You're faced with that five-page paper or 300-word discussion post online. Like many students, you use long sentences with unnecessary words to fill the space. Even worse, you are repeating the same ideas.
There is a time for an overabundance of words. These include expository writing, letters of apology, certain types of poetry and Shakespearean-style scripts. But filler words don’t typically belong in your everyday writings. Use these tips to quickly strengthen your short papers, your cover letters, and your online correspondence.
You're faced with that five-page paper or 300-word discussion post online. Like many students, you use long sentences with unnecessary words to fill the space. Even worse, you are repeating the same ideas.
Note this word of caution. Concise and crisp writing isn’t easier or “dumbing down.” In fact, it can be harder to write in a style of plain language that makes it easier for others to read. Editing is an art in itself.
Tips for Plain Language and Clarity
1. Break up paragraphs. Focus on one main point per paragraph. Don’t fear the return key.
2. Keep sentences to 20 words or less. Review your writing, and see where you can break sentences up. Here’s a relatively long sentence: “After her piano lesson, she suddenly felt tired, and after seeing her own pale reflection, she decided that it was time to look for a blanket, grab an aspirin, and take a long nap by the fireplace.” To simplify this, we can break it into three sentences. “After her piano lesson, she suddenly felt tired. She saw her pale reflection and took an aspirin. Bundled in a blanket, she took a nap by the fireplace.”
3. Use the active voice. For example, in a cover letter to a potential employer, don’t write, “My interest in an accounting career was solidified when I was mentored by the great Dr. John Johnson.” Instead write, “Dr. John Johnson was my accounting mentor. My experiences with him solidified my career choice.”
4. Use simple, conversational words. Avoid jargon. Say “bad reaction” instead of “adverse reaction.” Use “home” instead of “domicile.”
5. Include descriptive headers. Break up topic areas through the use of headers. Many people scan text, and headers are a path for clarity.
6. Don’t fear pronouns. Of course, many academic papers require the use of third-person. But for professional, personal, or technical writing, using “you” is often appropriate.
7. Review and cut. Before sending that email, pretend that you need to cut out 33 percent or more. This will force you to eliminate unnecessary words and repletion. Your reader will appreciate it.
If you’d like to learn more about writing more simply and effectively, one resource is the Plain Language website of the U.S. Government. Also, check out this free technical writing course through USG eCampus.
USG eCampus is a service unit of the University System of Georgia that assists SACSCOC-accredited USG institutions in administering quality, affordable, high-demand, post-secondary online degrees and credentials that address the workplace needs of Georgia and beyond.
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By Austen Clay, anclay@ecampus.usg.edu
Media Contact: Katie Black, kblack@ecampus.usg.edu
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