Principles of Word Usage

Principle 1: Choose Understandable Words

1. Select simple words. Use an online dictionary or word processing thesaurus to select simple,
more understandable words to replace these difficult words:
Difficult Words Simple, Understandable Words
(a) mesmerize
(b) exemplary
(c) garner
(d) protocol
(e) decorum
(f) stoic
(g) adversary
(h) jeopardy
(i) segregate
(j) impervious
(k) beguile
(l) impeccable
(m) propriety
(n) pulverize
(o) sequester
2. Use short words. Use a word processing thesaurus to select short words to replace these long
words.
Long Words Short, Understandable Words
(a) whimsical
(b) facsimile
(c) consolidate
(d) reproduction
(e) reasonable
(f) confederate
(g) vacillation
(h) prerogative
(i) clandestine
(j) amalgamate
(k) representation
(l) incorporate
(m)surreptitious
(n) lackadaisical
(o) capacitate
3. Use appropriate nontechnical words. Use an online dictionary and word processing thesaurus to
select nontechnical words to replace each of these technical words.
Technical Words Nontechnical Words
(a) dividend
(b) prosthesis
(c) equity
(d) hypothesis
(e) asset
(f) invoice
(g) assessment
(h) tabloid
(i) flyleaf
(j) debug
(k) amplify
(l) emporium
(m)generate
 (n) chronicle
(o) matriculate

Principle 2: Use Specific, Precise Words. Select specific words to replace these vague words.
Vague Words Specific, Precise Words
(a) book
(b) early
(c) building
(d) equipment
(e) nice
(f) flower
(g) soon
(h) early
(i) transportation
(j) periodically
(k) car
(l) tree
(m)airline
(n) slow
(o) late

Principle 3: Choose Strong Words. Work with another student to select power words to replace these weak
words.
Weak Words Strong Words
(a) let go
(b) remiss
(c) inexpensive
(d) request
(e) suggest
(f) refrain
(g) injure
(h) big
(i) decline
(j) resist

Principle 4: Emphasize Positive Words

List five positive words that would be good to use in messages and five negative words a sender should
avoid using.

Principle 5: Avoid Overused Words

List three sentences with each one including an overused word or phrase. Rewrite the sentences
substituting different words or phrases that have the same meaning but that are not trite from overuse.

Principle 6: Avoid Obsolete Words

Rewrite the following e-mail replacing the obsolete words or phrases, using effective sentence
construction, and using the direct plan of organization.
Attached please find a copy of notes from the conference on the global economy that I attended last week. I
am taking the liberty of sending this to you because I wish to advise you of the changes that are taking place.
Permit me to remind you that if we don’t watch our p’s and q’s in this country, the United States will not
continue to be a trend setter for the world economy. Labor is cheaper in countries such as China, India, and
Russia than in the U.S. and as many as 70 percent of our jobs could be completed in another country because
of digital transferability. Trusting you are well, I remain
Principles of Effective Sentences
Principle 1: Compose Clear Sentences
1. Give sentences unity. Rewrite the following long sentences making them concise and understandable. If
needed, divide the content into more than one sentence to express only one main thought in each sentence.
a. The art show is scheduled to be given on November 14 if all artwork is submitted in a timely fashion; however,
if the artists submit their work late, we may have to reschedule the show for a date at sometimes later in the
future but only time will tell.
b. There are 36 million people from China, India, and Russia who potentially will become part of the free
enterprise system, and this will make a fewer number of jobs available to high school graduates in the United
States
2. Keep related words together. Revise the following sentences to show a clear relationship between the
modifiers and the words they modify:

a. Emilio’s CAT scan was read by a radiologist in India because he could send it during the evening hours.
b. The software needs upgrading for our office because it is old.
c. The fax machine needed repair that was purchased last year.
d. Postal mail is losing customers to e-mail because it is slower
e. The newspapers fell through the bars because they were wet.

Principle 2: Use Short Sentences

Shorten the following sentences by omitting unnecessary words and limiting content. Divide the content
into more than one sentence if necessary.
a. We received your letter of January 15 on company letterhead and responded to it in as quick a fashion as
possible.
b. As head of the human resources department, Mr. Srinivas was happy to have been asked and have the
opportunity to be a part of an interview team for applicants for the new position.
c. Our services include a logistic audit to evaluate your transportation department and warehouse operation,
and the purpose of the audit is to improve your capacity to get your products to market as quickly as possible.
d. Our goal is to affect your bottom line directly in a positive manner.
e. I will call you within the next several days to see when we might schedule an exploratory meeting.
f. The prices that are for the nonfat variety of milk are going up in price.

