10 Precise Wording

Professional writing is precise writing. Vague, overly general, hyperbolic or subjective/ambiguous terms are simply not appropriate in this genre. You do not want to choose words and phrasing that could be interpreted in more than one way. For example, if you asked someone to define what makes a “good dog,” you might get responses like “obedient, effective hunter/retriever, well-behaved, affectionate, loyal, therapeutic, goofy” and “all dogs are good!” Choose words that most precisely, concisely, and accurately convey the idea you want to convey. Below are some guidelines and examples to follow for using precise wording:

Replace Abstract Nouns with Verbs

Verbs, more than nouns, help convey ideas concisely, so where possible, avoid using nouns derived from verbs. Often these abstract nouns end in –tion and –ment. See examples in the following chart.

Prefer Short Words to Long Words and Phrases

The goal is to communicate directly and plainly so use short, direct words whenever possible. In other words, don’t use long words or phrases when short ones will do. Write to express, not impress.

Avoid Clichés

Clichés are expressions that you have probably heard and used hundreds of times. They are over-used expressions that have largely lost their meaning and impact.

Avoid Cluttered Constructions

This category includes redundancies, repetitions, and “there is/are” and “it is” constructions.

Use Accurate Wording

Sometimes this requires more words instead of fewer, so do not sacrifice clarity for concision. Make sure your words convey the meaning you intend. Avoid using words that have several possible meanings; do not leave room for ambiguity or alternate interpretations of your ideas. Keep in mind that readers of technical writing tend to choose literal meanings, so avoid figurative language that might be confusing (for example, using the word “decent” to describe something you like or think is good). Separate facts from opinions by using phrases like “we recommend,” “we believe,” or “in our opinion.” Use consistent terminology rather than looking for synonyms that may be less precise.

Qualify statements that need qualifying, especially if there is possibility for misinterpretation. Do not overstate through the use of absolutes and intensifiers.  Avoid overusing intensifiers like “extremely,” and avoid absolutes like “never, always, all, none” as these are almost never accurate. Remember Obiwan Kenobi’s warning:

“Only a Sith deals in absolutes.”

We tend to overuse qualifiers and intensifiers, so below are some that you should be aware of and consider whether you are using them effectively.

Attributes

This chapter adapted from “Communicating with Precision” from Technical Writing Essentials by Susan Last under CC-BY 4.0 International license.