Word Rules and Cautions

Have something to say, and say it as clearly as you can. That is the only secret of style.

-Matthew Arnold

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Every little qualifier whittles away some fraction of trust on the part of the reader.

-William Zinsser

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Nobody goes broke in America now; we have money problem areas. It no longer rains; we have precipitation activity. Choose one noun,preferably one that is short and specific. Choose it
carefully and it will do the job.

-William Zinsser

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Should You Use Formal or Informal Words in Business Writing?

Business writing should be informal writing. It should be conversational in tone and tailored to the audience and the subject. But instead of writing conversationally, many business writers lapse into the stiff and stilted verbiage of the late 19th century and early 20th century. This is when business letter writing, especially, reached a stylistic high. Many of the words and phrases used then (which today are clichés) still stubbornly show up in business communications, especially letters. How many of these have you used?

This is to inform you…

I am in receipt of your recent…
Enclosed please find…
Please be advised…
Enclosed herewith…
Trusting to hear from…
Thanking you in advance, I remain…
I appreciate your timely response…
You may deem it advisable…
May I take the liberty of…

These are not good choices for today’s business writer. In selecting the exact tone and words to use, rely on your relationship with your reader. Write to the level you would use in a face-to-face conversation. Think of your writing as talking on paper, and select the language level that fits your reader, the subject, and the requirements of your communication. Here are some examples:

Use These Words	For These
Casual and/or Breezy (colloquial, very informal).	Memo to company softball team concerning an after-hours upcoming game.
Informal English. (Use some jargon and shop talk.)	Memo to department heads concerning procedural changes in the manufacturing process.
Informal English. (Use publication guidelines, but include technical terms.)	Article for a trade publication on a new manufacturing process.
Informal English (conversational in tone, but not familiar).	Letter to a corporate President concerning a position, which her friend (and yours) has recommended you for.
Informal English (formal layout printing).	Invitation to company annual awards dinner.
Informal English. (Write to the high school level.)	Annual report for distribution to stockholders and the general public.

Hedging and Emphatic Words

Writing balanced statements is difficult. If you use too many qualifiers, your statement is ineffective; too many extremes, and your writing becomes dogmatic. Using too many words from either category will tell your reader that (1) there was no purpose to the communication, or (2) you did not do your research before writing.

Check your writing for hedging and emphatic words, and eliminate most of them.

Hedging Words often usually perhaps almost that possibly virtually apparently seemingly in some ways to a certain extent sort of somewhat in some respects might can may could attempt seek hope tend try

Emphatic Words always undoubtedly everyone knows/agrees it is obvious that/certain the fact is indisputable indeed certainly clearly it is true that central cardinal basic primary essential fundamental principal the rule is common knowledge absolute generally agreed known conclusion

Eliminate Most Harsh Words

Some words will irritate, antagonize, or anger your reader. Using them will make your reader become defensive or bristle.

Demanding, commanding, or attacking terms do not leave your reader with alternatives, and if the tone of your communication indicates disbelief in your reader, you probably won’t get her cooperation. In fact, these words indicate you have taken an inflexible, self-righteous, or rigid position. Terms like “you claim you sent a letter,” or “you misrepresented” will paint the reader as an adversary.

There may be times you will have to use harsh words, but if you want the reader’s cooperation, select words and phrases that allow room for compromise. Demonstrate support for your reader in what you write, and concentrate on stating things in a positive way.

When reporting bad news, use tact, and be as understanding and positive as possible.

Avoid directing any of the following words at your reader, or using them in contexts that will offend:

Avoid Harsh Words and Phrases

abominable absurd abuse allege antagonize apparently assume bad bad mouth banal beware big mouth blame butt in butt out cancel careless cheap claim Communist complain(t) contempt contend correct criticize cruel damage deceive definitely defy demagogue demand deny dense deplore deprive destroy dictator disgust drunk dumb error excuse fail

fail(ure) false fault fiasco flagrant flimsy excuse get off my back hamper harass hate hogwash hurt I cannot believe I cannot comprehend/believe/permit I cannot permit I demand I insist/demand/require I must repeat I require idiot ignorant inadequate inferior insist invalid liable lie, liar ludicrous meddle misinform misinform(ation) misrepresent mistake mistaken mundane must naive neglect negligence never no obligated obstinate

obstruction one-sided opinionated overbearing overlook overreaction oversight pessimist predatory prejudice pretentious questionable reject rude ruthless sarcastic senseless shameful shameless shortsighted slow squander stubborn stupid the blame the error the responsibility unfortunately useless weak wrong you allege you are being unreasonable you claim you demand you do not understand you forgot you maintain you must you neglected you omitted you overlooked your carelessness