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Communication Skills-II

notes this information may result either in decisions based on incomplete information or in extra
follow-up correspondence to gather the needed information.
3. Use familiar words: Your message must be understood before someone can act on it. So
you must use words that are both familiar to you (so that you will not misuse the word)
and familiar to your readers.
4. Avoid dangling expressions: A dangling expression is any part of a sentence that does
not logically fit in with the rest of the sentence. Its relationship with the other parts of the
sentence is unclear; it dangles. The two most common types of dangling expressions are
misplaced modifies and unclear antecedents.

To correct dangling expressions, (i) make the subject of the sentence the doer of the action
expressed in the introductory clause; (ii) move the expression closer to the word that it
modifies;
Don’t: After reading the proposal, a few problems occurred to me. (As written, the sentence
implies that “a few problems” read the proposals).

Do: After reading the proposals, I noted a few problems.
Don’t: Dr. Ellis gave a presentation on the use of drugs in our auditorium. (Are drugs being
used in the auditorium).

Do: Dr. Ellis gave a presentation in our auditorium on the use of drugs.
Don’t: Robin explained the proposal to Joy, but she was not happy with it. (Who was not
happy—Robin or Joy?)

Do: Robin explained the proposal to Joy, but was not happy with it.
5. Avoid unnecessary jargon: Jargon is technical vocabulary used within a special group.
Every field has its own specialized words, and jargon offers a precise and efficient way of
communicating with people in the same field. Nevertheless, problems arise when jargon
is used to communicate with someone who does not understand it. For example, to a
banker, the term CD means a “certificate of deposit,” but to a stereo buff or computer user,
it means a “compact disc.” Even familiar words can be confusing when given a specialized
meaning.

!

Caution Does the field business communication have jargon? It does. The word jargon
itself might be considered communication, precise and efficient. Competent writers use
specialized vocabulary to communicate with specialists who understand it. And they
avoid using it when their readers are not specialists.

14.1.2 Prefer short and simple Words

Short and simple words are likely to be understood, less likely to distract the reader. Literary
authors often write to impress; they select words to achieve a specific reader reaction, such as
amusement, excitement, or anger. Business writers, on the other hand, write to express; they
want to achieve comprehension. They want their readers to focus on their information, not on
how they convey their information. Using short, simple words helps achieve this goal.
Don’t: To recapitulate, our utilization of adulterated water precipitated the interminable delays.
Do: In short, our use of impure water caused the endless delays.

It is true, of course, that quite often short, simple words may not be available to convey the precise
shade of meaning you want. For example, there is no one-syllable replacement for ethnocentrism

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