Review of Guides

Guide 1 Empathy—putting yourself in the others

person’s place (not sympathy) You Attitude—Use “You” where ever

possible Please and thank you (be courteous) Non-discriminatory language

Guide 2 Present ideas positively—(Instead of “don’t

forget”=remember) Tell the reader what you CAN do (instead of

what you can’t do) Use negative words sparingly

Guide 3 Use an Efficient, Action-Oriented Writing Style  Avoid hidden verbs:

(Hidden verb) Please call if I can be of assistance to you.

(Active verb) Please call if I can assist you.

  Replace wordy phrases

At the present time = now

Guide 3 Use only necessary modifiers

Repeat again = again Maximum possible = maximum

  Use Only Necessary Descriptive Words

We must say either New York City or New York State (to clarify which place)

Guide 3 Use Only Necessary Alternatives

Thank you for your kindness and hospitality. (better) Thank you for your hospitality. (use

one or the other, but not both)

Use Active Voice (avoid passive voice) Terri was presented with the award by the

President. (passive) The President presented the award to Terri.

Guide 4 Use Concrete Language (specific language)

Example: instead of using “as soon as possible”, be specific use by Friday

Instead of a large group of students=a group of 400 students.

Number Rules Spell out numbers ten and under If a sentence contains a number under ten

and one over ten—put in figures Spell out a number that starts a sentence Rules for writing dollar amounts

$10 $10.50 $0.50 or 50 cents

Guide 5 Use conversational language

(avoid long sentences and difficult vocabulary) Use bullets, numbering or tables for

paragraphs containing multi items that are difficult to read.

Guide 6 Vary the length of your sentences Position words carefully so they are not confusing

Confusing=She put the books in the office on a shelf. Better=She put the books on a shelf in the office.

  Avoid Dangling Modifiers

Dangling: At the age of three, Lee taught his son to play the piano

BETTER: Lee taught his three-year old to play the piano

Guide 6 Use Parallel Structure (the verb form must be the

same Not parallel: we like to eat, walking, and then taking a

nap. Parallel: We like to eat, to walk, and then to take a nap.

  Avoid Over Use of Expletives (there is, it is, there

are) There is a letter in the file about this issue. A letter about this issue is in the file.