- Defining acronyms the first time they appear and spelling out abbreviations at first use. The
reader may not know what is meant.
- Defining special terms. The user needs to understand what is said.
- Avoiding clichés. They are a tired way of expressing what is meant.
- Checking for errors. They distract from the message and show sloppiness.
- Using positive expressions. Avoiding “do not” or “cannot” because such phrases create a
mental block in the reader’s mind.
- Using the active rather than the passive voice. The active voice is strong language; the
passive voice is weak and reveals a tentative writer.
- Arguments should flow logically, such as from the “big picture” to the details, or vice versa.
A chronological order should also be used.
- Track different versions. Assigning a version number to each and noting the date, so
everyone uses the most recent version.