concise writing
TRANSCRIPT
Concise Writing
Lilibeth Quintana Burgos
¿What is it? When writing, it is important to keep your
messages concise. What does concise mean? “go straight to the point”. As a reader, we don’t need to have to wade through a four line sentence in order to figure out what you mean.
Concise writing is respectful of the reader’s time.
If you want me to meet you for lunch, send me an e-mail that says:
“Lily, would you like to meet me for dinner today at night?”
This first example tells me exactly what the writer wants, and I don’t have to request further clarification to answer the request.
“Lily, I am getting hungry. I was wondering
if you were hungry too. When people are hungry, that is a sign that they need to eat. Since we might both be hungry, I was perhaps wondering if you might care to join me for a meal in the near future?”
The second example is long and hard to follow. I refer to this as a blah, blah, blah message. The writer doesn’t just come out and ask the question. Maybe I will have to seek further clarification in order to answer.
When you write an e-mail request, stop and
read it before you press send. Ask yourself the following questions:
Is my request direct and to the point?Are there extra words in the request?Is there a more direct way to phrase the
request?Can the reader answer the question without
having to request clarification?
Vague generalitiesGeneralization is: broad statement without specific detail.an extension of the concept to less-specific criteria.a foundational element of logic and human reasoning.
Vague generalities are general statements which are not detailed. (obvious statements)
E.g. All animals that have feathers are birds.
Idle words In speaking , we allow ourselves many extra
words. This habit often carries over into writing. As you edit, test each word to see whether you can eliminate it. If the meaning of the sentence does not change, leave it out.
Automatic and other wordy phrases: phrases that contribute nothing to a discussion. They appear at the beginnings of sentences. If you find a wordy phrase, remove it and reread the passage.
Wordy Phrase Concise wording
At this point in time Now,then
Do to the fact that because
In spite of the fact that Even though
In case if
in any case anyway
In the final analysis finally
Communicate to/with tell
Useless modifiers: such us obviously,
absolutely, fortunately, hopefully, really and
totally .They make a sentence sound forceful.
Redundancy Public spealerks are often advised “Tell them
what you’re going to say; say it; then tell them whatyou said.”
In speaking ,repetition helps listeners understand. When you write, try to make your point once, concisely.
Needless repetition is called Redundancy.
Redundant phrases
First ever
Full and complete
Past history
Red in color
Final result
Personal opinion
Each and every
Elliptical constructions Some special clauses in English, in which
certain words are omitted. They help avoid
unneeded repetition.
Mary couldn’t complete the course, but I don’t
know why (she couldn’t complete the course).
Mike has two children, and Joe has five (Joe
has five children).
Euphemism An inoffensive word or phrase that is
replacing one considered harsh or indelicate. Our conversations are full of euphemisms,specially when we are talking about money, death and sex.
My grandmother passed away last week (died)
The newspaper said the president was tired and emotional. (drunk)
What it Says What it Means
Adult entertainment Pornography
Batting for the other side Homosexual
Between jobs Unemployed
Bun in the oven Pregnant
Comfort women Prostitute
Disinformation Lie
Do your business Defecate
Full bodied Obese
Indisposed Sick
Conclusion To help the reader understand what you write, make your
writing direct (expressing ideas plainly) and concise
(using few unnecessary words). It will help you avoid
being imprecise and wordy.
ExercisesAt this point in time we can't ascertain the reason as to why the screen door was left open.
We don't know why the screen door was left open.
My sister, who is employed as a nutritionist at the University of Michigan, recommends the daily intake of megadoses of Vitamin C.
My sister, a nutritionist at the University of Michigan, recommends daily megadoses of Vitamin C.
THANKS…