28 Plain Language: Word Choice

Learning Objectives

After completing this chapter, you will be able to

  • choose appropriate words
    • use common words instead of complex ones
    • use the correct word
    • use words with the appropriate connotation
    • avoid jargon, buzzwords, and acronyms
    • use strong, action-oriented verbs
    • avoid noun strings

When you apply plain language guidelines to your writing, you must choose words carefully. Watch this video for a quick preview and then review the examples given in the text below:

Choose Short, Simple, Common Words

Sometimes writers incorrectly choose complicated words – words that are long or unusual – when they should choose simpler words. Remember, your goal is to communicate with your readers – not impress them with your vocabulary. A simple word is usually much better than a complicated one.

Complicated words: We anticipate that this state-of-the-art aircraft navigation component will be advantageous to pilots as a means of complying with the regulations.

Simple words: We expect that this new system for plane navigation will help pilots follow the regulations.

Here is a short list of the worst words – with suggestions for simple synonyms you can use instead

Don’t say Do say
above mentioned earlier
assist/assistance help
at the present time now
commence start/begin
facilitate help/make possible
henceforth from now on
in regard to about
in the amount of for
on an annual basis yearly
requirement need
state-of-the-art latest/new
thus so
utilize/utilization use

Learning Check

Try this practice by Karen Vance (Kwantlen Polytechnic University)[1], shared under a CC By 4.0 license:

Use this chart from the The Plain Language Action and Information Network (PLAIN) to help you choose the best words!

Use the Correct Word

English is a tricky language! Homonyms, like “cite” and “sight” and “site”, are words that sound the same but are spelled differently and have different meanings. Sometimes grammar and spell-check programs can’t catch when we make a mistake with these words, so it is important that we proofread our work carefully and watch out for trick words.

Test your knowledge of the commonly misused words by trying the learning check below!

Learning Check

Demonstrate your knowledge of using the correct word. Answer the following questions.

Consider Connotations

It is also important to consider the connotation of the words you use. Some words that are synonyms may have the same denotation (basic meaning) but different connotations (positive or negative associations). For example, the words “cheap,” “cost-effective”, and “inexpensive” are synonyms but “cheap” has a negative connotation, “cost-effective” has a positive connotation, while “inexpensive” has a neutral connotation.

Review this chart adapted from resources published by the University of Central Arkansas[2] to see the following examples of how words with similar meanings can have positive, neutral or negative connotations (feelings):

Positive Neutral Negative
It was an inexpensive solution. It was a cost-effective solution. It was a cheap solution.
The children are inquisitive. The children are interested. The children are nosy.
The company will employ many people. The company will use many people. The company will exploit many people.
He is thrifty. He likes to save. He is stingy.
She is meticulous. She is selective. She is picky.
That’s a vintage car. That’s an old car. That’s a decrepit car.
My sister is slim. My sister is thin. My sister is skinny.
That woman is assertive. That woman is confident. That woman is aggressive.

Learning Check

For more practice with denotation and connotation, check out this ThoughtCo exercise.

Avoid Jargon, Buzzwords, and Acronyms

Information in this section is adapted from The Plain Language Action and Information Network (PLAIN)[3]

Jargon are specialized words or phrases that are only commonly understood within a particular group or profession. The average reader might not understand these words.

Don’t say Do say
involuntarily undomiciled homeless
the patient is being given positive-pressure ventilatory support The patient is on a respirator
Most refractory coatings to date exhibit a lack of reliability when subject to the impingement of entrained particulate matter in the propellant stream under extended firing durations. The exhaust gas eventually damages the coating of most existing ceramics.

Buzzwords are meaningless filler phrases. They are so overused that they have become cliched.

Don’t say
thinking outside the box
synergistic
touch base
for all intents and purposes

Learning Check

Review this list of the 119 worst buzzwords[4] and eliminate them from your vocabulary ASAP right away!

 

Acronyms are like jargon – not everyone knows what they mean. Check over your writing. If you have used an acronym, make sure it is clear to the reader or try to replace it with a common term or phrase.

