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Use lists
Use bulleted lists, if allowed:
TPS reports should be
•3-5 pages in length
•preceded by a correctly-formatted cover page
•stapled within one centimeter of the top left corner of the page
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Use listsOtherwise, number the list items within the paragraph:
TPS reports should be (1) 3-5 pages in length, (2) preceded by a correctly-formatted cover page, and (3) stapled within one centimeter of the top left corner of the page.
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Sentence organization
Put important information at the end
Express parallel elements in parallel structures
• We anticipate a delay because of the labor problems.• Under special circumstances, the joint could fail.
Awkward: Our current system is costing us profits and reduces our productivity.
Parallel: Our current system is costing us profits and reducing our productivity.
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Modifiers•Comma use
• Restrictive modifier: Alters the meaning; no comma
• Non-restrictive modifier: Can be omitted; use a comma
•Don't misplace modifiers• Place as close as possible to the proper referent.
The office near the window is mine.
The window, which is broken, overlooks the park.
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Sentence Length•Average: 15-20 words•Too long:
• 35+ words per sentence, several times in a row
•Too short:• Fewer than 10 words
•Vary sentence length
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Sentence Length• Avoid long sentences by:
• Dividing the sentence in two
• Extracting a list from sentence elements
• Avoid short sentences by:• Using punctuation to lengthen the sentence
• i.e. commas, colons, semicolons
• Combining sentences
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Focus on the real subject•Grammatical subject = real subject
•Common errors• Using grammatical expletives
• It is, there is, there are, ...
• Hiding the subject in prepositional phrase
• Writing in passive voice
Unclear: The use of this method eliminates the problem.
Clear: This method eliminates the problem.
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Focus on the real verb•Nominal verb: verb changed to a noun
•Weaker verb replaces the original•Causes awkward and confusing sentences
To conduct an analysis instead of To analyze
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Level of formality•Informal, moderate, or formal•Consider
• Audience
• Subject
• Purpose
•Prefer formal to informal
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Be Clear and Specific•In general, use active voice
• Shorter sentence• Emphasizes the agent
•Problems with passive voice• Can be used unethically to avoid responsibility• Often unclear who did the action
•Possible objection to active voice• Emphasizes the person rather than the work
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Be Clear and Specific•Use precise words
•Provide adequate detail
•Avoid ambiguity
Automobile rather than vehicle
Vague: An engine on the plane experienced some difficulties.
Clear: The left engine on the Martin 411 lost power during flight.
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Be Clear and Specific•Avoid unnecessary jargon•Use positive constructions
•Avoid cliches• Be original and fresh
Difficult: Because the team did not have sufficient time to complete the project...
Simpler: Because the team had too little time to complete the project...
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Be Clear and Specific•Avoid long noun strings
•Avoid euphamisms• It's an ethical issue.
Unclear: preregistration procedures instruction sheet
Clear: instruction sheet for preregistration procedures
i.e. Career-change-opportunity creation instead of firing
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Be Concise•Avoid obvious statements•Avoid filler
•Avoid unnecessary prepositional phrases
• Filler words: basically, various, kind of, certain
• Redundant expressions: past history, still remain, very unique
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Be Concise•Avoid wordy phrases
•Avoid pompous words
Wordy: On a weekly basis
Concise: Weekly
Pompous: Initiate
Plain: Begin
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Use Inoffensive Language•Use nonsexist language
• Use non-gender-specific words
• Switch to the plural or second person• Indicate both genders (i.e. he or she) • Alternate genders from one paragraph to the next
Firefighters instead of firemen
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Use Inoffensive Language•When referring to people with disabilities
• Refer to the person first, the disability second• Don't confuse handicap with disability• Don't refer to victimization• Don't refer to a person as wheelchair bound or confined
to a wheelchair• Don't refer to people with disabilities as abnormal
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Simplified English•Intended for nonnnative speakers•Follows basic grammar rules•Uses a vocabulary of about 1,000 words•Excludes
• Words with multiple meanings• Complex terms and phrases
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Preparing Text for Translation
• Use short sentences• Average less than 20 words each
• Use active voice• Use simple words• Define technical terms in a glossary
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Preparing Text for Translation
•Don't use words with multiple meanings
•Be clear when using pronouns•Avoid jokes, puns, and culture-specific references
Replace right with correct