Clarity PROFESSIONAL WRITING STYLE
Contents & Navigation
Editing for Clarity Strategies
CLARITY STRATEGY #1
use words with a single meaning
use caution with polysemic words; polysemy: “The fact of having several meanings; the possession of multiple meanings, senses, or connotations” (OED)
Example #1: “Fixed” can mean repaired or attached. “Fast” can mean quickly or firmly. So, does “fixed fast” mean repaired quickly? or attached firmly?
Example #2: Let’s table this discussion of the table on the table until there’s an offer on the table.
table = verb, to postpone or put off until later
table = noun, a representation of figures, generally in rows and columns
table = noun, a piece of furniture with a flat surface
offer on the table = idiom, an offer that’s been made and is open for acceptance
CLARITY STRATEGY #2
use words with neutral (to positive) connotation
connotation includes additional feelings and attitudes separate from a word’s primary meaning; use words with neutral (or positive) connotations to maintain clarity.
| negative connotations | positive or neutral connotations |
| scrawny | thin |
| conceited | self-confident |
| lazy | relaxed |
| nosy | inquisitive |
| arrogant | proud |
CLARITY STRATEGY #3
use plain language
whenever possible, use shorter, simpler, more common words and phrases
The plain language movement has gained attention in recent years. Check out PlainLanguage.gov, which reminders writers that clear communications is not only good professional practice, but in some cases, “it’s the law.” Also check out the Plain Language section of the National Archives—the “before and after” versions of revised government documents are fantastic!
| WTF? | PLAIN LANGUAGE |
| Avoid prolix nebulousness. | Avoid unclear, wordy writing. |
| I suggest you reduce the quantity of alcoholic beverages you ingest. | Drink less. |
| All parties should converse regarding the most expedient resolution to the quandary. | We should talk about the best solution [to the problem]. |
CLARITY STRATEGY #4
avoid jargon and acronyms
unless you’re sure your audience knows and appreciates such terms, don’t use them
| WTF? | CLEARER LANGUAGE |
| I talked about my pedagogical approaches to the instruction of university-level learners in computer-mediated classroom environments at the CEA. | I talked about teaching strategies I use for college classes in computer labs at the College English Association conference. |
CLARITY STRATEGY #5
avoid non-literal language (clichés, colloquialisms, idioms); instead, use concrete language
best case scenario—they’re vague or meaningless; worst case scenario—they’re completely nonsensical
| CLICHES, COLLOQUIALISMS, IDIOMS | |
| not by a long shot | left holding the bag |
| run of the mill | come full circle |
| let the chips fall where they may | on the same page |
| touch base | hit the ground running |
CLARITY STRATEGY #6
avoid generalizations (use concrete language)
be specific; be concrete; be clear
| COMMON GENERALIZATIONS | |
| always | few |
| many | most |
| towards the left | slightly |
| a lot | a little |
CLARITY STRATEGY #7
avoid unclear pronouns
who’s on first?; pronoun = word that takes the place of a noun; some examples = it, she, he, they, someone, who
| HUH? | CLEARER |
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The solutions were prepared in test tubes and later transferred. They were also sterilized.
What was sterilized? the solutions? or the test tubes?
|
The sterilized solutions were prepared in test tubes and later transferred. (OR)
The solutions were prepared in sterilized test tubes and later transferred.
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Our patients enjoy the warm days while they last.
What might last? the warm days? or the patients?
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Our patients enjoy the last warm days of summer. (OR)
With the time they have left, our patients enjoy the warm days.
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CLARITY STRATEGY #8
avoid unclear modifiers
modifiers = a word or phrase that modifies another word or phrase; can be adjectives, adverbs, participle phrases, and prepositional phrases; see here
| SENTENCE WITH UNCLEAR MODIFIER | WHAT’S UNCLEAR? |
| Only press the red button in an emergency. |
Is an emergency the only situation in which you should press the red button? (There is no other time when you should press the red button.)
In an emergency, should you only press the red button? (Do not press any of the other buttons—just the red one.)
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| I saw a man on a hill with a telescope. |
Was the man on the hill using or holding a telescope?
Did you look through a telescope to see the man on the hill?
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| This rule proposes the Spring/Summer subsistence harvest regulations in Alaska for migratory birds that expire on August 31, 2003. (plainlanguage.gov) |
Do the regulations expire on August 31, 2003?
Do the birds expire on August 31, 2003?
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Portions of this course material are adapted from and supplemented with materials licensed under CC BY-NC-SA 3.0 and materials available under 1996 Fair Use Guidelines for Educational Multimedia courtesy of Andy Schmitz’s Creative Commons Book Archive and the University of Hawai’i.