Don’t say Do say
FAQ frequently asked questions
PSW personal support worker (PSW)
ASAP right away

Watch this video[5]. Take Cornell notes of the main points, and make a list of the jargon and buzzwords mentioned in the video.

Use Strong Verbs

Information in this section is adapted from The Plain Language Action and Information Network (PLAIN)[6]

Use strong, active verbs to tell your reader what you want them to do. Avoid using noun forms that “hide” the verb.

Hidden verbs come in two forms. Some have endings such as -ment, -tion, -sion, and -ance or link with verbs such as achieve, effect, give, have, make, reach, and take. Often, you will find a hidden verb between the words “the” and “of.” Consider these examples:

Weak, hidden verb: Please make an application for a personal loan.

Revised with strong, clear verb: Please apply for a personal loan.

Weak, hidden verbs: We need to carry out a review of the Agency’s accounts so we can gain an understanding of the reason the error occurred.

Revised with strong, clear verbs: We need to review the Agency’s accounts so we understand the reason the error occurred.

Weak, hidden verbs: If you cannot make the payment of the $100 fee, you must make an application in writing before you file your tax return.

Revised with strong, clear verbs: If you cannot pay the $100 fee, you must apply in writing before you file your tax return.

Weak, hidden verb: We must undertake the calculation of new figures for the congressional hearing.

Revised with strong, clear verb: We must calculate new figures for the congressional hearing.

Weak, hidden verbs: You should make an inquiry about the service agreement to ensure maintenance of the device.

Revised with strong, clear verbs: You should ask about the service agreement to maintain the device.

Notice that the sentences with the strong verb are clearer and more concise. The reader knows exactly what to do.

Avoid Noun Strings

Information in this section is adapted from The Plain Language Action and Information Network (PLAIN)[7]

Sometimes writers “string” several nouns together. Noun strings can be confusing for readers.

You can revise noun strings and make your writing more clear by eliminating descriptive words that aren’t essential and using more prepositions and articles to clarify the relationships among the words:

Sentence with large noun string: We are developing underground mine worker safety protection procedures.

Revision: We are developing procedures to protect the safety of workers in underground mines.

Sentence with large noun string: Please review the draft laboratory animal rights protection regulations.

Revision: Please review the draft regulations to protect the rights of laboratory animals.

Learning Check

Check your understanding by answering the following questions.

 

CHECKLIST | Plain Language Word Choice

❑    Have you used common words?

❑    Have you avoided jargon, buzzwords, and acronyms?

❑    Have you used strong verbs?

❑    Have you avoided strings of nouns?

 

  1. Vance, K. (n.d.). Communication at work (adapted for KPU from Jordan Smith's (n.d.) Communication @ work). https://kpu.pressbooks.pub/communicationsatwork/ ↵
  2. University of Central Arkansas. (2019, September). Connotative words. https://uca.edu/training/files/2019/09/Connotative-Words.pdf ↵
  3. The Plain Language Action and Information Network (PLAIN). (2011, May). Federal Plain Language Guidelines, revision 1,  (pp. 46-47) . https://www.plainlanguage.gov/media/FederalPLGuidelines.pdf. ↵
  4. Tomac, E. S. (2019, September 30). The ultimate list of 119 hated business buzzwords. TrustRadius Blog. https://www.trustradius.com/buyer-blog/119-hated-business-buzzwords. ↵
  5. TED Institute. (2015, January 23). Thea Knight: Lost in Translation: The joy of a jargon-free world. YouTube. https://www.youtube.com/watch?v=VXcmdCxYpbA ↵
  6. The Plain Language Action and Information Network (PLAIN). (2011, May). Federal Plain Language Guidelines, revision 1,  (pp. 22-23) . https://www.plainlanguage.gov/media/FederalPLGuidelines.pdf. ↵
  7. The Plain Language Action and Information Network (PLAIN). (2011, May). Federal Plain Language Guidelines, revision 1,  (p. 35) . https://www.plainlanguage.gov/media/FederalPLGuidelines.pdf. ↵

License

Icon for the Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License

Intercultural Business Communication Copyright © 2021 by Confederation College is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License, except where otherwise noted.

Share This Book