THINK. BE ACCURATE. HOW YOU WRITE ESTABLISHES YOUR IMAGE. 2/24/2015

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1 THINK. BE ACCURATE. Trite Correspondence Phrases Useless Subjective Modifiers (Intensifiers) Words with Multiple Meanings Silly and Dangerous Words and Phrases Obscure Absolute Modifiers Misused Superlatives Unequivocal (Absolute) Statements HOW YOU WRITE ESTABLISHES YOUR IMAGE. 1

2 HOW YOU WRITE ESTABLISHES YOUR IMAGE. YOUR IMAGE IS WHOM OTHER PEOPLE SEE YOU AS. REMEMBER THIS You are a professional. Professionals are the most accomplished people a society can have. Society expects its professionals to have mastery of their own language. As such You do not have the luxury of saying, You should have known what I meant. The rejoinder is, I had every right to assume you meant what you wrote. 2

3 AND THE COURTS USUALLY AGREE. TRITE CORRESPONDENCE PHRASES DO YOU WANT TO BE SEEN AS TRITE? 3

4 DO YOU WANT TO BE SEEN AS TRITE? Banal Clichéd Cobwebby Commonplace Stale DO YOU WANT TO BE SEEN AS TRITE? Banal Clichéd Cobwebby Commonplace Stale Shopworn Stereotypical Musty Hackneyed Tired OR AS THE ANTONYM? 4

5 OR AS THE ANTONYM? Fresh OR AS THE ANTONYM? Fresh New OR AS THE ANTONYM? Fresh New Novel 5

6 OR AS THE ANTONYM? Fresh New Novel Original DON T BE TRITE DON T WRITE THIS 6

7 DON T WRITE THIS Enclosed please find BUT EVERYONE DOES IT THAT WAY! BUT EVERYONE DOES IT THAT WAY! THINK 7

8 WHEN EVERYBODY DOES IT THE SAME WAY, THEIR IMAGES ARE ALL THE SAME. WHEN EVERYBODY DOES IT THE SAME WAY, THEIR IMAGES ARE ALL THE SAME. WHEN THINGS APPEAR TO BE ALL THE SAME, YOU CAN ASSUME YOU LL GET THE SAME RESULT NO MATTER WHICH YOU USE. THAT S THE DEFINITION OF A COMMODITY. THEY RE ALL THE SAME. DOESN T MATTER WHOM YOU USE. 8

9 THAT S THE DEFINITION OF A COMMODITY. THEY RE ALL THE SAME. DOESN T MATTER WHOM YOU USE. MIGHT AS WELL USE THE ONE THAT S CHEAPEST. DO YOU WANT TO BE PERCEIVED AS A COMMODITY? Good morning, Mr. Phelps. I ve enclosed our proposal for your consideration. I believe 9

10 Good morning, Mr. Phelps. I believe the proposal I m conveying DON T WRITE THIS DON T WRITE THIS Please see the enclosed report 10

11 Please see the enclosed report DON T WRITE THIS DON T WRITE THIS including, but not limited to 11

12 Including means comprising part of a whole. Including means comprising part of a whole. It does not mean whole, all, everything, or everyone. The legal community added but not limited to in a losing effort to get more for their clients than their clients bargained for, an effort the courts have struck down due to the foreseeability rule. 12

13 THE CASE OF THE LOL AND HOME INSPECTION STOP USING LEGAL JARGON! Words like hereinabove or hereinbelow have no place in geoprofessionals instruments of professional service. The legal community likes to use $20 words when 20-centers will do. 13

14 The legal community likes to use $20 words when 20-centers will do. Why do you think they re called $20 words? The legal community likes to use $20 words when 20-centers will do. Why do you think they're called $20 words? hereinabove = above or before The legal community likes to use $20 words when 20-centers will do. Why do you think they're called $20 words? hereinabove = above or before hereinbelow = below or after 14

