Writing Treasure (Ways to improve your writing)

Dear all,
Since writing has become more and more important in part of our English learning, KyAnh and I have come up with this topic to share the basic ways in writing to provide SEC members a place to gather information on how to write effectively. Therefore, both of us will try to update more information a few times a week.
These could be new/old or could be boring to you, but still, some of us need this as a guideline to help our writing. Apply/use the ones which you find to be helpful. So, if anyone has more helpful tips on how to write, please share them with us.

Thanks


1. Style and Usage
Planning Your Writing

THE NEED FOR PLAIN LANGUAGE
To be effective, writing must be accurate, clear and concise. This is especially true when you are trying to convey complex business or technical information to busy readers in the workplace. Readers take a dim view of anyone whose writing wastes their valuable work time needlessly. Therefore, you must convey your information to them as clearly as possible, in the minimum reading time possible. This requires that your message be direct, correct and contain no more information than is necessary.

WRITE *****IT YOUR AUDIENCE
Before you start writing a document, it is important to consider not only what you are going to say, but who you are going to say it to. You must know who your readers are and what they need to know. Only then can you plan what you are going to say and the best way to say it.
Your writing style must convey your message clearly and succinctly. For most business and technical communication, that means writing directly, using plain language.
Careful consideration of your readers'''' needs before you start writing will contribute greatly to the effectiveness of your material and to how much of it is actually understood and used.

ORGANIZING YOUR WRITING
One of the most common problems with writing is poor organization of the material. Identifying the most logical order in which to present the information from the reader''s standpoint is another important part of determining the needs of your audience.
Writers tend to present information in the order in which it was gathered. Readers, however, always want to get the most important information first. Unless readers can easily extract the information that they need, they may not read the document at all. In ad***ion, readers who have been forced to read a poorly organized document may be less cooperative and less likely *****pport the views or findings of the writer.

Source(s): Style Guide (written by Mary Cotton Cornwall)

Được TrnHo sửa chữa / chuyển vào 12:52 ngày 09/10/2006

Conciseness
CUT OUT REDUNDANT WORDS
Make every word count. Delete needless repetition and replace wordy phrases with one word. For example:
Instead of: ------> Use:
absolutely essential --> essential
a distance of 5 km --> 5 km
action plan --> plan
advance forward --> advance
advance planning --> planning
at 9 a.m in the morning --> at 9 a.m.
at this time --> now
basic fundamentals --> basics, fundamentals
broad daylight --> daylight
by means of --> by
circular in shape --> circular, round
circular around --> circulate
completely unanimous --> unanimous
completely untrue --> untrue
consensus of opinion --> consensus
costs the sum of $12 --> costs $12
during such time --> while
each and every --> each, every
eliminate completely --> eliminate, cut out
emergency situation --> emergency
exact same --> same, identical
few in number --> few
final conclusion --> conclusion
future plans --> plans
general public --> public
honest truth --> the truth
join together --> join
large in size --> large
may possibly --> may
mixed together --> mixed
past history --> history
plan of action --> plan
previous experience --> experience
public at large --> public
red in colour --> red
refer back to --> refer to
repeat again --> repeat
unfilled vacancy --> vacancy
until such time as --> until
very unique --> unique
ELIMINATE WORDY EXPRESSIONS
Replace wordy expressions with one word or with a shorter phrase. For example:
Instead of: --------> Use:
a large proportion of --> many
am in the possession of --> have
answered in the affirmative --> agreed, said yes
at a later date --> later
at that point in time --> then
at the present time --> now, currently
called a halt to --> stopped
despite the fact that --> although
due to the fact that --> because
during the time that --> while
for the reason that --> because
in all cases --> always
in close proximity to --> near
in most cases --> usually
in order to --> to
in spite of the fact that --> despite, although
in terms of --> (Do not use)
in the event that --> if
in the near future --> soon
in the neighbourhood of --> about
in the normal course of events --> normally
involves the necessity of --> requires
is equipped with --> has
it is probable that --> probably
it would appear that --> apparently
needless to say --> (Do not use)
notwithstanding the fact that --> although
prio to the start of --> before
public at large --> public
subsequent to --> after
the truth of the matter is --> the truth is
with a view to --> to
with the exception of --> except

It is great.

