Avoid Contractions

Contractions are a feature of informal and spoken language, along with other features like slang. Avoid using contractions in formal writing.

Formal language should be clear and precise, which is why full word forms are usually preferred. Contractions can sometimes create ambiguity.

For example, the 's could be a contraction of is or has. It could also be the possessive 's.

• David's tired. (David is tired.)

• David’s been waiting all day. (David has been waiting all day.)

• David’s taxi has arrived. (Possessive)

It may be possible or appropriate to use contractions in some types of formal writing.

Contractions could possibly be used in these situations:

• Writing that is supposed to be light and conversational, like some personal writing tasks

• Direct quotations that include contractions

The Minister for Health said, “There won't be any major changes."

• Using set idioms that contain a contraction

The apple doesn’t fall far from the tree.

• Making a special comment in your own voice, such as in a footnote

Avoid Wordiness

Wordiness occurs when communication is over-complicated with words or structures that are excessive, unnecessary, or poorly placed.

Ideas can sometimes be expressed in different ways. Keep formal writing clear and concise.

Wordy writing: Bindi is not as short as she used to be.

Clear writing: Bindi is taller than she used to be.

Especially in formal writing, it is important to choose words carefully. Every word should clearly express its own meaning and be important. If you take a word away, it should change the meaning of the sentence.

Sometimes people try to improve descriptions by using extra adjectives or adverbs. This can be a problem if they use too many synonyms that give the same information. When the extra synonyms are not helpful, this is called redundancy.

We can test the usefulness of each word by taking one away.

The meal was tasty and delicious.

The meal was tasty and delicious.

Both sentences have basically the same meaning, so we should avoid repetition by only choosing one adjective.

Adjectives and adverbs can be strengthened with modifiers like very or really. This can be too wordy. When writing professionally, choose a stronger descriptive word that can give the same meaning with one word instead of two.

He is very funny. -> He is hilarious.

The children are very tired. -> The children are exhausted.

Phrasal verbs are generally more informal. There is usually a single verb that can be used in the same place.

I dropped in at John's house. -> I visited John's house.

Stephanie is going out with Pete. -> Stephanie is dating Pete.

Sometimes it is sentence structures and poorly organized information that cause wordiness.

The Passive Voice involves a grammatical structure that can create a wordier sentence. Changing these to the Active Voice may create a clearer sentence.

Passive: The towels have been folded and the floor has been vacuumed.

Active: We folded the towels and vacuumed the floor.

The Passive Voice is not always incorrect in formal writing, but it is often discouraged.

Other confusing structures include awkwardly placed clauses. It may be necessary to remove certain information, or restructure sentences.

Wordy Structure: Those diplomats with red ribbons, who can speak more than four languages, are absolutely dedicated to their work.

Concise Formal Structure: Those diplomats with red ribbons can speak more than four languages. They are absolutely dedicated to their work.

In formal English writing, express your ideas in a logical order. If every word is important, every idea should also be relevant, well-presented, and go directly to the point.

TIP: Asking somebody else to read your composition can show whether it is clear and easy to understand.

Avoid Vague Words

Choose precise words that give your intended meaning with strength and clarity.

Avoid using general words when there could be specific word choices to give more complete meaning. Basic nouns can be modified with adjectives, or exchanged for more descriptive ones.

Vague: He felt like having a drink.

Specific: He felt like having a nice, cold beer.

Choose descriptive verbs when possible.

Vague: The cat climbed up the tree and moved along the branch toward the bird.

Descriptive: The cat leapt up the tree and stalked along the branch toward the bird.

Remember that additional information can improve a description, but that every word should be uniquely helpful. It may be important to write more expressively, but care should be taken to avoid wordiness.