15 Face it: We do not need to write, The population of our planet includes, but is not limited to, John Bachner. Face it: We do not need to write, The population of our planet includes, but is not limited to, John Bachner. works just fine. Face it: We do not need to write, The population of our planet includes, but is not limited to, John Bachner. works just fine. CAN T HANDLE THE WITHDRAWAL? 15

16 Face it: We do not need to write, The population of our planet includes, but is not limited to, John Bachner. works just fine. CAN T HANDLE THE WITHDRAWAL? THEN TRY Face it: We do not need to write, The population of our planet includes people such as John Bachner. DON T WRITE THIS 16

17 DON T WRITE THIS This is just a friendly reminder This is just a friendly reminder It s not friendly. It s just a reminder. This is just a friendly reminder It s not friendly. It s just a reminder. And usually it s a threat; e.g.: 17

18 This is just a friendly reminder that you need to pay up in ten days or we ll break your mother s knees. DON T WRITE THIS DON T WRITE THIS Having said that 18

19 Having said that MEANS NOTHING! Having said that EXPUNGE IT FROM YOUR VOCABULARY! DON T WRITE THIS 19

20 DON T WRITE THIS If you have any questions, please do not hesitate to ask. DON T WRITE THIS If you have any questions, please do not hesitate to ask. It s so trite, it has no meaning anymore. And it s useless anyway. DON T WRITE THIS 20

21 DON T WRITE THIS Respectfully submitted Respectfully submitted How do you even do that? DON T WRITE THIS 21

22 DON T WRITE THIS MAYBE DON T WRITE THIS MAYBE Dear It sounds weird in s 22

23 It sounds weird in s and it s starting to sound weird no matter in what form of communication a writer uses it as a salutation. It sounds weird in s and it s starting to sound weird no matter in what form of communication a writer uses it as a salutation. Unless the addressee is dear to the writer. ALTERNATIVES 23

24 Hello, John. ALTERNATIVES ALTERNATIVES Hello, John. I hope this letter finds you well, John. ALTERNATIVES Hello, John. I hope this letter finds you well, John. Greetings, John. 24

25 ALTERNATIVES Hello, John. I hope this letter finds you well, John. Greetings, John. I m delighted to submit our report, John, because I believe our findings will delight you! BUT NO ONE DOES IT THAT WAY! BUT NO ONE DOES IT THAT WAY! Which is a pretty good reason to give it a try. 25

26 USELESS SUBJECTIVE MODIFIERS (INTENSIFIERS) HOT IS A SUBJECTIVE MODIFIER BECAUSE MY HOT MAY BE 50F WARMER OR COOLER THAN YOUR HOT HOW HOT IS VERY HOT? 26

27 HOW HOT IS VERY HOT? Which is why very is a useless subjective modifier. SO ARE quite really somewhat rather pretty much sort of in a very real sense WORDS WITH MULTIPLE MEANINGS 27

28 You cannot be accurate if your reader or listener is unsure of what you mean. Many words have multiple meanings, opening the door to confusion. By keeping it simple you can help ensure accuracy; i.e., correct interpretation by the reader. Many words have multiple meanings, opening the door to confusion. By keeping it simple you can help ensure accuracy; i.e., correct interpretation by the reader. But use a dictionary to ensure you get it right. 28

29 You have to work at it. Even newspaper editors can get it wrong; even those who work for The Washington Post THE CASE OF THE THE PALEONTOLOGIST S BONES 29

30 In the event that CONTRACTOR exposes bones that could be mammalian, CONTRACTOR shall contact the paleontologist to come to the site and examine the bones. If the paleontologist believes the discovery is significant, CONTRACTOR shall work with the paleontologist to recover the bones. In the event that CONTRACTOR exposes bones that could be mammalian, CONTRACTOR shall contact the paleontologist to come to the site and examine the bones. If the paleontologist believes the discovery is significant, CONTRACTOR shall work with the paleontologist to recover the bones. The contest was over four hours. 30

31 The contest was over four hours. The client was in court suing the geoprofessional for an alleged four-hour overcharge. The contest was over four hours. The client was in court suing the geoprofessional for an alleged four-hour overcharge. OR The contest was over four hours. The client representative and his trusted geoprofessional advisor played golf for more than four hours. 31

