Copyright © 2011 by The McGraw-Hill Companies, Inc. All rights reserved. McGraw-Hill/Irwin 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.

3-2 © 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 your words to readers. Use familiar words. Prefer short words Use slang and popular clichés with caution. Use technical terms and acronyms with caution. Use concrete, specific words. Select words for appropriate usage. Prefer active verbs and avoid camouflaged verbs. Avoid discriminatory wording. Chapter Overview

3-3 © 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 Your Wording to Your Readers Visualize your readers. Consider... – how they think. – what they know. – their education level. – etc. Then write for them.

3-4  Shorten  Do  About  Find out  Begin  Much  Decide  Harmful Abbreviate Accomplish Approximately Ascertain Commence Considerable Determine Detrimental Long, Unfamiliar WordsShort, Familiar Words Prefer Short, Familiar Words © 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.

3-5 © 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. She really threw me under the bus when she told the boss I was responsible for the missed deadline. Our company experienced a paradigm shift after adopting Six Sigma. The new branding strategy elevates our brand. Our new writing consultant is a great resource that we can leverage on our next campaign. Avoid Slang and Popular Clichés

3-6 Has worked long enough (under Social Security) to become insured. Family insurance payments A job covered by Social Security Worker who has died To apply for insurance payments Workers past 65 Has sufficient quarters of coverage to acquire an insured status. Survivors’ benefits Covered employment Deceased wage earner To file a claim Aged workers Technical LanguageImproved Version Social Security’s technical language found to be misunderstood by outsiders: Use Technical Language Carefully © 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.

3-7 © 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. She (claimed) (maintained) (said) that she was ill. He is angry (about) (with) the loss. I will try (to) (and) correct the error. I differ (with) (from) you on this conclusion. If he is late, I will not wait (for) (on) him longer than ten minutes. She has an interest (in) (for) technical writing. Choose the Precise Word

3-8 Our research shows that 87 percent of those using this technique are successful. Your department may hire three new stock clerks. We will ship the Moss No. 41 desk sets you ordered October 12 by Arrow Freight 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. We have found that this technique is successful. Your department may 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. AbstractConcrete Prefer the Concrete to the Abstract © 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.

3-9 I believe they padded the bill. The president read your report. The treasurer prepares the profit and loss statement each month. We suggest that you clean the element in warm, soapy water. Mr. Wong wants you to bring this matter to the attention of the manager. It is believed that the bill was padded. Your report was read by the president. The profit and loss statement is prepared by the treasurer each month. It is suggested that you clean the element in warm, soapy water. It is desired that every effort be made to have this matter brought to the attention of the manager. PassiveActive Prefer the Active to the Passive © 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.

3-10 classify compute explore inform negotiate observe represent make a classification make a computation conduct an exploration provide information engage in negotiation make an observation provide representation Camouflaged VerbStrong Verb Avoid Overuse of Camouflaged Verbs © 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.

3-11 © 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. Use gender-neutral words. Avoid words that stereotype by – race. – nationality. – sexual orientation. – age. Avoid words that typecast those with disabilities. Avoid Discriminatory Wording

3-12 manufactured, of human origin personnel, workers representative, member of Congress business executive, businessperson letter carrier, mail carrier police officer firefighter camera operator server man-made manpower congressman businessman mailman policeman fireman cameraman waiter/waitress SexistNonsexist Avoid Discriminatory Wording © 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.

3-13 © 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. 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. SexistNonsexist 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. Eliminate Offending Words

3-14 If customers pay promptly, they are placed on our preferred list. When unauthorized employees enter the security area, they are subject to dismissal. Supervisors are not responsible for such losses if they are not negligent. When customers need service, they have the right to ask for it. If a customer pays promptly, he is placed on our preferred list. When an unauthorized employee enters the security area, he is subject to dismissal. A supervisor is not responsible for such losses if he is not negligent. When a customer needs service, it is her right to ask for it. SexistNonsexist Make the Reference Plural © 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.

3-15 © 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. Race – a hard-working Mexican – an honest Sicilian Sexual Orientation – A lesbian athlete – A gay artist Avoid Stereotyping Language Age – golden ager – youngster Disability – deaf and dumb – crippled