explained in their language. As for conciseness, you must be careful not to sacrifice effectiveness
for brevity.

II. Suggestions for Selecting Words

These suggestions stress simplicity for three reasons: (1) many people tend to write at a difficult
level; (2) the writer usually knows the subject matter than the reader; and (3) the results of
research support simplicity.

A. Use Familiar Words

Unfamiliar Words Familiar Words

This machine has a tendency to develop This machine tends to get noisy when it runs
excessive and unpleasant audio symptoms hot.
when operating at elevated temperatures.

Ms. Smith’s idiosyncrasies supply adequate Ms. Smith’s peculiar ways justify firing her.
justification for terminating her employment
status.

This antiquated mechanism is ineffectual for an This old robot will not work on a fast assembly-
accelerated assembly-line operation. line.

The most operative assembly-line configuration The most efficient assembly-line design is a
is a unidirectional flow. one-way flow.

The conclusion ascertained from a perusal of The data studied show that the product is in
pertinent data is that a lucrative market exists good demand.
for the product.

Company operations for the preceding The company lost much money last year.
accounting period terminated with a substantial
deficit.

Compare:

Such preparations shall be made as will completely obscure all federal buildings and nonfederal
buildings occupied by the federal government during an air raid for any period of time from visibility by
reason of internal and external illumination. Such obscuration may be obtained either by blackout
construction or by termination of the illumination.
 Tell them that in buildings where they have to keep the work going to put something over the
windows; and, in buildings where they can let the work stop for a while, turn out the lights.

B. Use Slang and Popular Clichés with Caution

Use popular expressions sparingly and always only in informal communication with people who
know and appreciate them. For example: “yada, yada, yada,” “voted off the island,” (Survivor) and
“Is that your final answer?” (Who Wants to be a Millionaire?)

C. Choose short words

Generally, short words communicate better. Some exceptions exist.

Long Words Short Words

The decision was predicated on the The decision was based on the belief that there
assumption that an abundance of monetary would be more money.
funds was forthcoming.

They acceded to the proposition to terminate They agreed to quit business.

business.

During the preceding year the company Last year, the company lost money.
operated at a financial deficit.

Prior to accelerating productive operation, the Before speeding up production, the supervisor
supervisor inspected the machinery. inspected the machinery.

Definitive action was effected subsequent to Final action was taken after the reporting date.
the reporting date.

The unanimity of current forecasts is not Agreement of the forecasts is not proof that
incontrovertible evidence of an impending business will get better.
business acceleration.

This antiquated merchandising strategy is This old sales strategy will not work in today’s
ineffectual in contemporary business business.
operations.

Mark Twain: “I never use a word like metropolis when I can get the same price for city.”

D. Use Technical Words and Acronyms with Caution

All fields have technical words. These words are useful when you communicate with people in
your field. But they do not communicate with outsiders. Use them with caution. Some examples
are covered employment, cerebral vascular accident, annuity, bobtail. These words are well-
known to people in special fields, but not to most outsiders.

Use initials cautiously. Spell out and define as needed.

Legal language has worked its way into business writing. Words like thereto, herewith, and ipso
facto are examples. Replace legal language with plain words.

E. Use Concrete Language

Concrete words are specific words. They stand for things that exist in the real world: deck, chair,
road. Abstract nouns have general meanings: administration, negotiation. Concreteness also
means exactness: a 53 percent loss, the odor of decaying fish.
Abstract Concrete

A significant loss A 53 percent loss

Good attendance record 100 percent attendance record

The leading company First among 3,212 competitors

The majority 62 percent

In the near future By noon Thursday

A labor-saving robot A robot that does the work of seven workers

Light in weight Featherlight

Substantial amount P 3,517,000

F. Use Active Verbs

Strong verbs make your writing lively and interesting. Prefer active verbs to forms of “to be.”
Prefer the active voice to the passive voice.

Passive Active

The results were reported in our July 9 letter. We reported the results in our July 9 letter.

This policy has been supported by our union. Our union supported this policy.

The new process is believed to be superior by The investigators believe that the new process
the investigators. is superior.

The policy was enforced by the committee. The committee enforced the policy.

The office will be inspected by Mr. Hall. Mr. Hall will inspect the office.

A gain of 30.1 percent was reported for Hardware sales gained 30.1 percent.
hardware sales.

It is desired by the director that this problem be The director desires that the secretary bring
brought before the board. this problem before the board.

A complete reorganization of the administration The president completely reorganized the

was effected by the president. administration.

Passive voice has a place. It is not incorrect. Passive is better when the doer of the action is not
important. For example:

Advertising is often criticized for its effect on price.

Petroleum is refined in Texas.

Passive helps avoid accusing the reader. For instance:

The damage was caused by exposing the material to sunlight.

The color desired was not specified in your order.

Passive is better when the performer is not known.

 During the past year, the equipment has been sabotaged seven times.

Anonymous complaints have been received.

It is also better when the writer prefers not to name the performer.

The interviews were conducted on weekdays between noon and 6 pm.

Two complaints have been made about you.

