| Summary of Tips and
Techniques |
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Word Choices:
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Verb Forms:
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Structure:
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| a) Use
common, everyday words whenever possible.
Documents should be written clearly and simply. Government
writing should be dignified, but not pompous. |
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| so |
accordingly |
| allow |
afford an opportunity |
| later |
at a later date |
| near |
close proximity |
| if |
in the event that |
| must |
incumbent upon |
| use |
utilize |
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| b) Use
"you" and other personal pronouns to engage
the reader. |
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| we |
the Agency or NIH |
| you |
employees, grant applicants,
patients |
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| c) Use
"must" instead of "shall."
The use of "shall" creates confusion. To impose
a legal obligation, use "must." To predict future action,
use "will." |
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| You must sign the application. |
The application shall
be signed. |
| We will notify you. |
You shall be
notified. |
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| d) Avoid
using undefined technical terms (jargon and
acronyms). |
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| We owe you additional money... |
An underpayment exists... |
| The NIH Office of Extramural
Programs Guide to Grants and Contracts... |
The NIH OER
Guide... |
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| e) Use
positive rather than negative words, in most cases.
Words can attract or repel readers, and a negative statement
can be unclear. However, the negative is appropriate if
you're cautioning the reader, as in "Don't smoke." |
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| Please send the
completed form to us right away so your monthly
payments can continue. |
If your cooperation
is not forthcoming, the contract will end and related
payments will be terminated. |
| Avoid when possible
using words that antagonize, such as allege,
complaint, liable, and waste. |
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| f)
Avoid using gender-specific terminology. Try
to avoid gender-specific nouns and pronouns unless referring
specifically to either women or men. |
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| Personnel, workforce |
Manpower |
| Chair |
Chairman |
| The Director or the Director's
designee must complete the form. |
The Director or his or her designee
must complete the form. |
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| g)
Avoid long strings of nouns.
Administrative writing often uses too many noun clusters-groups
of nouns sandwiched together ("noun sandwiches"). |
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| Development of
procedures to protect human research subjects... |
Human research
subjects safety protection procedures development... |
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| h) Use
active voice. Write
sentences in the active voice when possible. The active
voice eliminates confusion by naming the actor in the
sentence. (However, passive voice is appropriate when
the actor is unknown, unimportant, or obvious. For example,
"Small items are often stolen.") |
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| We have changed
our decision. |
The decision
has been changed. |
| We reviewed your application. |
The application was reviewed. |
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i) Use action
verbs. Action verbs are short and direct.
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| consider |
give consideration
to |
| applies to |
is applicable to |
| pay |
make payment |
| concerns |
is concerned with |
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| j) Use
the present tense when possible. This makes
your material more direct and forceful. |
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| You must notify us if there
is a change in the principal investigator or other
key staff. |
If you change the principal
investigator or key staff at a later date, it will
be necessary for you to notify NIH. |
| You must send us proof of payment
so that we can process your claim. |
If NIH is to determine your
financial liability, it will be necessary that proof
of payment is submitted. |
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| k) Use
parallel construction. Arrange sentences so
that parallel ideas look parallel. This is especially
important when you use a list. |
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| The duties of the Chair are:
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The duties of the Chair are: |
- to approve the minutes
- to write the monthly reports
- to answer all correspondence
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- to approve minutes
- writing of monthly reports
- the Chair answers letters
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| l)
Be direct. Talk
directly to your readers. Use imperatives when appropriate.
This is especially true for lists of duties, how-to instructions,
procedures, and regulations. |
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| Sign all copies
of the application. |
All copies of
the application must be signed. |
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| m) Avoid
using exceptions. If possible, state a rule
or category directly rather than describing that rule
or category by stating its exceptions. |
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| Each person under
18 years of age... |
All persons except
those 18 years or older... |
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