CH 4

Achieving a Readable Style

Paragraphs

Begin each
paragraph with a
topic sentence that
summarizes
content.

Include only
information
relevant to topic
sentence.

Avoid long
paragraphs

Place sentences in
a logical order.

Characteristics of Bad and Good

Writing

Bad
Few verbs per
number of words per
sentence p. 48
Excessive is/are verb
forms p. 52
Abstract nouns p.49
Many prepositional
phrases (in order to
in and to are
prepositions)

Good
Many verbs per
number of words per
sentence p. 48
Concrete verbs p. 49
Concrete nouns p.
49
Few prepositional
phrases

Characteristics of Bad and Good

Writing

Bad
Few clauses p. 48
Passive voice p. 52
Separation of key
words:
Subject verb; actoraction p.48

Long rambling
sentences

Good
Many clauses p. 48
Active voice p. 52
Clear subject-verb,
actor-action p. 48
relationship
Specific, precise
sentences

Characteristics of Bad and Good

Writing
Bad
Main idea of
sentences is
difficult to process

Sentences must be
read several times

Good
Meaning of
sentences is easy to
find
Meaning is clear
after one reading

WORD CHOICE (with some

exceptions)

Instead of This

Accordingly
Accumulate
Acquire
Acquaint
Activate
Aggregate
Assist
Communicate
Compensation

Use This

So
Gather
Get
Tell
Begin
Total
Help
Write, talk, tell
Pay

WORD CHOICE (with some

exceptions)

Instead of This

Consequently
Continue
Demonstrate
Discontinue
Endeavor
Facilitate
Hence
Implement
Initiate
Maximum

Use This

So
Keep up
Show
Stop
Try
Ease, simplify
So
Carry out
Begin
Most

WORD CHOICE (with some

exceptions)

Instead of This

Modification
Nevertheless
Objective
Optimum
Personnel
Procure
Purchase
Terminate
Transmit
Utilize

Use This

Change
But, however
Aim
Best
People, staf
Get
Buy
End
Send
use

Eliminate Dead Phrases

To the extent that
With your
permission
Hence
With reference to
In connection with
With respect to
As already stated
In view of
Basically

Inasmuch as
As a matter of fact
For the purpose of
In order
Including but not
limited to
With that being said
Said . . . .
. . . given . . .
We as (humans, etc.)

Avoid Non-specific words (with

some exceptions)
Parameters
Logistical interface
Contact
Warrants further
investigation
Broad-based
Dynamics impact
Input/output
conceptualize

Formalize
Multifacted
Systematized
Prioritize
Time frame
Hard date
In-depth study
Infrastructure
Longitudinal study

Avoid Non-specific words (with

some exceptions
Matrix
Meaningful
Monolithic
Paradigm

Participatory
involvement
Resource utilization
Viability

Avoid Redundant Phrases

Absolutely complete
Absolutely essential
Agreeable and
satisfactory
Anxious and eager
Basic fundamentals
Complete absence
Consensus of opinion

Each and every

Exactly identical
Example to illustrate
Few in number
First and foremost
General consensus
Green in color
Human volunteer
Insist and demand

Sincere and
Avoid Redundant
Phrases
earnest
Small in size
My personal
Maximize fully
opinion
Summarize briefly
Necessary
Thought and
essentially or
consideration
essentials
True facts
Past memories
Very unique
Point in time

Right and proper

Avoid Business Jargon (with

some exceptions)
Consideration was
given
Prior to the
At the present
writing
Efect an
improvement
In the
neighborhood of
We cannot

Beg to advise
Cognizant of
Thanking you in
advance
Endeavor
Viable alternative
In regard/reference
to
I considered
now

Avoid Business Jargon

Before
Now
Improve
About
Tell
Know
I would appreciate
Try
Possibility
About

Send under separate

cover
Return same to the
above
Needless to say
It goes without saying
In the normal course
of procedure
In this day and age
In my opinion

Avoid Business Jargon

It is our opinion
On a daily basis
On the grounds that
Pursuant to our
agreement
We are not in a
position to
Without further delay
Because
As we agreed

Please be advised
that
Send separately
Return to us
[omit]
Normally
Today
I believe
We think
daily