Writing CorrectlyA miniature guide to huge success

Focus on

Punctuation – easiest area for errors

Jargon – use proper language

Being concise – express a lot through a little

Making it clear – abandon ambiguity

Punctuation

Apostrophe rule 1

Use the apostrophe with contractions. The apostrophe is always placed at the spot where the letter(s) has been removed (1).

Examples:

• isn't • You're right.• She's a great teacher.

Punctuation

Apostrophe rule 2

Use the apostrophe to show possession. Place the apostrophe before the s to show singular possession (1).

Examples:

• one boy's hat • one woman's hat • one actress's hat

Punctuation

Apostrophe rule 3

To show plural possession, make the noun plural first. Then immediately use the apostrophe (1).

Examples:

• the Changs' house • the Joneses' golf clubs • the Strauses' daughter

Punctuation

Apostrophe rule 4

Use the apostrophe and s after the second name only if two people possess the same item (1).

Examples:

• Cesar and Maribel's home is constructed of redwood.

• Cesar's and Maribel's job contracts will be renewed next year.

• Cesar and Maribel's job contracts will be renewed next year.

Jargon

Jargon – specialized or technical language used within a particular group, organization, or field (2).

Useful when all know language

Confusion and frustration if unfamiliar

Jargon

Simple rules to follow when using jargon.

Use only when certain that audience will understand it

Use sparingly to convey expertise and gain audience confidence

Define jargon terms for audiences

Never use to mask information or to confuse audience (2)

Be concise

Main objective is to express information in as little words as possible (2).

Avoid unnecessary modifiers

No: The report doesn’t require any particular deadline.

Yes: The report doesn’t require a deadline.

Reduce descriptive clauses

No: The reaction, which was recently identified, was

not the only catalyst.

Yes: The recently identified action was not the only catalyst.

Be concise

Avoid dummy subjects

No: It is the decision of the board that the project be terminated.

Yes: The board decided to terminate the project.

Avoid strings of prepositional phrases

No: The condition of the patient was documented in the patient profile written by the nurse on duty during the after-hours shift.

Yes: The after-hours nurse documented the patient’s condition in the patient profile.

Be concise

Avoid nominalizations

No: The role of the project manager is the supervision of employees.

Yes: The project manager supervises employees.

Avoid excessive information

No: In response to your query of February 28, 2007, our primary microscopes do have digital imaging capabilities.

Yes: Our primary microscopes do have digital imaging capabilities.

Make it clear

Ensures document is not ambiguous (2).

Use pronouns clearly

No: The engineers provided models as long as they were available.

Yes: The engineers provided models as long as the models were available

Use modifiers clearly

No: The lab equipment was returned to the factory where it had been developed three years earlier by parcel post.

Yes: The lab equipment was returned by parcel post to the factory where it had been developed three years earlier.

Make it clear

Clarify ambiguous statements

No: Architects require more exact measurements than plumbers.

Yes: Architects require more exact measurements than plumbers do.

Order words thoughtfully

No: Over the budget looked the IT supervisor.

Yes: The IT supervisor looked over the budget.

References

1) "Apostrophes | Punctuation Rules." Grammar and Punctuation | The Blue Book of Grammar and Punctuation. Web. 25 Mar. 2010. http://www.grammarbook.com/punctuation/apostro.asp.

2) Dorbin, Sidney, Christopher Keller, and Christian Weisser. Technical Communication in the Twenty-First Century. Upper Saddle River: Prentice Hall. Print.