32 The contest was over four hours. The client representative and his trusted geoprofessional advisor played golf for more than four hours. As you were smiling, I thought I d ask for a raise. As you were smiling, I thought I d ask for a raise. 32

33 As you were smiling, I thought I d ask for a raise. Because you were smiling, or while you were smiling? As you were smiling, I thought I d ask for a raise. Don t use as. Use because or while to make your meaning clear. Since you were smiling, I thought I d ask for a raise. 33

34 Since you were smiling, I thought I d ask for a raise. I saw you smiling last week, and since then I ve been thinking that it may be a good time to ask for a raise. Since you were smiling, I thought I d ask for a raise. Use since to indicate from a time in the past to the present. Use because to indicate causation. From now on we will meet biweekly. 34

35 From now on we will meet biweekly. From now on we will meet biweekly. Twice a week, or once every other week? From now on we will meet biweekly. Make your meaning clear: Use twice a week or once every other week. 35

36 From now on we will meet biweekly. YOU RE THE PROFESSIONAL. IT S UP TO YOU TO BE SURE YOU ARE UNDERSTOOD. USE From now on we will meet biweekly. YOU RE THE PROFESSIONAL. IT S UP TO YOU TO BE SURE YOU ARE UNDERSTOOD. USE WORDS THAT YOU ARE CONFIDENT READERS OR LISTENERS WILL UNDERSTAND. From now on we will meet biweekly. ASK A SEVENTH-GRADER 36

37 I want you to report verbally next week. I want you to report verbally next week. I want you to report verbally next week. In writing or orally? 37

38 I want you to report verbally next week. In writing or orally? Verbally means through the use of words ; thus, waving one s hands without speaking comprises nonverbal communication. I want you to report verbally next week. Both writing and speaking are verbal communication. Therefore I want you to report in writing next week. OR 38

39 I want you to report in writing next week. OR I want you to report orally next week. SILLY AND DANGEROUS WORDS AND PHRASES SILLY 39

40 SILLY these ones these ones SILLY 40

41 SILLY Where are you at? Where are you at? SILLY 41

42 SILLY past past As in past experience. SILLY 42

43 SILLY different different Six different reasons SILLY 43

44 SILLY point in time point in time point in time this point in time = now 44

45 point in time this point in time = now that point in time = then SILLY SILLY Try and get it done. 45

46 Try and get it done. Try and get it done. Two verbs = Two actions Try and get it done. Two verbs = Two actions Try something [unmentioned] and get it [undefined] done. 46

47 Try to get it done. SILLY SILLY Plan on getting it done. 47

48 Plan on getting it done. This means, In your planning, assume you will get it done; i.e., plan on the basis that you will get it done. Plan on getting it done. It does not mean, Plan to get it done. where the purpose of the Plan it to get it done. SILLY 48

49 SILLY ten years of age ten years of age ten years of age 49

50 ten years oldaof DANGEROUS ten years oldaof Recognize the matter of currency. If you write ten years old, that s as of the date of the document. It s better to refer to the start date of someone or something, because age then changes depending on when the document is read. 50

51 Born in 2002 Created in 2002 Constructed in 2002 Built in 2002 Conceived in 2002 DANGEROUS Born in 2002 Created in 2002 Constructed in 2002 Built in 2002 Conceived in 2002 DANGEROUS Born in

52 DANGEROUS Born in 2002 Accurate but imprecise had 365 days. People or things that were born in 2002 could be separated by as much as a year. DANGEROUS Created in 2002 DANGEROUS Created in 2002 Vague. 52

53 DANGEROUS Created in 2002 Vague. Conceived? Completed? DANGEROUS Constructed in 2002 DANGEROUS Constructed in 2002 Vague. 53

54 DANGEROUS Constructed in 2002 Vague. Construction started? Construction ongoing? Construction completed? DANGEROUS Constructed in 2002 Vague. Construction started? Construction ongoing? Construction completed? DANGEROUS Built in

