5. The Right Words

5. The Right Words

We have already defined the use of good English in business as the use of language
appropriate to the circumstances.
That is the target – how can one achieve it?
First, the reader should be considered. Readability must be balanced so that the reader
can easily understand the message without any feeling of being talked down to. Our
existing relationship with the reader is another defining factor. To a stranger there must
always be more formality than to a colleague or friend. To someone much lower or
higher in the hierarchy than ourselves there must be more formality than with our equals.
Use simple words whenever appropriate. Generally prefer to begin something, not
commence; don‟t transmit (except in the technical sense) but send; agree to use, not to
utilize.
Use shorter expressions. Don‟t write a letter with regard to, with reference to, in
connection with, or in respect of, but about your subject.
Prune modifiers, i.e. adjectives and adverbs, from your writing. Don‟t let it become
inflated by unnecessary words.
Use active verbs, not passive ones, for example:
Not A meeting will be held by the Board next week.
But The Board will meet next week.
Generally use personal pronouns rather than the impersonal form, for example:
Not The task would be capable of determination when the appropriate tools be
made available to those concerned,
But Give us the tools and we will finish the job.

Try to be positive, not negative. For example:
The project failed (Not The project was not successful).
The company has abandoned the plan (Not The company will not now proceed
with the plan).
Finally, Be flexible and keep an open mind. „Rules‟ about language are meant to be
guidelines, not straightjackets. The long word may express our meaning more precisely
than a short one. Modifiers are invaluable in expressing shades of meaning, for example:
I was concerned.
I was very concerned.
I was most concerned.
The passive impersonal form may be useful: It has been decided that… may be less
damaging to a relationship than I have decided (it may also be used to avoid
responsibility, or „pass the buck.‟)
Our choice of words should be governed by considering not
“What do I want to say?” but “What result do I want to get?”