Index
A
abstract, 342–343
acronyms, 135
action verbs, 97–98
active voice, importance of using, 87–91
ambiguous phrasing, 143–144
The Associated Press Stylebook
and Libel Manual, 195
audience
budget justifications, 367
defining, 36–37
email messages, 218
identifying, 139
technical writing, 318–321
writing checklist, 185
B
boilerplate. See templates
briefings and presentations
conclusion, 377–378
giving examples, 376–377
opening statement, 374–376
preparation, 373–374
public speaking, 373
relating to listeners, 376
budget justifications
audience, 367
funding example, 371–373
guidelines, 367–368
organizing, 370
performance budget, 368
political plan, 371
purpose, 367
required information, 363–369
strategic plan, 371
C
CAI. See computer-aided
instruction
CBT. See computer-based training
The Chicago Manual of Style, 195
coherence, 63–64
guidelines, 363–364
importance of, 362
working with groups, 364–365
comparative advantages method, 49, 272
compare/contrast, 272
completeness, 184
computer-aided instruction (CAI), 349
computer-based training (CBT)
definition, 349
development process, 350–353
tips, 353–355
when to use, 350
conjunctive adverbs, 72–74
consistent terminology, 135
copyediting. See line editing
cumbersome phrases, 120–122
D
dangling modifiers, 144–145
definitions, writing technical, 322–326
deflating sentences, 129
deflating words, 128
descriptions, writing mechanical 326–328
documents to inform, 47–48
documents to persuade, 48–49
drafting
avoiding writer’s block, 80–81
choppy sentences, 75–77
classifying sentences, 78
coherence, 63–64
conjunctive adverbs, 72–74
development, 66–67
distancing yourself from draft, 81–82
getting started, 55–56
inner critic, 54–55
letter of recommendation
example, 53–54
linkage, 66
organizing paragraphs, 68–69
overloaded sentences, 74–75
paragraphs, 56–57
punctuation, 79
revisiting draft, 82
run-on sentences, 72
transitional devices, 64–65
unity, 58
writing sentences, 70–71
writing tips, 80
E
editing, clarity and conciseness
acronyms, 135
ambiguous phrasing, 143–144
consistent terminology, 135
cumbersome phrases, 120–122
dangling modifiers, 144–145
deflating sentences, 129
deflating words, 128
Fog index, 147–148
identifying audience, 139
importance of, 111–112
improving clarity, 112
jargon, 136
noun sandwich, 140–141
old-fashioned grammar rules, 119–120
parallelism, 130–134
precision, 137–139
pronoun references, 144
readability, 146–147
redundancy, 122–125
repetition, 129
shorter words, 125–127
short sentences, 112–114
similar words, 145–146
simple tense, 135–136
simplifying sentences, 127–128
barriers to, 140–142
using lists, 114–116
word placement, 141–143
wordy expressions, 116–119
editing, final phase
handbook example, 181–182
importance of, 182–183
letter editing example, 205–206
line editing, 186–188
online changes, 194
process, 191–193
protocol testing, 200–202, 204
someone else’s document, 196–199
style manuals, 194–196
substantive editing, 184–185
editing, voice and tone
action verbs, 97–98
active voice, importance of
using, 87–91
apologizing, 104
asking questions, 102–103
conveying good news, 106
emphasis, 103
exclamation points, 103
expressing thanks, 102
first person, compared to
second person, 100–102
friendliness, 103
improving tone, 107–108
indicating requirements, 103
neutral language, 105
office handbook example, 85–86
passive voice, activating, 93–94
passive voice, compared to
positive language, 104–105
qualifying words, 105
requesting responses, 104
sincerity, 106
submerged action, 95–97
sympathy, 103
talking down to reader, 106
tone, 98–101
effective writing, 4
email messages
audience, 218
body, 219
course request example, 213–215
grammar and spelling, 217
heading, 219
humor, 228
legal implications, 217
memos, compared to, 215
opening statement, 220–221
planning, 217–218
purpose, 216
recipients and timing, 223–225
requiring action, 229
rewriting example, 231–232
security and privacy, 227–229
subject statement, 219–220
tips, 225–227
tone, 217
tone and style, 222–223
volume, 216–217
emphasis, 103
exclamation points, 103
F
feasibility reports, 295–296
first person, compared to second
person, 100–102
Fog index, 147–148
formal reports
acknowledgments, 280
analysis and supporting data, 282
appendices, 284–285
bibliography, 284
body, 281–283
conclusions, 282
elements, 274–275
executive summary, 276–277
foreword, 280–281
glossary, 283
index, 284–285
introduction, 281–282
letters, 275
list of abbreviations and symbols, 280
list of figures, 280
list of tables, 280
policy statement, 281
preface, 280–281
recommendations, 283
references, 283–284
table of contents, 278–279
title page, 275
G
gender-neutral language, 188
ghostwriting, 365–367
government writing
plain language, importance of, 10–11
plain language programs, 13–16
presidential efforts to improve, 11–13
grammar rules, 119–120
guidelines
budget justifications, 367–368
collaborative writing, 363–364
outlining, 42–43
regulations, 385–386
research reports, 286–287
technical manuals, 337–338
written policies, 380
H
headings, 185
I
index cards, 41
informal reports
body, 270–272
conclusion, 272–273
elements, 269
introduction, 270
inner critic, 54–55
instructions, writing technical 328–334
interoffice memo, 389–390
issue, rule, application, conclusion (IRAC) letters, 250
J