Principle 3: Prefer Active Voice in Sentences

Change the verbs in the following sentences from passive voice to active voice.
1. A lecture must be prepared by the professor.
2. The building was constructed over three years.
3. Proposals are to be prepared in triplicate.
4. The information was faxed to Brunswick Company on Thursday by Cindy Greene.
5. The cross-country race was won by Liz Morse.

Principle 4: Give Sentences Appropriate Emphasis

Work with another student to create two sentences for each situation.
1. Use length. You want to help students at a local high school understand the importance of performing well on their
upcoming ACT test for college admission. Express this idea in a sentence giving emphasis by sentence length.
2. Use location. Write a sentence that uses location to emphasize the importance of effective interpersonal
relationships to job success.
3. Use sentence structure. Write one or more sentences to tell members of a high school jazz band that their
application to perform in a parade at Disneyland has not been accepted. Use sentence structure to de-emphasize
the no in your sentence(s). Assume that you are the public relations director at Disneyland.
4. Global. Repeat key words. Write a sentence that repeats keywords to emphasize that communication technology
helps create a global society.
5. Be specific or general. Be general instead of specific in writing a sentence that de-emphasizes the grade received
on your chemistry final examination.
6. Use format. Use format in a sentence to emphasize the number of students in your graduating class who will
continue their education.
7. Use mechanical means. Use mechanical means in a sentence to emphasize the importance of attending a
business seminar on job interviews.
Principles of Paragraph Development

Principle 1: Use Short Paragraphs (Objective 3)

Write a four- to five-line opening paragraph of a business letter or e-mail for each situation below.
a. Ask for a refund for a book that you are returning because it was damaged in shipment.
b. Thank a customer for prompt payment of each month’s invoice. Assume the customer has been buying
from your department store for five years.
c. Introduce yourself as the new regional sales representative for a book company.
d. Request a personal leave day to attend the funeral of a close friend.
e. Ask your supervisor for a transfer to a different work location because of an allergy to potted plants located
in your present work area.

Principle 2: Give Paragraphs Unity (Objective 3)

Indicate the sentence that does not belong in each of the following paragraphs:
1. Business communication courses offer students a chance to strengthen a critical skill—effective
communication. Managers say that job success depends on strong communication skills. They list these
specific skills as critical: developing messages from the you–viewpoint, delegating responsibility, and
providing constructive feedback. However, recognition of managerial achievement requires budgeting and
planning for the future.
2. Colleges are building more classrooms and hiring more professors to serve an increasing student
enrollment. The number of students entering college is so large it is referred to as Tidal Wave 2. Over the next
ten years, enrollment projections predict a 25 percent increase in college applicants. College students who
participate in clubs and organizations are more likely to graduate than other students.

Principle 3: Organize Paragraphs Logically (Objective 3)

Using the direct plan, indicate the most logical order of these two groups of sentences by listing their
letters in that order:
1.
a. Economic competitiveness drives school reform.
b. Schools need to upgrade and integrate strong math and science skills in the curriculum.
c. All content areas should improve reading skills.
d. A competitive workforce must have ability to read technical manuals, perform basic math calculations, and
apply science skills in a work setting.
2.
a. The facts in your request clearly supported your position.
b. Your request to attend the conference is approved.
c. Report these expenses to me when you return.
d. Please keep a careful record of your travel expenses.

Principle 4: Give Paragraphs Appropriate Emphasis (Objective 3)

1. Create a paragraph that emphasizes the importance of getting a college education and deemphasizes the
time commitment that is required.
2. Create a paragraph that emphasizes the importance of having a computer connected to the Internet for your
homework and de-emphasizes the cost of purchasing Internet service and computer hardware.

Principle 5: Provide Paragraph Coherence (Objective 3)Using the indirect plan, indicate the most
coherent order for these sentences by listing their letters in that order:
1.
a. Why should you join the National Business Education Association?
b. Don’t wait. Join NBEA today!
c. You will receive valuable publications.
d. In addition, you can exchange ideas with others in your field of study.
2.
a. The evening meal is a perfect time for families to talk and share events of the day.
b. Therefore, it will happen only if family members make having one meal together a priority.
c. Busy lives leave little time for families to eat dinner together.
d. Family members get support and help from being together.