Thank you so much, Thêse are all I''m looking for

nói tks k k đc đâu à, phải thể hiện chớ

Thanks Taolao and Rain
Clarity
USE SHORT, FAMILIAR WORDS AND PHRASES
Use clear, direct, familiar words and phrases. Avoid long unfamiliar words. Use short, common, everyday words and phrases whenever possible. For example:
Instead of: --------> Use:
abbreviate --> shorten
accomplish --> do
aggregate --> whole
ameliorate --> improve
anomalous --> abnormal
approximately --> about
ascertain --> learn, find out
commence --> begin, start
detrimental --> harmful
dialogue --> discussion, talk
disseminate --> distribute, send out
endeavour --> try
fabricate --> build, make
faciliate --> help, make easier
formulate --> form
hypothesize --> guess
indeterminate --> vague, uncertain
indicate --> show
initiate --> start
minimal --> smallest
modification --> change
operational --> working
optimum --> best
perpetuate --> continue
proceed --> go
reciprocate --> return
stipulate --> require
supersede --> replace
terminate --> end
ultimate --> last
utilize --> use
USE PRECISE TERMS
Use the most precise word *****it your meaning. This means that you should avoid using synonyms or abstract terms. Cal a spade a spade, not a gardening tool, a ground-breaking implement, a hand-operated earth moving device, earth turning equipment or anything else. For example, if you are writing about a computer monitor the first time you mention it, continue to call it a computer monitorr throughout your document. Don''t start calling the computer monitor a computer screen, a screen display, a CRT or a video display terminal. Such changes in terminology distract and confuse readers, even if they are familiar with the equipment and terminology you are writing about.
Never use the terms respectively, the former or the latter. These terms force readers to go back and re-read what they just read. Instead, repeat the specific items referred to. For example:

The dot matrix printers and the laser printers are slow and fast respectively.
becomes
The dot matrix printers are slow and the laser printers are fast.
Other imprecise words to avoid are very, somewhat, quite, etc., and rather (when it is used to mean somewhat). These words convey no information to the reader and should not be used in business or technical writing.
Được TrnHo sửa chữa / chuyển vào 10:30 ngày 12/10/2006

USE CONCRETE TERMS
Use words which accurately describe the subject you are writing about. Avoid abstract words, such as significant, communicate, facility, appropriate and unit. These words have many meanings and they fail to create a specific visual image in the reader''s mind. For example:
Abstract --------> Less Abstract --------> Concrete
dog --> small, snub-nosed, long haired dog with long ears --> Cavalier King Charles Spaniel
soon --> within two weeks --> by June 12
vehicle --> car --> a Jaguar XJ6
communicate --> talk --> talk on the telephone
office equipment --> duplicating machine --> a Xerox 5310 copier
In the previous examples, note how the potential meaning of the message narrows and becomes more precise. Concrete language creates a specific mental image in the reader''s mind and helps to ensure that the reader will receive the intended message. For example:
Abstract: --------> Concrete:
Wait some time before you call him. --> Wait two or three days before you call him.
Management finalized the agreement a while ago. --> The Personnel Director signed the labour agreement on September 9, 1993.
Mechanized equipment will be used to remove the processing facility. --> A bulldozer will be used to knock down the water treatment plant.
Pour a small amount of an appropriate liquid into a large container. --> Pour 500 mL of pure alcohol into a 2-L beaker.
Follow the applicable standards. --> Follow the provincial Occupational Health and Safety regulations.
Heat the liquid to an appropriate temperature. --> Heat the water to 68*C.
We improved throughput significantly last week. --> We increased production by 18% last week.
Temporary storage facilities were utilized. --> We used garbage cans as temporary storage bins.

