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Chapter 8 Writing Style
Consider the words listed after this paragraph. Think about how a message
using the words on the left will be received. The words on the right mean the
same thing, but are neutral and, therefore, better accepted by the reader. Use a
thesaurus or dictionary or consult a colleague when you need a neutral word
or phrase to communicate a negative message.
Negative Neutral/Positive
cannot unable to
cheap affordable/less expensive
defective malfunctioning
fault responsibility
misinformed unaware
neglect forget
regret apologize
wrong incorrect
In many cases, whole industries and professions have developed common
language that presents bad news in a neutral way. The publishing business
provides an example. Writers submit articles and manuscripts for publication
and the dreaded “rejection letter” is legend in the publishing profession. Yet,
you will never fi nd any form of the word reject in a publisher’s letter. A polite
way to convey rejection is, “we must decline the opportunity to publish your
work” or, “we fi nd your work is not suitable for our publication.” Similarly,
companies very rarely tell applicants, “you are not qualifi ed for the position.”
It would be honest, but might open the door to disputes and potential legal
problems. The more sensitive and preferred way to communicate this message
is to say, “we have selected another candidate who more closely suits our
needs.”
Use positive words to create a good impression of your work with the
reader. Most readers look unfavorably on the use of negative language.
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