Chapter 6
Introduction

In business writing there is always an easier way, always a clearer way, always a more accurate way of saying something. Unfortunately, they are not the same way. –William Horton

The most effective way to communicate with your readers is usually the most straight-forward. Use simple words and sentence constructions and keep the sentences short. For procedure manuals, address the reader as "you." Be direct and to the point (not too chatty and not too formal).

Wherever possible:

• Choose simple, everyday words.
  
  
• Avoid jargon and buzzwords.
  
  
• Use the present tense.
  
  
• Use active verb forms.

Be consistent in your writing style and tone. It’s especially important that you apply your writing guidelines consistently when there are several writers working on a project. Having a manual read as if it were written by several authors can be distracting.

This chapter covers:

• word choice and use of acronyms and abbreviations
• sentence length and syntax
• verb choice and form
• gender inclusiveness
• common usage errors

For a list of words, idioms, compound prepositions, overly formal phrases, and redundant expressions to avoid, and their plain language equivalents, see Appendix D.

For an alphabetically organized list of rules covering word usage, punctuation, grammar, capitalization, typographic conventions, units of measure, and writing style, see Appendix E.