As a writer, it is important not just to think about what you say, but how you say it. To communicate effectively, it is really not adequate to have well organized ideas expressed in complete and coherent sentences and paragraphs. One must also look at the style, tone and clarity of his/her writing, and adapt these elements to the reading audience. Again, analyzing a person’s audience and purpose is key to effectiveness that is writing. The writer must consider the objective of the document, the context in which it is being written, and who will be reading it in order to choose the most effective language.
Characteristics of Effective Language
Concrete language includes descriptions which create tangible images with details your reader can visualize. Abstract language is vague and obscure, and will not think of specific images that are visual. Consider the two sets of statements below. The statement at the top is abstract, but the statements become increasingly specific and concrete toward the underside.
He could be a bad roommate
He is lazy and discourteous
He is untidy and unclean
He doesn’t clean up his own messes
He leaves his dirty dishes on the kitchen counter
Your relationship with John is unacceptable
you may not get along well with John
both you and John have plenty of arguments you and John too insult each other much
You and John call one another derogatory names
Notice exactly how much more beneficial the statements become since the language gets to be more concrete and specific. The statements towards the top, which are far more abstract, could be interpreted in lots of ways that are possible and then leave many questions answered. The statements at the end, which are more concrete, are less available to multiple interpretations.
A hallmark of effective writers may be the capability to express the desired message in as few words as possible. Good writers, simply put, use language which will be straightforward and to-the-point. Consider the examples that are following.
(1) it really is widely discussed by employees that many of them is going to be forced to change jobs and take on new responsibilities when the merger takes place amongst the two companies.
(2) before deciding about whether or not the person on trial is guilty or innocent in this case, the people in the jury must certanly be sure to carefully think about, ponder and reflect on all of the important and testimony that is relevant the outcome.
Notice how long-winded these sentences are, and just how easily they are often simplified and shortened. A significant part of revising and editing involves re-phrasing sentences to remove wordiness that is excessive. One good way to reduce wordiness is to eliminate redundant words or phrases. Consider example one above. The phrases “to alter jobs” and “take on new responsibilities” are redundant, and may be combined into one phrase that is short be expressed more concisely.
Consider example two above. The phrase “. must be sure to carefully think of, ponder and think about. ” contains three straight ways of saying the same thing. This sentence could be improved simply by using only 1 associated with the phrases that are key “. to reflect on. “
A second option to reduce wordiness would be to eliminate “filler” words which serve no purpose when you look at the sentence. Consider example one above. Replace the phrase “. if the merger takes place amongst the two companies” with “. when the 2 companies merge.” Consider example two above. Spot the wordiness that is excessive the next phrase: “Before making the decision about if the person on trial is guilty or innocent in this instance . ” This sentence could simply read: “Before determining the defendant’s guilt or innocence. “
Familiar language is that that the readers easily recognize and understand because they put it to use on a typical basis. Perhaps one of the most important functions of language would be to build “homophily” or a feeling of commonality with a person’s readers. Language which is foreign and unfamiliar into the reader tends to emphasize the distinctions between writer and reader, and makes the message tough to understand. By utilizing language that is familiar to your reader, the message will probably have significantly more impact.
Look at the following examples.
An assignment provided to a course of business students by their philosophy professor:
“The presently assigned paper necessitates an eloquently articulated analysis associated with the Existentialist perspective as it pertains to living that is contemporary. You ought to adumbrate the points which represent the sine qua non of the analysis.”
A letter sent to twelfth grade students warning them associated with risks of an unhealthy diet:
“Individuals who maintain a meal plan of high fat content are exposed to an elevated risk of developing atherosclerosis, that will be a buildup of fat deposits from the inner walls associated with arteries. This disorder can lessen or cut from the flow of blood when you look at the arteries serving the main organs for the body. This will probably result in poor health.”
Both in examples above, the language that is used is unfamiliar towards the readers. The message loses its impact as a result.
Precise and Clear Language
Making use of appropriate language is a matter that is tricky this is of words is relative and situational. Or in other words, words can be interpreted in different ways by each person in different situations. With this good reason, it is critical to choose language which is as precise and clear as possible. The more precise and clear one’s usage of language becomes, the fewer the amount of possible interpretations for an email. Look at the following words. What numerical value would you assign to each of those? If something is “probable what percentage of the time does it occur? P>
(1) probable
(2) doubtful
(3) certainly
(4) unlikely
(5) perhaps
Would other people assign the same value to these words while you did? In most cases, the number of values varies greatly mainly because terms are relative: they could mean different things to different people in different situations. How could one be more precise in custom writing his/her usage of these terms?
Look at the examples below. Realize that these terms can differ widely within the meaning to people that are different. The way that is best to use such relative terms, then, is always to compare them to something concrete and “known” to your reader. An expensive car?” is best answered with a comparison: “Compared to that Honda, the Acura is expensive for example: “Is that Acura. In comparison to that Lexus, it really is inexpensive.”
expensive
hot
intelligent spicy that is good
Consider the examples that are following. Note the potential confusion or ambiguity within these phrases.
(1) Why the student body should continue in this state of apathy is not actually understandable.
(2) Our student body is dull and slack-minded.
(3) The practice and theory of politics are studied in the classroom but habits that are political campus try not to seem to take advantage of such labor.
(4) he is an individual that is interesting.
(5) It is difficult to estimate the sheer number of people affected by AIDS.
All the following are actual headlines printed in newspapers. Notice their double meaning.
(1) Include your kids when Baking Cookies
(2) Safety Experts Say School Buss Passengers ought to be Belted
(3) Bank Drive-in Window Blocked by Board
(4) Killer Sentenced to Die for Second Time in 10 years
(5) Eye Drops Off Shelf
In a nutshell, it is wise to consider carefully about your range of words and their potential interpretations. To communicate effectively, precise and clear language is essential.