jargon, 136
journal articles, 340–342
L
laboratory reports, 298–301
lawsuits, avoiding with plain
language, 18–19
letters
accompanying reports, 253
audience, 245–246
beginning, 241–242
block form style, 238
business letter format, 234–235
complimentary closing, 236
date, 235
determine purpose, 240
end notations, 237
formatting, 253
headings, 255–260
identify audience, 240
identifying subject and position, 240
if-then tables, 261–263
importance of, 234
indented form style, 239
indented lists, 254–255
information to include, 241
inside address, 235–236
inverted pyramid, 244–245
issue, rule, application, conclusion system, 250
know subject, 240
name, 237
paragraphs, 241
persuasion, 248–249
point of reference, 242–243
professional title, 237
question-and-answer format, 260–261
recommendation, 251–252
reference line, 236
return address, 235
rewriting example, 264–265
salutation, 236
sequence of message, 240
signature, 237
subject, 236
thank-you example, 233–234
line editing, 186–188
linkage, 66
M
mechanics, 186
meeting minutes, 307–312
mind map, 38–40
money, saving with plain
language, 17–18
myths about writing
avoiding revisions, 6
controlling idea flow, 7
not everyone needs to know
how to write, 9–10
punctuation and grammar, importance of, 6–7
sentence word length, 7–8
sounding businesslike, 4–5
sounding intellectual and sophisticated, 5
technical complexity, 5–6
templates, 9
workplace culture, 8–9
N
neutral language, 105
noun sandwich, 140–141
O
online help system
agents, 347
assistants, 347
coaches, 347
glossary, 346
help files, 347–349
indexes, 346
links, 347
pop-up boxes, 346
purpose, 345
table of contents, 345
thematic index, 345
tutorials, 346
wizards, 347
opening statement, briefings and presentations, 374–376
outline
checklist, 43
electronic, 44–45
guidelines, 42–43
semiformal, 43
traditional, 44
writing after the draft, 46–47
overloaded sentences, 74–75
P
paragraphs
editing, 186
effective, 57
organizing, 68–69
planning, 56–57
parallelism, 130–134
passive voice
activating, 93–94
compared to active voice, 88–89, 91–92
positive language, 104–105
problem-solution method, 49, 272
progress reports, 296–298
pronoun references, 144
proofreader’s marks, 190–191
proposals
external, 306–307
internal, 304–306
protocol testing, 200–202, 204
public speaking, 373
Q
qualifying words, 105
questions, asking, 39–41, 102–103
R
readability, 146–147
reader preferences, 19
readers
categories of, 33
primary and secondary, 35–36
reaction of, 32–34
role of, 31–32
writing for multiple, 34–35
regulations
consultant contract example, 386–387
definition, 385
travel example, 388–389
writing guidelines, 385–386
repetition, 129
request for proposals (RFP), 306
requesting responses, 104
research reports
analyzing results, 288
assembling final report, 289
brainstorming, 288
collecting data, 288
conducting research, 292
designing research, 288
external data sources, 291
guidelines, 286–287
internal data sources, 290
outlining, 288
planning, 289–290
planning research, 288
tips for writing, 288–289
RFP. See request for proposals
run-on sentences, 72
S
sentences
choppy, 75–77
classifying, 78
editing, 186
short, 112–114
simplifying, 127–128
writing, 70–71
sequencing ideas, 47
shorter words, 125–127
similar words, 145–146
simple tense, 135–136
sincerity, 106
specifications, 343–345
statement of purpose, 184
statement of reasons method, 48–49, 272
sticky notes, 41
strategic plan, 371
style manuals, 194–197
subheadings, 185
subject, researching, 37–38
submerged action, 95–97
submerged verbs, 187
substantive editing, 184–185
sympathy, 103
T
talking down to reader, 106
technical manuals
creating, 338–339
guidelines, 337–338
installation manuals, 336
maintenance manuals, 336–337
operations manuals, 336
types, 335
users’ manuals, 336
technical writing
abstracts, 342–343
accessibility, 355–359
audience, 318–321
compared to other writing, 317
computer-based training, 349–355
extended definitions, 323–326
formal definitions, 323
graphics and designs, 357–358
informal definitions, 322–323
journal articles, 340–342
mechanical descriptions, 326–328
online help systems, 345–349
purpose, 317
role of writer, 317
safety manual example, 315–317
specifications, 343–345
style, 318
subject matter, 318
technical instructions, 328–334
technical manuals, 335–339
templates, 9
test reports, 301–302
transitional devices, 64–65
transitional words, 185
trip reports, 302
trouble reports, 302–303
U
The United States Government Printing Office Style Manual, 195
understanding, common barriers
to, 140–142
unity, 58
unity of thought, 184
V
verbs, 187
visual impact
bar chart, 176
charts, choosing which to use, 177–178
drawings, 162–164
flow charts, 166–168
graphics, 156–158
importance of, 152–153
layout, 153
line graph, 174
maps, 165–166
pie chart, 175
plain language example, 155–156
presentation example, 151–152
schematics, 169–170
screen shots, 170–172
tables, 172–174
typography, 154–155
visual aids, 159–160
W
web-based instruction (WBI)
definition, 349
tips, 353–355
when to use, 350
white space, 185
words
choosing, 187
placement, 141–143
shorter, 125–127
similar, 145–146
wordy expressions, 116–119
writing sentences, 70–71
written policies
components, 381–383
developing, 378–379
guidelines, 380
importance of, 378
telework example, 383–385