Writing Clearly and Concisely

1. Choose the word that most clearly conveys your meaning.

English words generally have two types of meanings: a denotative meaning (the descriptive dictionary
definition of a word) and a connotative meaning (the emotional impact of a word). The connotation can be
positive or negative. For example, the words slender, thin, and skinny have the same denotative meaning,
but very different connotations.

2. Always follow this, that, these and those with a noun.

 Unclear: I will take this. (This what?)
 Clear: I will take this dog.
 Unclear: I do not want that. (Want what?)
 Clear: I do not want that book.

3. Eliminate unnecessary phrases and redundancies.

 Correct: We will be home in ten days.
 Incorrect: We will be home in a period of ten days.

4. Use clear and straightforward language.

 Correct: I have noticed many weeds growing around the building.
 Incorrect: It has come to my attention that there is a vast proliferation of undesirable vegetation
surrounding the periphery of this facility.

5. Avoid starting sentences with “there is”, “there are’, or “it is”.
 Correct: Four officers report to the captain.
 Incorrect: There are four officers who report to the captain.

6. Eliminate extra nouns.

 Correct: Luis was interested in data processing.
 Incorrect: Luis was interested in the data processing field.

7. Eliminate filler words such as "that", "of", or "up".

 Correct: I said I was tired.
 Incorrect: I said that I was tired.

 Correct: I stepped off the curb.

 Incorrect: I stepped off of the curb.

 Correct: I got on the ladder.

 Incorrect: I got up on the ladder.

8. Avoid unnecessary “fancy” words; use straightforward words.

Fancy word Straightforward word
 ascertain  find out
 commence  begin
 constitute  make up
 fabricate  build
 initiate  begin
 terminate  end
 utilize  use

9. Eliminate vague pronoun references!

Many papers are riddled with vague or ambiguous uses of “this” or “it.” When the referent may
not be clear to the reader, you should follow “this” with a noun or noun phrase, or to replace “it” with a
noun/noun phrase.

10. Replace vague words with specific ones.

Vague words tend to be abstract and can conceal your meaning. Specific words, on the other
hand, precisely and shortly convey your meaning. For instance, suppose you are describing a new product
your company is developing:

o Vague: The Acme Corporation is developing a new consumer device that allows users to
communicate vocally in real time.
o Specific: The Acme Corporation is developing a new cell phone.
 Readers may not immediately understand what the first sentence describes. Is this a brand new
kind of device? Or a device they’ve never heard of? The second sentence, on the other hand, says exactly
what the product is, leaving little room for doubt.

11. Replace multiple negatives with affirmatives.

Multiple negatives require your readers to interpret your meaning. Affirmatives, instead, convey concise
meaning that needs no interpretation.
 Before: Your audience will not appreciate the details that lack relevance.
 After: Your audience will appreciate relevant details.
ONE OF THE CLEAREST SIGN OF THE BAD LEGALWRITER IS THE DOUBLE NEGATIVE.
o "not uncommon"
o "failed to show inability"
o "not insignificant"
o "not uncomplicated"
o "no small part"
o "not incapable"
o "not inappropriate
GOOD WRITERS USE SINGLE POSITIVES
 "common"
 "showed ability"
 "significant"
 "complicated"
 "large part"
 "capable"
 "appropriate"

12. Avoid noun strings - noun strings can confuse readers, as they are difficult to understand.

 Before: The Acme Corporation continues to work on the cell phone case configuration revision project.
 After: The Acme Corporation is developing a redesigned cell phone case.

13. Pay attention to sentence length and emphasis - Use short sentences to emphasize a point; use longer
sentences to connect ideas more elegantly and for better emphasis. Use subordination and coordination to connect
ideas.
This report provides operational information about the electrical equipment the Acme Corporation recently
installed at their headquarters in Los Angeles (long sentence). The equipment will increase energy efficiency by 25%
(short sentence).

14. Use transitions.

Transitions are words and phrases that indicate connections between sentences. You should use
them at the beginning or in the middle of sentences to connect ideas by.

 time: before, after, during, while, until

 space: above, below, inside
 cause and effect: as a result, because, since
 similarity: as, likewise, similarly
 contrast: although, however, on the other hand

15. Monitor and reduce nominalizations.

Nominalizations occur when a verb is used as a noun. Try to avoid the unnecessary use of these! They sap
your prose of energy and make writing less clear:

 occur—occurrence
 evaluate—evaluation
 execute—execution
BAD LEGAL WRITERS TURN VERBS INTO NOUNS, AND THEN ADD AN EXTRA VERB TO TAKE THE PLACE OF THE ONE
THEY CONVERTED
a) "reached a conclusion"
b) "granted a continuance"
c) "involved in a collision"
d) "take action"
GOOD WRITERS JUST USE THE FIRST VERB
a) "concluded"
b) "continued"
c) "collided"
d) "act"
SPOTTING GUIDE Look for words ending in "ion."
16. FEAR OF CALLING THINGS BY THEIR NAMES.
BAD LEGAL WRITERS ARE AFRAID TO CALL THINGS BY NAME, USING GENERIC TERMS INSTEAD.
 The plaintiff
 The defendant
 The day in question
 The scene of the accident
 Her place of employment
GOOD WRITERS GIVE THEIR CHARACTERS NAMES.
 Susan Jones
 Michael Fitzhugh
 June 3rd
 In the parking lot
 Pizza Hut

17.VERBOSITY.
BAD LEGAL WRITERS USE RUN-ON SENTENCES CONTAINING NUMEROUS QUALIFYING PHRASES.
"The court in Chester v. Morris, a case involving a similar traffic accident, held that a person riding a bicycle must
adhere to the same standards as a person driving a car, although it limited its holding to the facts of that case, which
included the fact that the bicyclist was intoxicated."
GOOD WRITERS USE SEVERAL SHORT SENTENCES.
"Chester v. Morris involved a similar traffic accident. The court held that a bicyclist must adhere to the same
standards as a person driving a car. The opinion is limited to situations in which the bicyclist is intoxicated."
18. PHRASES WITH ABSOLUTELY NO MEANING WHATSOEVER.
AND THE CLEAREST SIGN OF THE BAD LEGAL WRITER IS THE USE OF TOTALLY MEANINGLESS (AND
USUALLY POMPOUS) PHRASES.
"I would like to point out that Chester v. Morris was overruled"
"I would argue that Chester v. Morris is not applicable."
"It should be noted that Chester v. Morris was decided before the statute was amended."

GOOD WRITERS OMIT THEM.

"Chester v. Morris was overruled"
"Chester v. Morris is not applicable."
"Chester v. Morris was decided before the statute was amended."

What does writing clearly and concisely mean? Writing clearly and concisely means choosing your words
deliberately and precisely, constructing your sentences carefully to eliminate deadwood, and using grammar properly. By
writing clearly and concisely, you will get straight to your point in a way your audience can easily comprehend.
Why should I write clearly and concisely? To succeed in your communication, you need to keep your audience’s
attention, and your audience needs to read through documents effortlessly and with understanding. If your writing is difficult
to follow, your readers may lose interest (and patience).

Tips to Write Clearly and Concisely

F Format Are there any structural requirements for the document?

O Objective What are your purpose in preparing/using the document?
R Readers Who are the audience for this document?
M Message What is the overall content of the document?
A Analysis How does the document represent the factual/legal issues?
L Language What is an effective style of language for the document?