The Language Of

Technical Writing
1. Practice Conciseness

Conciseness means expressing

oneself in the fewest number of
words while retaining completeness
in meaning
Methods in Practicing Conciseness
A. Shortening words or phrases
Wordy Phrases Shortened forms

Afford an opportunity permit

Along the lines like
An additional another
At a later date later
At a rapid rate fast
A great number of times often
 A. Shortening words or phrases
Wordy Phrases Shortened forms

Am in a receipt of Received
As soon as possible By 8:00
As a consequence Because
At the present time Now
By means of By
Come to end End
Despite the fact that although
 A. Shortening words or phrases
Wordy Phrases Shortened forms

Due to the fact that because

During the course of during
Enclosed please find enclosed
For the part of for
Give consideration consider
In order to purchase to buy
In the advent of before
 A. Shortening words or phrases
Wordy Phrases Shortened forms

In the event that if

In the final analysis finally
In the proximity near
In the first place first
In accordance with according to
In the near future soon
Prior to before
B. Substituting long and complex words with
short simple ones

Long/complex Short/ simple

Advantageous helpful
Alleviate lessen
Approximately about
Commence begin
Demonstrate show
Discontinue stop
Employ use
B. Substituting long and complex words with
short simple ones

Long/complex Short/ simple

Endeavor try
Fabricate make
Finalize end
Initiate begin
Maintain keep
Modification change
numerous many
B. Substituting long and complex words with
short simple ones

Long/complex Short/ simple

Prioritize rank
Procure Buy
Remittance Pay
Sufficient Enough
Supersede Replace
Terminate End
transmit send
 C. Avoiding nominalizations or the use of
“camouflage or shun words”; replace them
with active words
Nominalizations Active words
Come to the conclusion conclude/decided
With the exemption of except for
Make revisions revise
Implementation of implement
Investigation of the investigate
Take consideration consider
 C. Avoiding nominalizations or the use of
“camouflage or shun words”; replace them
with active words
Nominalizations Active words
Assessment of assess
Cancellation of cancel
Classification of classify
Development of develop
Utilization of use
 D. Omitting clichés, hackneyed, trite, old-
fashioned, worn out expressions
Cliché Natural language
According to our records our records show
At all times always
As plain as day clear
Attached hereto attached
Enclosed herewith enclosed
At your convenience by the end of ______
 D. Omitting clichés, hackneyed, trite, old-
fashioned, worn out expressions
Cliché Natural language
At an early date (specify the date)
Needless to say obviously
By leaps and bounds very fast
Take pleasure are happy
Thanking you in advance I shall appreciate
This is to inform you (say immediately
what you wish to tell)
 D. Omitting clichés, hackneyed, trite, old-
fashioned, worn out expressions
Cliché Natural language
We take this opportunity (state your intention immediately)
Hoping to receive I hope to receive
This is to request (state your request immediately)

