Chapter 3 Chapter 3 Adapting Your Words to Your Readers

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Chapter 3 Chapter 3 Adapting Your Words to Your Readers © 2014 by McGraw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.

Adapt According to Your Readers Visualize your readers/listeners. Consider how they think. what they know. their education level. Then compose for them. Simpler sentence structures for those who understand less More complex structures for those who understand more

Choose Your Words Avoid surplus of words It will be noted that the records of the past years show a steady increase in special services. In spite of the fact they received help, the marketing department failed to meet their quota. Do not unnecessarily repeat words You should know the basic fundamentals of writing

Use Familiar, Short Words These words communicate readily and deliver the same meaning as an unfamiliar and relatively longer word would. Unfamiliar Words Familiar Words Endeavour Initiate Discontinue Ascertain Demonstrate Try Begin Stop Find out Show Difficult words can definitely be used, but use it where your audience understands it .

Avoid Jargons and Slangs Jargons- common vocabulary used by specific professions or groups of people within those professions.  The Bullish market ended the Bearish trend. Our company experienced positive changes after adopting Six Sigma. Slangs- TTYL, OMG, LOL, Gotta, Gal, Nigga, Shawty, What up? Avoid these. Use of these tend to create cross-cultural communication problems

Use Technical Language Carefully Every field of business has technical language. Working/studying in these areas makes you familiar with the language. However, your audience will not always understand it. Technical Language Improved Version 1.Small sample size 2. Cash Cow 3. Annuity 4. Aged workers Where the sample is less than 30 A company that generates steady returns A fixed some of annual payment Workers past the age of 65

Prefer the Concrete to the Abstract Concrete words are specific words, as opposed to abstract words which are vague. Concrete words are more exact and help the reader understand better. Abstract Concrete Your department will hire some new employees. We will ship your order soon. Each of the branch managers will receive a substantial pay raise. This procedure requires a constant low temperature. .Your department will hire three new clerks. We will ship your order on October 15. Each of the branch managers will receive a 15 percent pay raise. This process requires a constant temperature of 10 degrees centigrade.

Prefer the Active to the Passive In active voice, the subject of the sentence performs the action. In passive voice the subject receives the action. At the heart of every good sentence is a strong, precise verb, which is an active verb. Active Passive The man was bitten by the dog Your report was read by the president. The profit and loss statement is prepared by the treasurer each month. . The dog bit the man. The president read your report. The treasurer prepares the profit and loss statement each month.

Avoid Overuse of Camouflaged Verbs Verbs that have been unnecessarily changed to nouns and thus need an extra verb to complete the phrase.  make a computation provide information engage in negotiation make an observation provide representation Camouflaged Verb Strong Verb compute inform negotiate observe represent

Avoid Discriminatory Wording Use gender-neutral words (Salesperson vs. Salesman) Avoid words that stereotype by race nationality sexual orientation age Avoid words that typecast those with disabilities.

Avoid Stereotyping Language Crinkly old man (elderly/veteran) Disability deaf and dumb (person with special needs) crippled (person with special needs) Race a hard-working Negro (person) Sexual Orientation A lesbian athlete (athlete) A gay artist (artist)

Avoid Discriminatory Wording Non-Discriminatory Discriminatory Dear Sir businessman policeman fireman cameraman waiter/waitress Dear Sir/Madam business executive, businessperson police officer firefighter camera person server

Eliminate Masculine Pronouns Sexist Nonsexist We will reimburse any employee who paid his travel expenses. If a customer pays promptly, he is placed on our preferred list. A physician should treat his patients with respect. We will reimburse any employee for travel expenses. A customer who pays promptly is placed on our preferred list. A physician should treat patients with respect.

Assignment 1 Correct/ Improve the following sentences using the rules we discussed and learned in class. We purchased gloves that are made of wool. The requirements for the job require a minimum of three years experience. We are in anticipation of a good result. My company made tremendous profit this quarter. Dear Sir, please find attached the job details for the waitress position.