Words that define help the reader to identify the concept you are explaining. This sample omits the defining words that could help the reader follow the text:

Storm water is currently monitored through periodic water sampling at nine drainage pipes from the housing development and four drainage pipes from nearby farmland. The goal of the project was to identify the concentrations of lawn fertilizer, crop fertilizer, and weed killer from lawns and farmland present in discharges. They showed larger amounts of fertilizer than expected.

The writer has omitted defining words that would help the reader follow the statements. This is the same sample with the defining words added in red.

Storm water is currently monitored through periodic water sampling at nine drainage pipes from the housing development and four drainage pipes from nearby farmland. The goal of the project was to identify the concentrations of lawn fertilizer, crop fertilizer, and weed killer from lawns and farmland present in storm-water discharges. They Samples from the housing development and farmland drainage pipes showed larger amounts of both lawn and farmland fertilizer than expected.

The reader might have been able to surmise the meaning without the defining words, but the author may have meant something different or the reader may have wanted the precise statements to be sure he or she understood the meaning. Adding the words simply makes the writing clearer.

Always prefer to use the fuller statement that includes all the defining words. Add defining words when you have any doubt that the reader will understand.

Avoid abbreviations and acronyms.

Avoid using abbreviations and acronyms unless the reader knows them well. For example, you would use "IBM" or "UNESCO" because those abbreviations are common knowledge. If your company referred to the employment review process as ERP and every employee knew that, you could use the abbreviation in an e‑mail to another employee. However, you should avoid using it in an e‑mail to someone outside of the company who does not know the process unless you believe that other person needs to learn the abbreviation.

The reason for preferring the full set of words is that readers may not remember the abbreviation or may be coming into the e‑mail at a point past the definition when referring to it later. Besides, the full set of words has no negative effects on readers—they don't mind reading them.

If the full set of words is very long, prefer to use a shortened version for it. The shortened version provides the reader with enough of a clue that he or she will recall the original full set of words.

In this example, the writer has created abbreviations on the first page of the e‑mail. Intervening pages are skipped in this illustration and the third page is presented. The reader may not remember the meanings when he or she comes to the third page:

The reason for this e‑mail to you is that we have decided to implement an electronic filing front-end interface (EFFI) that will allow us to eliminate much of the paperwork involved in filing records. The key requirements for the EFFI were that it would not cause undue financial burden on the part of interested parties external to our company and that it would be easy to use. We suggested that if it would create a financial burden, interested parties would have the option of postponing switching to the new system to a future date, at which time compliance would be mandatory. By reducing the routing of physical documents between interested parties, the EFFI would also assist the company in fulfilling its obligations under the reduced paperwork requirements initiative (RPRI). *  *  *  *  *  *   [two pages later] We found that the EFFI did not help with the RPRI because other paperwork was involved in completing the EFFI process. As a result, those who drafted the RPRI were consulted about whether a process such as the EFFI would be exempt from RPRI.

Instead of using abbreviations when corresponding with someone unfamiliar with the abbreviations, prefer to use shortened versions of the original set of words:

The reason for this e‑mail to you is that we have decided to implement an electronic filing front-end interface that will allow us to eliminate much of the paperwork involved in filing records. The key requirements for the electronic filing interface were that it would not cause undue financial burden on the part of interested parties external to our company and that it would be easy to use. We suggested that if it would create a financial burden, interested parties would have the option of postponing switching to the new system to a future date, at which time compliance would be mandatory. By reducing the routing of physical documents between interested parties, the electronic filing interface would also assist the company in fulfilling its obligations under the reduced paperwork requirements initiative. *  *  *  *  *  *   [two pages later] We found that the electronic filing interface did not help with the reduced paperwork initiative because other paperwork was involved in completing the electronic filing interface process. As a result, those who drafted the reduced paperwork initiative were consulted about whether a process such as the electronic filing interface would be exempt from the reduced paperwork initiative.

We would, of course, work at editing the last paragraph so it wasn't so much of a mouthful. However, even so, it is much clearer for readers, especially those who came back later to use this e‑mail for a reference and entered the second page without rereading the first.

Examples of Using Explicit Words and Phrases

The goal of business writing is to achieve our business objectives, not write an article for People Magazine. The business writer must, first and foremost, be so clear he or she cannot be misunderstood. That will mean including more explanatory words and being explicit even when you believe the chances are 95 percent this reader will understand without the explicit defining words. We wouldn't accept 95 percent in brain surgery or airplane performance. We shouldn't accept it in our efforts to achieve our business goals.

Avoid using legal definitions.

In the same way, avoid using legal definitions. Those at the forefront of the plain English movement are encouraging all professionals to use language anyone could understand. They are trying to help lawyers understand that using legal definitions makes their writing unnecessarily unclear. We recommend that you not write text such as this:

This e‑mail is in response to your request for a preliminary proposal for providing programming services to Beckwith, Trainer, and Associates, Inc. (hereinafter "Company"). Pivotal Programming, Inc. (hereinafter "Vendor") will create a record-keeping system for use by agents of Company at their regional offices. Vendor will design, program, and test the program over a period of six months commencing after the contract between Company and Vendor is signed.

Instead, use the complete name or a shortened version of the set of words you are replacing, as in this rewritten version:

This e‑mail is in response to your request for a preliminary proposal for providing programming services to Beckwith, Trainer, and Associates, Inc. Pivotal Programming, Inc. will create a record-keeping system for use by agents of Beckwith at their regional offices. Pivotal will design, program, and test the program over a period of six months commencing after the contract between Beckwith and Pivotal is signed.