We beg to advise We can say that

As per your request As you request
It has come to my I understand that
attention
 D. Omitting clichés, hackneyed, trite, old-
fashioned, worn out expressions
Cliché Natural language
Prior to receipt of Before we receive
Enclosed please find We are enclosing
Your letter of recent date Letter of May 2
Of the above date June 2
I deem I think
With your kind permission May I
Favor us with a reply Please, reply
E. Avoiding redundancies or words that say
the same meaning
Don’t say Say
During the year of 2012 In 2012
In the month of July In July
The sum of 300 pesos 300 pesos
Like for example Like / for example
New invention New
Collaborated together Worked together
E. Avoiding redundancies or words that say
the same meaning
Don’t say Say
Plan in advance plan
The reason why why
True facts facts
Past experience experience
Regular monthly report monthly
Few in number few
This the way how to This is how
Color green green
 F. Avoiding expletive or sentences with no
true subject
Don’t say Say
There are many Many customers are
customers… at…
There is a sharp tool… A sharp tool is …
There will be a meeting … A meeting will be on…
It is requested that you… You are requested to …
Here is the answer of Mr. The answer of Mr. Lee
Lee… is…
 G. Cancel or drop extra words
Do not say:
Allowing the agent’s request means the
showing of all confidential documents.
Say:
Allowing the agent’s request means showing
confidential documents.
 G. Cancel or drop extra words
Do not say:
I think that the checking of all records is
important
Say:
I think checking of all records is important.
 G. Cancel or drop extra words
Do not say:
It is necessary for the customers that they
have to surrender the receipts to the officer in
charge of the day in order to get a refund.
Say:
The customers have to surrender the receipts
to the officer to get a refund.
2. Express your ideas in
active voice rather than in
passive voice.
Active:
The researcher conducted a study on the
effectiveness of the female condom.
Passive:
A study on the effectiveness of the female
condom was conducted by the researcher.
3. Use non-sexist instead
of sexist language.
Ways in using non-sexist language
A. Using plural pronouns instead of single
pronouns
Do not say:
The technician has to show his I.D. card to the
guard.
Say:
The technicians have to show their I. D. cards to
the guard.
B. Using second person point of view instead
of third person point of view
Do not say:
She presented her proposal report on time.
The customer showed his receipt to the guard.
Say:
Present your proposal report on time.
Show your receipt to the guard.
C. Using expressions like HE or SHE-
HIM or HER. Avoid using a slash
mark-HE/SHE-HIM/HER.
Do not say:
The customer explained her point to the manager
The X-ray technician affixed his signature to the
document.
Say:
The customer explained his or her point to the
manager.
The X-ray technician affixed his or her signature
to the document.
4. Avoid using words that
explicitly favor one gender.
Do not say Say
Businessman Business person
Chairman Chairperson
Craftsman Artist, crafts person
Layman Layperson
Manpower Personnel
Policeman Police officer
4. Avoid using words that
explicitly favor one gender.
Do not say Say
Salesman Sales person
Congressman Congress person
Spokesman Spoke person
Security man Security personnel
Mankind Humanity
repairman Repair person
4. Avoid using words that
explicitly favor one gender.
Do not say
Fireman Say
Sportsman Firefighter
Camera man Sportsperson
Career woman Camera operator
Artist, designer
5.Avoid using jargons,
gobbledygook, horse-and-
buggy or verbal dead words.
These expressions are long, pretentious
and high-sounding; words that have no
significant or necessary place in the
Sentence.
Eliminate these vague expressions by
substituting them with simple and easier
terms.
6. Give careful attention to words
and phrases that are commonly
misused and misspelled.
a. accept- to take something seriously
except-to exclude a rule or statement
from a list
Example:
Let him accept those tools except the
one with a red mark.
6. Give careful attention to words and
phrases that are commonly misused and
misspelled.
b. adapt- to adjust or to be in harmony with
somebody
adopt- to make a person own a thing belonging
to another person
Example:
If you are familiar with their culture, you can
easily adapt yourself to their cultural practices
and eventually you will adopt their lifestyle.
 6. Give careful attention to words and
phrases that are commonly misused and
misspelled.
c. affect- a verb used to mean having an
influence on another person or thing
effect- a result coming from a cause
Example:
The manager’s resignation will not affect
the company’s business reputation but
may have an effect on his family.
 6. Give careful attention to words and
phrases that are commonly misused and
misspelled.
d. already-by this time or before a particular
moment
all ready-state of being fit or balanced for
an immediate action or use
5.Avoid using jargons,
gobbledygook, horse-and-
buggy or verbal dead words.
These expressions are long, pretentious
and high-sounding; words that have no
significant or necessary place in the
Sentence.
Eliminate these vague expressions by
substituting them with simple and easier
terms.
5.Avoid using jargons,
gobbledygook, horse-and-
buggy or verbal dead words.
These expressions are long, pretentious
and high-sounding; words that have no
significant or necessary place in the
Sentence.
Eliminate these vague expressions by
substituting them with simple and easier
terms.