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Style for Readability

Style for Readability. Blay Whitby 2005 blayw@sussex.ac.uk. Style for Readability. Look back in fond remembrance Structure - yet again Micro-structure Sentences Use and abuse of sentences. Layout. Aim: Ease of Reading Techniques: Don't overfill the page Leave space around titles

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Style for Readability

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  1. Style for Readability Blay Whitby 2005 blayw@sussex.ac.uk

  2. Style for Readability • Look back in fond remembrance • Structure - yet again • Micro-structure • Sentences • Use and abuse of sentences Technical Communications

  3. Layout • Aim: Ease of Reading • Techniques: • Don't overfill the page • Leave space around titles • Clear print • Title page • Contents • Page numbers • Names, Dates, Addresses, email, www. Technical Communications

  4. Pace • The rate at which the printed page presents information to the reader In technical writing it should maintain the interest of the T.A.Rathbone(1966) • 'Enables the reader to keep his mind working just a fraction of second behind his eye as he reads along' • See Rathbone's examples Technical Communications

  5. Sections & Paragraphs • Length should be adjusted to meet: • The level of complexity of the topic • The technical level of the T.A. • The position in the report • A good paragraph will convey just one idea Ideally this will stated in a topic sentence, then developed logically • Too long is a far more frequent mistake than too short Technical Communications

  6. Sentences • Just as a well-structured report is easier to read than a poorly-structured one, so a well-structured sentence is easier to read than an unstructured or confused one. Technical Communications

  7. Style for Readability • The ideal sentence should convey just one thought, which should be its primary clause. • Any subordinate clauses should be closely related ideas. • The first and last words are in emphasized positions. • Non-sentences will be penalized. Grammar alone does not a good sentence make. Technical Communications

  8. How many sentences? • Live And Let Die • The Man With The Golden Gun • The Spy Who Loved Me • For Your Eyes Only • You Only Live Twice • On Her Majesty’s Secret Service • From Russia With Love • Never Say Never Again • Tomorrow Never Dies • A View To A Kill Technical Communications

  9. How many sentences? • Live And Let Die √ • The Man With The Golden Gun • The Spy Who Loved Me • For Your Eyes Only • You Only Live Twice • On Her Majesty’s Secret Service • From Russia With Love • Never Say Never Again • Tomorrow Never Dies • A View To A Kill Technical Communications

  10. How many sentences? • Live And Let Die √ • The Man With The Golden Gun • The Spy Who Loved Me • For Your Eyes Only • You Only Live Twice √ • On Her Majesty’s Secret Service • From Russia With Love • Never Say Never Again • Tomorrow Never Dies • A View To A Kill Technical Communications

  11. How many sentences? • Live And Let Die √ • The Man With The Golden Gun • The Spy Who Loved Me • For Your Eyes Only • You Only Live Twice √ • On Her Majesty’s Secret Service • From Russia With Love • Never Say Never Again √ • Tomorrow Never Dies • A View To A Kill Technical Communications

  12. How many sentences? • Live And Let Die √ • The Man With The Golden Gun • The Spy Who Loved Me • For Your Eyes Only • You Only Live Twice √ • On Her Majesty’s Secret Service • From Russia With Love • Never Say Never Again √ • Tomorrow Never Dies √ • A View To A Kill Technical Communications

  13. Voices • Most technical writers over-use the passive voice e.g.   • 'The identification of the of the components in the module is by colour codes.' • The active voice is usually shorter and clearer. • 'Colour codes identify the components in the module'. Technical Communications

  14. Personal and Impersonal Forms • Many authorities (eg. Turk and Kirkman, 1982) suggest using the personal form in preference to the impersonal e.g. • 'I feel that you should continue using JAVA for this task.‘ • Compare:   • 'JAVA would appear to be the most suitable language for this task.' Technical Communications

  15. Personal and Impersonal Forms • Impersonal forms may be becoming old-fashioned. However, don't make it too personal - a technical report is not a letter. • Readability for the T.A. must be the overriding decision criterion - do not make changes just because you suspect something is 'good style'. Technical Communications

  16. Usage of Words • Consider the T.A. Follow the accepted rules of 'good English‘. • Use words accurately - are you sure it means exactly what you want to say (dictionary). • Use words sparingly - is there a simpler, better word? (thesaurus). • Do not use 10 words where one will do. Technical Communications

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