G. Avoid Overuse of Camouflaged Verbs

Action Verb Noun Form Wording of Camouflaged Verb

acquire acquisition make an acquisition

appear appearance make an appearance

apply application make an application

appraise appraisal make an appraisal

assist assistance give assistance to

cancel cancellation make a cancellation

commit commitment make a commitment

discuss discussion have a discussion

investigate investigation make an investigation

judge judgment make a judgment

liquidate liquidation effect a liquidation

reconcile reconciliation make a reconciliation

record recording make a recording

Note the differences in overall effect in these contrasting sentences:

Camouflaged Verb Clear Verb Form

An arrangement was made to meet for breakfast. We arranged to meet for breakfast.

Amortization of the account was effected by the The staff amortized the account.
staff.

Control of the water was not possible. They could not control the water.

The new policy involved the standardization of the The new policy standardized the procedures.
procedures.

Application of the mixture was accomplished. They applied the mixture.

We must bring about the reconciliation of our We must reconcile our differences.
differences.

The establishment of a wellness center has been The company has established a wellness center.
accomplished by the company.
H. Select Words for Precise Meanings

Writing well requires sensitivity to words’ meanings. You should learn the shades of difference in
the meanings of similar words. You should learn the specific meaning of other words. Take a look
at the following group of words:

fired, dismissed, canned, separated, terminated, discharged

die, decease, pass on, croak, kick the bucket, check out, expire, go to one’s reward

money, funds, cash, dough, bread, finances

boy, youth, young man, lad, shaver, stripling

fight, brawl, fracas, battle royal, donnybrook

thin, slender, skinny, slight, wispy, lean, willowy, rangy, spindly, lanky, wiry

ill, sick, poorly, weak, delicate, cachectic, unwell, peaked, indisposed, out of sorts

Use the correct idiom. An idiom is the way ideas are expressed in a language. There is little
reason to some idioms, but violations offend the reader.

Faulty Idiom Correct Idiom

authority about authority on

comply to comply with

different than different from

enamored with enamored of

equally as bad equally bad

in accordance to in accordance with

in search for in search of

listen at listen to

possessed with ability possessed of ability

seldom or ever seldom if ever

superior than superior to

I. Suggestions for Nondiscriminatory Writing

1. Use Gender-Neutral Words

a. Avoid using the masculine pronouns (he, him, his) for both sexes. You can do
this by rewording the sentence:

Sexist Gender-Neutral

If a customer pays promptly, he is A customer who pays promptly is placed

placed on our preferred list. on our preferred list.

When an unauthorized employee An employee who enters the security

enters the security area, he is area is subject to dismissal.
subject to dismissal.

A supervisor is not responsible for A supervisor who is not negligent is not

 such losses if he is not negligent. responsible for such losses.

When a customer needs service, it A customer who needs service has the
iis his right to ask for it. right to ask for it.

b. By making the reference plural:

If customers pay promptly, they are placed on our preferred list.

When unauthorized employees enter the security area, they are subject to
dismissal.

Supervisors are not responsible for such losses if they are not negligent.

When customers need service, they have the right to ask for it.

c. By substituting neutral expressions:

If customers pay promptly, he or she is placed on our preferred list.

When unauthorized employees enter the security area, he/she is subject to

dismissal.

Supervisors are not responsible for such losses if s/he is not negligent.

When customers need service, one have the right to ask for it.

Note: Neutral expressions can be awkward; so use them with caution. For example:

To make an employee feel he/she is doing well by complimenting her/him insincerely

confuses her/him later when he/she sees his/her co-workers promoted ahead of him or
her.

d. Avoid words suggesting male dominance such as the following:

Sexist Gender-Neutral

man-made manufactured, of human origin

manpower personnel, workers

congressman representative, member of Congress

businessman business executive, businessperson

mailman letter carrier, mail carrier

policeman police officer

fireman fire fighter

repairman repair technician

cameraman camera operator

But not all man-sounding words are sexist. Some clearly sexist words are hard to avoid.
Freshperson, for example, would not serve as a substitute for freshman. And personhole
is an illogical substitute for manhole.

Do not use words that lower one’s status. Many female forms of words refer to work
roles. In this group are lady lawyer, authoress, sculptress, and poetess. You should refer
to women in these work roles by the same words that you would use for men: lawyer,
author, sculptor, poet. Using words such as male nurse and male teacher can be
demeaning as well.
2. Avoid Words that Stereotype by Race, Nationality, or Sexual Orientation

Words depicting minorities in a stereotyped way are unfair and untrue. Words that
present members of minorities as exceptions to stereotypes are also unfair. Eliminate
such references to minorities by treating all people equally and by being sensitive to the
effects of your words.

For example, a reference to a “neatly dressed Hispanic man” may suggest that he is an
exception to the rule—that most Hispanics are neatly dressed, but here is one who is.

3. Avoid Words that Stereotype by Age

Words that label people as old or young can arouse negative reactions. Be sensitive with
terms such as mature, elderly, and golden ager, also. Some even abhor oldster as much
as the young detest youngster. The young are often called teenagers or adolescents
although young person, young man, and young woman are much fairer. Some slang
terms show lack of sensitivity, too—words such as brat, retard, and dummy. Even harsher
are juvenile delinquent, truant, and runaway, for these labels often are put on the young
based on one behavior over a short time period.

4. Avoid Words that Typecast those with Disabilities

Disabled people are sensitive to words that describe their abilities. Instead of describing
one as deaf and dumb, use deaf. Avoid slang terms such as fits, spells, attacks; use
seizures, epilepsy, or other objective terms. Terms such as crippled and retarded should
be avoided because they degrade in most cases.