Adapting Your Words To Your Readers: 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.
McGraw-Hill/Irwin Copyright © 2011 by The McGraw-Hill Companies, Inc. All rights reserved.
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
© 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
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.
• Avoid roundabout construction and use direct
approaches
• He criticized everyone he came in contact with
• Do not unnecessarily repeat words
– You should know the basic fundamentals of writing
3-3
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  Try
Initiate  Begin
Discontinue  Stop
Ascertain  Find out
Demonstrate  Show
Difficult words can be used definitely, but use it where your
audience understands it . 3-4
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 Where the sample is less than 30
2. Cash Cow A company that generates steady
returns
3. Annuity A fixed some of annual payment
4. Aged workers Workers past the age of 65
3-6
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 .Your department will hire three new
new employees. clerks.
We will ship your order soon. We will ship your order on October 15.
Each of the branch managers will Each of the branch managers will receive a
receive a substantial pay raise. 15 percent pay raise.
This procedure requires a constant low This process requires a constant

temperature. temperature of 10 degrees centigrade. 3-7
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.
Passive Active
The man was bitten by the dog The dog bit the man.
Your report was read by the
president.
The president read your report.
The profit and loss statement is
prepared by the treasurer each
month. The treasurer prepares the profit
. and loss statement each month.
3-8
Avoid Overuse of Camouflaged Verbs
Verbs that have been unnecessarily changed to

nouns and thus need an extra verb to complete the
phrase.
Camouflaged Verb Strong Verb
make a computation compute
provide information inform
engage in negotiation negotiate
make an observation observe
provide representation represent
3-9
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
• Race • Age
– a hard-working Negro – Crinkly old man
(person) (elderly/veteran)
• Sexual Orientation • Disability

– A lesbian athlete –deaf and dumb
(athlete) (person with special
needs)
– A gay artist (artist) –crippled
(person with special
needs)
Avoid Discriminatory Wording
Discriminatory Non-Discriminatory
Dear Sir Dear Sir/Madam

businessman business executive, businessperson
policeman police officer
fireman firefighter
cameraman camera person
waiter/waitress server
3-12
Eliminate Masculine Pronouns
Sexist Nonsexist
We will reimburse any We will reimburse any employee
employee who paid his travel for travel expenses.
expenses. A customer who pays promptly is
If a customer pays promptly, he placed on our preferred list.
is placed on our preferred list. A physician should treat patients
A physician should treat his with respect.
patients with respect.
Assignment 1
Correct/ Improve the following sentences using the
rules we discussed and learned in class.
1. We purchased gloves that are made of wool.
2. The requirements for the job require a minimum
of three years experience.
3. We are in anticipation of a good result.
4. My company made tremendous profit this
quarter.
5. Dear Sir, please find attached the job details for
the waitress position.

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Chapter 3

© 2014 by McGraw-Hill Education. This is proprietary material

• Visualize your readers/listeners. Consider

• Avoid surplus of words

Slangs- TTYL, OMG, LOL, Gotta, Gal, Nigga, Shawty,

This procedure requires a constant low This process requires a constant

Verbs that have been unnecessarily changed to

• Use gender-neutral words (Salesperson vs.

• Sexual Orientation • Disability

Dear Sir Dear Sir/Madam

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