Correct vocabulary

The correct choice of vocabulary should suit both the audience / receiver and the purpose of the communication.

Vocabulary is more than just the use of words. Words obtain meaning through use and agreement of what they mean, and the effective choice of vocabulary therefore requires ensuring that both the sender and receiver of a message share the same meanings for a word.

The function of words in communication is to convey facts and opinions, persuade and assist people to communicate in social settings.

 

The selection of vocabulary when planning a message includes:

• Making sure that both the sender and recipient share the same meanings for words.

Let us for example consider the word “Knot”.
In isolation it has no meaning, but in context it can:

• Refer to the speed at which a ship is sailing

• Refer to something that exists in a piece of string

• Indicate or mark the loss of a branch on a tree

 

Technical terms are defined

Technical terms are important for the technical audience. It is best to avoid the use of technical terms for a mixed or lay-audience. Where necessary and where the use of technical terms cannot be avoided, it could be addressed by:

• Defining technical terms in a glossary

• Leave out technical terms

• Defining terms or key terms at the onset of the message

• Explain terms as they are used in the message

 

Simple words are used

Text is easier to understand if simple words and phrases can be used to replace more complex or foreign ones.

For example:

• Ameliorate can be replaced by improve;

• Analogous by similar;

• Anthropogenic by human;

• Ceteris paribus by other things being equal;

• Component by part;

• Ingenuous by innocent;

• Ingenious by clever;

• inter alia by amongst other things;

• utilise by use;

• Prima facie by at first glance;

• remunerate by pay;

• terminate by end;

• pari passu by at the same rate;

• pace or time and

• peruse by read.

 

Fact and opinion is clearly distinguished

Care should be taken to distinguish between fact and opinion.

Compare for example the following two sentences:

1. You are the best typist in the team (opinion) with

2. You type five documents per day more than the rest of the typing pool. (fact)

Or

1. You are lazy (opinion) with

2. You were asked to finish the assignment three days in a row, it is still not completed. (fact)

 

Emotional words are used with care

A logical argument cannot be developed by using emotional words such as:

• progressive,

• reckless,

• crank,

• sound,

• good,

• correct,

• terrorist,

• insurgent,

• sexist,

• imperialist,

• improved,

• superior,

• deviationist,

• fascist.

 

Words pre-judging a situation is avoided

Avoid using words with a negative or positive connotation and rather replace such words with neutral alternatives.

For example:

• Slob (negative) versus

• Man (neutral)

And

• Problem (negative) versus

• Challenge (more neutral)

 

Jargon is avoided

Jargon is language that is difficult to understand due to the following problems:

• Technical terms are not suitable in terms of the audience

• Unfamiliar words are used

• Sentences are long and complex

• Paragraphs are long

 

Level of formality

Vocabulary or words should be aligned with the level of formality selected for the communication or message.

An informal letter will require different words than a formal presentation or report.

For example:

• I hereby wish to tender my resignation (Very formal)

Versus

• I wish to resign (formal)

Or

• The writer hereby wishes to forward his condolences (very formal)

Versus

• Herewith receive our sympathy (formal)

Versus

• We are so sorry to hear. …(Informal)

 

Style

Style in communication can be defined in terms of the level of formality that was used to convey the intended message. It is the way in which words are selected and strung together for a range of purposes and audiences – it is therefore the way in which we write or speak.

Style and tone is closely linked – as the style and in particular the selected vocabulary that we use influences and determine the tone of the message. Tone is the attitude of the sender of the message towards the audience or receiver.

Style is defined in terms of formality and whether the communication is:

 

Personal or impersonal

The personal style uses personal pronouns whilst the impersonal style uses the pronoun “it”.

 

Active or passive

Active style is usually the preferred style to use in the compiling of written
communication

Passive style is used in instances where:

• Reports require impersonal style
• When a point is emphasised
• When neutrality is necessary in a difficult situation

 

Concise or wordy

Avoid unnecessary lengthy wording when a shorter way to express a term will be equally effective.

 

Clear or ambiguous

Ensure that information is not vague, word order is not poor and that punctuation is used effectively to ensure understanding. Do not use words with more than one meaning.

 

Concrete or abstract

Provide the necessary facts and figures to ensure that information is not vague and abstract.

Formality can range between:

• High formal

In this instance subject matter is usually complex ad little or no attention is paid to the relationship between the sender and receiver.

• Formal

Less formal than highly formal and effective for most oral and written messages.

• Consultative

Less formal than the formal style and suitable for spoken and written communication in organisations such as reports or memorandums.

• Casual

More suitable for spoken communication as the language used is conversational.

• Intimate

Used among people who know one another well. This is not suitable for organisational use.

 

Layout for readability

Techniques used to ensure readability include:

• Providing summaries in the beginning of documents such as reports
• Presenting well-organised, coherent messages with the right emphasis.
• Providing good linking words in paragraphs
• Ensuring good transitions between paragraphs
• Writing in a clear, simple style
• Choosing a suitable vocabulary
• Explaining difficult ideas by providing examples
• Keeping the number of syllables per word as low as possible
• Avoiding abstraction as far as possible
• Writing short sentences
• Use punctuation to assist the reader
• Write short paragraphs
• Use lists where appropriate
• Underlining where appropriate
• Using headings
• Use a multiple decimal numbering system
• Identify sub-sections
• Choose an attractive typeface
• Using white space
• Reducing eye span by presenting message in columns or by increasing margin sizes
• Using colour where relevant
• Choosing appropriate quality paper.
• Providing an attractive cover in longer messages such as reports.
• Setting out the title page well
• Integrating and using graphics effectively in documentation