55 DANGEROUS Built in 2002 Same as constructed DANGEROUS Built in 2002 Vague. Construction started? Construction ongoing? Construction completed? DANGEROUS Conceived in

56 DANGEROUS Conceived in 2002 Probably inaccurate. DANGEROUS Conceived in 2002 Probably inaccurate. Conception occurs before design, even though some people may refer to the design stage as the conception phase. DANGEROUS 56

57 DANGEROUS A number of A number of The excavation contractor will encounter a number of boulders at the six-foot level. THE CASE OF THE BLASTED EARTH 57

58 DANGEROUS Several Are several more or less than a number of? And if there are only several, can t you count? 58

59 DANGEROUS DANGEROUS 10/11/ /11/2012 October 11, 2012 or November 10,

60 OCT/11/2012 DANGEROUS DANGEROUS 12:00 am 12:00 pm 60

61 12:00 am 12:00 pm Which is noon? Which is midnight? 12 midnight 12 noon 12 midnight 12 noon USE A BETTER WAY! 61

62 USE 24-HOUR TIME 2400 hours 1200 hours 0800 hours 1240 hours hours workday DANGEROUS 62

63 DANGEROUS days We will meet again in 15 days. We will meet again in 15 days. Business days or calendar days? 63

64 We will meet again in 15 days. Which business days? Do we all celebrate the same holidays? INCLUDE DEFINITIONS IN CONTRACTS AND REPORTS DANGEROUS 64

65 DANGEROUS In general compliance with DANGEROUS In general compliance with In general accordance with TRANSLATION 65

66 We acknowledge that the standard exists, but we re not going to comply with it, because we don't have to, and we re not going to tell you what we are going to do. OBSCURE ABSOLUTE MODIFIERS 66

67 USE THESE WITH CARE ideal perfect unique bald square circular MISUSED SUPERLATIVES IN PARTICULAR 67

68 IN PARTICULAR minimum minimize IN PARTICULAR minimum minimize maximum maximize UNEQUIVOCAL (ABSOLUTE) STATEMENTS 68

69 Avoid unequivocal statements that overstate a situation, no matter how hard the client s representative and/or the client's attorney demands otherwise. Don t weasel-word. Present facts as facts and opinions as opinions, if only because doing so achieves accuracy. No buried structures exist at the site. 69

70 No buried structures exist at the site. No buried structures exist at the site. This statement is a guarantee that no structures are buried anywhere under the site s surface. No buried structures exist at the site. The statement creates what s called a contractual liability. 70

71 No buried structures exist at the site. Because a contractual liability can significantly magnify a firm s overall liability, and because No buried structures exist at the site. insurance companies cannot control what s promised, they do not cover contractual liabilities. As such No buried structures exist at the site. contractual liabilities greatly expand overall liability while eliminating insurance coverage for it. 71

72 REMEMBER Don t weasel-word. Present facts as facts and opinions as opinions, if only because doing so achieves accuracy. No buried structures exist at the site. 72

73 In our opinion, no buried structures exist at the site. WHY? Based on our limited subsurface exploration, we believe no buried structures exist at the site. 73

74 WHY WAS IT LIMITED? Owner-provided documents indicated no buried structures exist at the site. At the owner s request, we conducted a limited study (see Appendix I) to verify the validity of those documents. SHOULD IS OFTEN USED AS A WEASEL-WORD. 74

75 SHOULD IS OFTEN USED AS A WEASEL-WORD. You should do this or that. But you don t have to. And if you don t, it s not our fault. THE CASE OF THE UNEMPHASIZED WARNING In order to keep settlement to within two inches, the excavation contractor should install 75

76 Four methods are available to help minimize settlement. In this case, however, given sitesubsurface conditions, the excavation contractor must, in our opinion, install THAT S IT! Our next webinar is on PROOFREADING WE VE CHANGED THE DATE TO NOVEMBER 7 76

77 Questions? Just Thank you! 77