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Keep it simple
Those gifted with a rich vocabulary may be tempted to use long or even rare words while writing, perhaps to flaunt their superiority or for impressing the readers. They forget that an unusual or strange word may distract the reader, taking him away from the information they intend to convey. This will beat the purpose of effective communication.
Verbosity and bombast would usually entertain only the writer, unless you were writing a literary piece targeting a special type of readers. Wordiness has no place in most situations including business communication.
For easy reading
Wherever your objective is easy communication of ideas, the best option is to give up a grandiose style and express them in simple language – short words, short sentences. Concise prose is easily read. For example, a two-syllable word may be preferred to a three-syllable one.
A common, familiar word may be used instead of a complex technical term, if possible. A few familiar words may be preferred to a shorter but tough technical expression. However, to avoid monotony in long reports, you may resort to the luxury of using ornamental expressions.
It may not be possible to manage with fewer words on all occasions; but we can try to be simple wherever we can. There may be special occasions when you may go for some redundant words, as in ‘each and every’ for the sake of emphasis; they are, however, exceptions.
Look at the sentence, “At this point of time I should like to assert in no uncertain terms that the managers should ensure that the assigned work should necessarily be completed within the predetermined time frame.”
This could easily be replaced by “I would ask the managers to finish the work on time.” Words that do not add to clarity have to be removed, without damaging the message.
If possible, avoid nouns formed from verbs. “The Corporation requires users to make their individual payments” reads easier than “The requirement of the Corporation is that users should make their individual payments.”
Elimination of ‘that’ is possible in many cases. “She said that he was sympathetic” and “She said he was sympathetic” mean the same.
Often, padding such as “the fact that”, “what precisely I endeavour to convey is that”, and “I wish to tell you that” can be eliminated.
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Education Plus
Karnataka
Chennai
Coimbatore
Hyderabad
Madurai
Tiruchirapalli
Vijayawada
Visakhapatnam
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