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Media detailsThere are certain words in English that do their jobs very well without drawing too much attention to themselves. We use them all the time in conversation, which means that they haven’t picked up any unpleasant connotations. Using them is the easiest way to improve your tone of voice – or, in other words, the easiest way to make your readers understand quickly and easily what you are trying to say, and think well of you.
Jargon, cliché, officious language and tired words all have the opposite effect. By replacing them with neutral, conversational language, you can get your messages to slip into your readers’ consciousness effortlessly, like the spoonful of sugar that helps the medicine go down.
Not all of the suggested replacements will work every time – you’ll need to think of your own. And some of the officious words have their place: sometimes “within” is precisely the right word. The point is that people who have an officious tone habitually use “within” where “in” would work just as well, and their off-putting tone of voice is the cumulative effect of hundreds of these little choices of words.
Officious |
Conversational |
amongst |
among |
appropriate |
right |
bring someone into the loop |
tell someone what’s going on |
fine-tuned |
adjusted, changed, altered, fixed, amended, adapted, tailored, modified, tweaked |
going forward |
in future (in almost every case “going forward” can be deleted altogether without harming the sense of the sentence) |
herewith |
here’s or here is |
is a driver for (as in “the market is a driver for companies to assess risk accurately”) |
forces, compels, makes, encourages (or turn the sentence around and use the word “because”) |
key |
important, vital, essential, main, significant, weighty, momentous, far-reaching, crucial, urgent, serious, valuable, considerable – or just leave it out |
make sure we’re all on the same page |
make sure we all agree / know what’s going on |
mitigate |
improve, counter, counteract, alleviate, temper, reduce |
myself |
me |
opportunities explored |
options considered, alternatives weighed up, preferences chosen, decisions taken |
perspective |
point of view |
please do not hesitate to contact me |
I’m around tomorrow if you want to catch up / give me a call – or email – if you’d like to have a chat |
please find attached |
I have attached / the file I’ve attached shows… |
progress (as a verb) |
get going / sort out / deal with (or say what you will actually do) |
reflect (as in “increased the director’s pay to reflect the excellent performance of the business”) |
recognise, show, demonstrate, reveal, bear out, indicate, express (or, best of all, turn the sentence around and use the word “because”) |
reflect (as in “members should reflect on whether…”) |
decide (best because it requires something to happen as a result of the reflection), consider, make up one’s mind, make a decision, think about, deliberate, discuss |
regarding / with regard to |
about |
scope (as in “a further review of the scope of the VAT exemption”) |
extent, range, reach, span, ambit, breadth, limits, area |
scope (as in “the scope of the work” or “outside of scope”) |
remit, programme, task, job we were asked to do |
scope (as in “there is scope for further acquisitions”) |
possibility, prospect, potential, promise, capability, option, choice, opportunity, leeway, capacity, latitude (or change the sentence: “we could make further acquisitions”, “further acquisitions are possible”) |
step change |
transformation, revolution, renewal, reorganisation, metamorphosis |
subject to |
depending on / when / if / as long as |
take forward |
lead, develop, introduce, complete (or better still say what will actually be done) |
whilst |
while |
within |
in |
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