Because a written communication is a substitute for a face-to-face or telephone conversation, write as if you were talking to the reader across your desk. Language that is simple, clear, and dignified is suitable for both the conversation and the written document. Don't use long, blown-up words just because your communication is written instead of spoken. Often in our attempt to write with dignity we fall into the trap of thinking that big words and an inflated style will give our writing the proper tone. Readers do not respond favorably to pretentiousness. What we mistakenly call dignity, they call pomposity.

Avoid "COIK" language and technical terms

Every profession or business develops its own specialized vocabulary. Its members who speak this language fluently are set apart from the great majority to whom it is only jargon. If you are writing to another member of your profession, there is no reason why you should not use the terms both of you understand. These terms are a kind of shorthand both members understand; you can say things much more briefly and exactly than you can if you must use the language outside your profession.

But if you are writing to someone outside this charmed circle, don't use the specialized language of your profession unless you are sure he, too, understands it. Your language is to him "COIK”—a word coined from the initials of the words "Clear Only If Known." The computer language of data processing is COIK to the Administration employee; the jargon of the personnel clerk is COIK to the revenue agent. If you must use this language in your writing to persons who may not understand it, try to explain the technical terms.

Some common words have taken on a specialized meaning for us. We understand this meaning, and we assume-falsely in many casesthat the reader also knows the meaning. For instance, we say, “The tax will be abated." According to the dictionary this can mean either reduced or eliminated. Few taxpayers understand the steps and the time involved to associate a claim or process a case. When we speak of "making a determination," we mean a specialized procedure carrying legal weight for the Service. To the taxpayer these words may be only a fancy way of saying "making up your mind."

Some of our language comes from the legal vocabulary that is part of Revenue's foundation. By all means use these terms when you write to lawyers; avoid them when you write to lay taxpayers.

Use specific words

Don't think you must strike all abstract words from your writing. Many of the subjects we discuss are abstract, and to try to express these generalities in specific words will make our communications longer and no clearer. If we follow two general principles, however, we will do much to make our writing more specific:

1. Don't hide behind blown-up words.

2. Be as specific as you can.

It is not always possible to make clear-cut statements. Sometimes policy or circumstances require us to write in generalities. Recognize these times and respect them. Don't, on the other hand, write in polysyllabic generalities when there is no need for doing so.

These are the expressions that have given government writers the reputation for using hedging, protective language-for never making a direct statement.

Use words economically

Too many words-even simple ones-waste your reader's time and hinder

his understanding of your message. One of the greatest faults of the language in our writing is using too much of it. Sometimes omitting the unnecessary words will solve the problem; more often, your goal should be compression and not omission.

We need to use restraint in applying this principle. If we pare down too enthusiastically what we believe are excess words, we run the risk of lopping off some words that are necessary to make the meaning clear to the reader. Worse, we run the further risk of making the writing curt and abrupt. It is false economy to save words if we risk either result. Use enough words to be both clear and courteous; there will still be enough useless ones for you to trim away.

For Conciseness

For instant improvement in your writing, try some of these techniques to shorten and sharpen your writing:

(2) Change clauses or phrases to single words: There are certain questions which

relate to this issue which are not discussed in this report. The only principle which is applicable ...

We would like to have you give this your prompt attention.

Certain relevant questions are not discussed in this report.

The only applicable principle . . .

Please give this . . .

...

A trademark of government writing is the long prepositional phrase standing for one word. These phrases grow out of a pretentious style, indirect phrases, and passive verbs. If we made no other improvement in our writing but changing these long-winded phrases to single words, both writers and readers would benefit.

Some of the excess words in our writing come from saying the same thing twice. We need not say, "We are AT THE PRESENT TIME preparing our report." The present tense, "are preparing," says that the action is going on now.

Don't say

truly relevant information

a check in the amount of $10 returns for the years 1973 and 1974

We must postpone the decision until a later date.

Avoid overuse of the passive voice

Try these

relevant information

a check for $10

returns for 1973 and 1974

We must postpone the decision.

Curb the tendency of letting too many "it" and "there" constructions