IMPORTANCE OF PROFESSIONAL WRITING

Features of Written Communication

Visualize what you want to say. Prepare the first draft without caring much for mechanics of writing. A professional writes to express and not to impress. Revise the draft carefully. Dont belabor your point unnecessary.

CHOICE OF WORDS AND PHRASES

Do's (i) Prefer Concrete to abstract words Original Sentences (a) Fuel tank deformation was present. (b) The reason for the popularity of slides if the simplicity of their preparation

Revised Sentence (a) The fuel tank was deformed. (b) Slides are popular because they are easy to prepare.

(ii) Prefer specific to general words

General
(a) (b) (c) (d) (e) (f) (g) Countenance Reside Volume Employ Compensation Activate Terminate

Specific
(a) (b) (c) (d) (e) (f) (g) Face Stay Book Use Pay Start End

Replacement of a general word by a specific word makes a sentence more effective : (a) The company has brought out forty publications this year (Books). (b) They have produced a book on style - (Written). (c) She has developed a new gas lighter - (Designed). (d) He has prepared a plan of action after a critical examination of all factors - (Study). (e) Transfer the liquid into the beaker - (Pour).

Phrases (a) Make an investigation. (b) Have a confrontation. (c) Prepare a formulation. (d) Make an application. (e) Tender resignation.

Verbs (a) Investigate. (b) Confront. (c) Formulate. (d) Apply. (e) Resign.

Prefer Plain and familiar to long and unfamiliar words. Long and unfamiliar
(a) (b) (c) (d) (e) (f) (g) (h) (i) Effectuate Facilitate Expedite Initiate Utilization Resource Centre Articulate Viable Metropolis

Plain and familiar

(a) (b) (c) (d) (e) (f) (g) (h) (i) Effect Ease Hurry up Start Use Library Pronounce Practical City

Don'ts
(i) Avoid Clichs
Original Extract
He left no stone unturned in his efforts to achieve tenure. Finally, a sadder but a wiser man, he learned that in this day and age, tenured professorships are few and far between. His campaign ground to a halt, and at subsequent faculty meetings, he was conspicuous by his absence. He concluded his farewell to his students with these words of wisdom Last but not least, follow this advice : do as I say, not as I do.

Suggested Revision
He tried strenuously to gain tenure. But finally he became aware that few tenured professorships are available. He ceased his efforts and stopped attending faculty meetings. In his farewell to his students, he exhorted them not to follow his career as an example.

Avoid using Jargons

Following three general rules help you in using jargons : (a) When a word or a phrase from the general vocabulary expresses your thought as well and as precisely as a specialized term, always use the general term. (b) Even if the specialized term is more precise and economical than the general term, do not use it unless you are sure that the reader would understand it. (c) When you have to use the specialized term repeatedly, define it carefully at its first appearance.

Examples Jargon ridden

(a) The biota exhibited a one hundred per cent mortality response. (b) The responsibility of a person involved in pedagogical pursuits is to impart knowledge to those sent to him for instruction.

Jargon free
(a) All the plants and animals died. (b) The teachers job is to instruct students.

(iii) Avoid using foreign words and phrases

To keep your writing simple, use plain English for foreign words and phrases. In report writing the use of accepted abbreviations is unavoidable, hence use abbreviations which are well understood and you need not avoid them like e.g., i.e., am, p.m.

(iv) Avoid redundancy

Original extract
It is not believed that the proposed design will meet all the required specifications based on the previous test experience obtained in the laboratory.

Revised extract
Lab tests indicate that the proposed design will not meet all requirements.

Sometimes the change of passive voice into the active voice reduces the number of words and improves the sentence. Passive voice
(a) The decision was made by the supervisor to call in the workers for overtime. (b) The satellites of Mars were discovered by Hall (c) A Complaint by Shri. T.R Ghode was voiced to the personnel department.

Active voice
(a) The Supervisor decided to call in the workers for overtime. (b) Hall discovered the satellites of Mars. (c) Shri T.R.Ghode complained to the personnel department.

SENTENCE STRUCTURE AND LENGTH

Following two considerations should guide you in determining the length of your sentence :
(i) Complexity of thought being expressed. (ii) Readers ability to grasp and concentrate.

Bear the following points in mind in constructing your sentence:

Avoid using words which do not perform any function. Provide the desired emphasis by placing words/phrases in the proper order. E.g., Overtime went up as a result of the recent strike. Revised: As a result of the recent strike overtime went up. (iii) Avoid monotony. (iv) Read your sentence aloud to discover whether they are too long or too short.

PARAGRAPH STRUCTURE AND LENGTH

Introducers They establish the topic focus of the
paragraph and often provide smooth transition from preceding paragraph.

Developers They support, develop and clarify the central

thought.

Modulators They provide smooth transition between the

sentences of a paragraph whenever there is a shift or change in the tone or viewpoint.

Terminators They conclude the discussion or summarise

the contents of the paragraph, signaling the completion of one aspect or stage of the presentation.

To check the effectiveness of a paragraph take the following steps:

Ensure that the location of the topic sentence gives proper emphasis to the thought. Examine the transitional devices, if any, to see whether they smoothly lead on to the new thought Check whether all the sentences deal with the topic under discussion. Ensure that all the sentences are properly linked and logically arranged.

FINAL DRAFT
Following 3 tips will help to prepare final draft : (i) Whatever be the form of writing, provide signposts for the reader. Pause and let the reader know what you have done and what you purpose to do. (ii) View the style of your writing in totality. (iii) Clear writing is only achieved through rewriting. Let the process of revision follow this pattern : (a) Correct mechanical errors (Wrong punctuation , misspelling , etc.) (b) Add , delete or rearrange the material to achieve greater clarity.