2. Focus on Punctuation – easiest area for errors Jargon – use proper language Being concise – express a lot through a little Making it clear – abandon ambiguity
3. Punctuation Apostrophe rule 1 Use the apostrophe with contractions. The apostrophe is always placed at the spot where the letter(s) has been removed (1). Examples: isn't You're right. She's a great teacher.
4. Punctuation Apostrophe rule 2 Use the apostrophe to show possession. Place the apostrophe before the s to show singular possession (1). Examples: one boy's hat one woman's hat one actress's hat
5. Punctuation Apostrophe rule 3 To show plural possession, make the noun plural first. Then immediately use the apostrophe (1). Examples: the Changs' house the Joneses' golf clubs the Strauses' daughter
6. Punctuation Apostrophe rule 4 Use the apostrophe and s after the second name only if two people possess the same item (1). Examples: Cesar and Maribel's home is constructed of redwood. Cesar's and Maribel's job contracts will be renewed next year. Cesar and Maribel's job contracts will be renewed next year.
7. Jargon Jargon – specialized or technical language used within a particular group, organization, or field (2). Useful when all know language Confusion and frustration if unfamiliar
8. Jargon Simple rules to follow when using jargon. Use only when certain that audience will understand it Use sparingly to convey expertise and gain audience confidence Define jargon terms for audiences Never use to mask information or to confuse audience (2)
9. Be concise Main objective is to express information in as little words as possible (2). Avoid unnecessary modifiers No: The report doesn’t require any particular deadline. Yes: The report doesn’t require a deadline. Reduce descriptive clauses No: The reaction, which was recently identified, was not the only catalyst. Yes: The recently identified action was not the only catalyst.
10. Be concise Avoid dummy subjects No: It is the decision of the board that the project be terminated. Yes: The board decided to terminate the project. Avoid strings of prepositional phrases No: The condition of the patient was documented in the patient profile written by the nurse on duty during the after-hours shift. Yes: The after-hours nurse documented the patient’s condition in the patient profile.
11. Be concise Avoid nominalizations No: The role of the project manager is the supervision of employees. Yes: The project manager supervises employees. Avoid excessive information No: In response to your query of February 28, 2007, our primary microscopes do have digital imaging capabilities. Yes: Our primary microscopes do have digital imaging capabilities.
12. Make it clear Ensures document is not ambiguous (2). Use pronouns clearly No: The engineers provided models as long as they were available. Yes: The engineers provided models as long as the models were available Use modifiers clearly No: The lab equipment was returned to the factory where it had been developed three years earlier by parcel post. Yes: The lab equipment was returned by parcel post to the factory where it had been developed three years earlier.
13. Make it clear Clarify ambiguous statements No: Architects require more exact measurements than plumbers. Yes: Architects require more exact measurements than plumbers do. Order words thoughtfully No: Over the budget looked the IT supervisor. Yes: The IT supervisor looked over the budget.
14. References 1) "Apostrophes | Punctuation Rules." Grammar andPunctuation | The Blue Book of Grammar and Punctuation. Web. 25 Mar. 2010. http://www.grammarbook.com/punctuation/apostro.asp. 2) Dorbin, Sidney, Christopher Keller, and Christian Weisser. Technical Communication in the Twenty-First Century. Upper Saddle River: Prentice Hall. Print.