hay lam Bi oi em binh chon chi roi do, viet hay nhu vay ma dung ko ba con
Được VyVy87 sửa chữa / chuyển vào 16:33 ngày 14/10/2006
Được VyVy87 sửa chữa / chuyển vào 16:35 ngày 14/10/2006

writing a plain Eng is a skill, in involves a few principles wich are easy to learn and which will make a signnificant improvement to ur writing. plain eng enable ur reader to forcus on the message, without simplifying or reducing the content of the message.
4 elemnts need to be consider: palinning, organisation, layout, language.
planing is wut type of format, such as latter, memo, report, essay..; purpose of writing; audience -> background knowledge of the ppl who read ur .....wutever u wrote lol; and wut gonna be in ur message -> the content. all need to be planned
organizing: looking at the way u build ur centences, isit too complex. do we have to?. does it make ur writing become more difficult to understand?. try to use simple centences instead of the complex one. moreover, the construction of the paragraph also need to be considered since its a good way to help audience understand it when they skimming ur message. Finally, go directly to wut u want to say, dont try to make a big circle and then come up with jus a small problem.
eg hen: 1 cái memo trong 1 cái company said that:
As discussed today, i confirm our intention to employ you on a temporary basis for the period which was to have expire on the 15.3.98m ongoing throught for a further month, up until 15.4.98.
see, the gramma is totally corect, but do we have to use that way ???? or we juz say:
im please to extent ur contract with us until 15.4.98
thats it , very simple, very easy to understand right
finally, layout is also important when u gonna print out ur document, and try to choose an appropriate lang, polite or friendly, up to ur purpose hehe.
hopefully this is helpful for u
ah, mí bác nào đi thi thì đừng nghe theo lời tui hen, tợi đi thi thì phải xạo xạo xài mấy câu dài rắc rối cho tây nó sợ nó cho điểm cao rofl

Hi all,
I''ve been abandoning my topic lately. So now, it''s my chance to stop abandoning it again . Thanks for adding it to my topic, tmhung.
Overused and Biased Expressions
AVOID CLICHES AND TRITE EXPRESSIONS
Clichés and trite expressions are words and phrases that are so overused they no longer have any meaning. Readers quickly lose interest in documents full of such expressions. Besides, using fading expressions, such as level playing field and push the envelope, date your writing and rob it of precision. Either delete such expressions or replace them with more original wording. For example:
Instead of: ----> Use:
ballpark estimate --> estimate
beyond the shadow of a doubt --> undoubtedly
bottom line --> cost
by any stretch of the imagination --> (Do not use)
enclosed please find the --> enclosed is the
feedback --> response, comments
get the ball rolling --> get started
in the final analysis --> (Do not use)
in the nick of time --> in time
in this day and age --> today
ironing out the bugs --> solving problems
it?Ts never too late --> (Do not use)
it?Ts the opinion of the writer --> I believe
last but not least --> last
on the cutting edge --> (Do not use)
out there --> (Do not use)
please do not hesitate to call me --> please call me
right on target --> (Do not use)
state-of-the-art equipment --> latest equipment
the ball is in your court --> (Do not use)
the undersigned --> I or me
PATRONIZING WORDS AND PHRASES TO AVOID
Some commonly used words and phrases are presumptuous and patronizing, and can irritate or insult readers. For example, telling readers that something is very simple to do can antagonize them if they are unable to do it. Rather than provoke this response, e*** these words from your writing. For example:
Word or Phrase: ------> Potential Reader Response:
as you know --> No, I don?Tt.
as you are aware --> No, I?Tm not.
clearly --> It?Ts not at all clear to me.
in other words --> Say it right the first time, then you won?Tt have to take up my time saying it all over again in other words.
it goes without saying --> Then don?Tt say it.
it has been shown that --> By whom? You?
it is recognized that --> By whom? Me?
it must be remembered that --> By whom? Why?
it should be noted that --> By whom? Why?
it should be obvious that --> It may be obvious to you. It?Ts not at all obvious to me.
simply initialize the disk --> There?Ts nothing simple about it, particularly when you haven?Tt given me any instructions on how to do that.