This list is based on work originally carried out with fellow technical writers Barbara Jones and Diana Muzrimas.
We started out by collecting phrases that we corrected often enough to feel they should go onto a ‘blacklist’. Now I’ve added some additional ‘usage guidance’ as well.
Disclaimer. The list’s recommendations come with no guarantee.
Blacklisted Phrases |
Examples and Alternatives |
able, ability |
Avoid users are able to customise the toolbar Preferred users can customise the toolbar See also capable, capability |
actionable |
Avoid if possible, unless it means ‘could be the subject of a legal action’ |
adjacent to |
Avoid the code is printed on a label adjacent to the power button Preferred the code is printed on a label next to the power button |
all of the … |
Avoid check that all of the details Preferred check that all details … or check that the details … |
allowed to, not |
Avoid account holders are not allowed to allocate … Preferred account holders must not allocate … |
and/or |
Avoid unless necessary to avoid ambiguity |
as a consequence of |
Preferred because |
at the end of the day |
Omit |
at the present time, at this point in time |
Use now or just omit Avoid at this point in time no decision has been taken Preferred no decision has been taken or (better) we haven’t decided |
aware of |
Avoid site staff are aware of the new communication port settings Preferred site staff know the new communication port settings |
basically |
Omit (almost always) |
basis |
|
below |
The word below is not an adjective, so if you write ‘the below table’ you run the risk of being criticised for being ungrammatical. You can say ‘below the table’, using below as a preposition (like ‘under’)—though the meaning, of course, is quite different—or ‘the table below’, using below as an adverb (more or less like ‘down there’). (Strangely, though, grammarians are starting to recognise above as an adjective, so you can get away with the exactly parallel phrase ‘the above passage’, though that was once similarly disputed.) Avoid See the below table/figure/… Preferred See the table/figure/… below |
capable, capability |
Avoid the system is capable of handling up to ten requests the system has capability to handle up to ten requests provides the user with the capability to set preferences Preferred the system can handle up to ten requests allows the user to set preferences See also: � able, ability |
comprises of, is comprised of |
Avoid the programme is comprised of the following projects Preferred
the programme comprises the following projects |
consequence |
|
Avoid the system exhibits a degradation in response time Preferred the system responses are slower or the system is slower |
|
(Used as verbs or as adjectives) right click right hand left hand left click |
Preferred double-click right-click right-hand left-hand left-click or just click � (The Microsoft Style Guide recommends using ‘click’ and ‘right-click’—even when, for a left-hander, ‘right-clicking’ may actually be done with the left mouse button!) |
Double Negatives not until not illegal not unless not unreasonable |
Avoid it is not unreasonable to expect … Preferred it is reasonable to expect … |
e.g. |
Use only where space is limited (for example, in a table). Preferred for example |
event |
See in the event of |
exist(s) |
Keep this word for philosophical discussions about ontology and the meaning of life. Avoid a second server exists to provide back-up Preferred there is a second server to provide back-up, or just a second server provides back-up |
experience |
Almost always to be avoided (long-winded and pretentious!): Avoid delays in service may be experienced our aim is to provide an enhanced user experience during the system upgrade users may experience a degradation in response time deliver a positive client experience Preferred there may be delays our aim is to improve our user interface or to make our system easier to use the system may be slower during upgrade satisfy the client |
following |
Preferred after |
going forward |
Avoid at all costs. Preferred in the future or from now on |
iaw |
Write in full Preferred in accordance with |
i.e. |
Use only where space is limited (for example, in a table). Preferred that is |
All technical documents provide information or instructions. It’s tedious to keep using the word ‘information’. Avoid this document provides information regarding … for more information regarding xxx, see … this document provides information on how to … Preferred this document is about … for more on xxx, see … this document tells you how to … or this document explains how to … |
|
Avoid a new processor was installed, in order to improve execution time Preferred a new processor was installed to improve execution time |
|
Reword—there’s almost always a simpler way to say it |
|
Avoid in the event of an unexpected system shutdown Preferred if the system shuts down unexpectedly |
|
in view of the fact that |
Preferred because |
inserted in |
Preferred in�����(not in all cases—use judgement) |
In software environments, often thought to be a more ‘elegant’ word for problem or error. But it actually makes the meaning more obscure. Avoid Users should report any issues with the new release to the Help desk Preferred Users should report any problems with the new release to the Help desk |
|
it’s, its |
Incorrect within the majority of it’s networks when its appropriate … when its been decided … Correct within the majority of its networks when it’s appropriate …� or��� when it is appropriate … when it’s been decided … or ��when it has been decided … |
-ize |
Preferred -ise |
left hand |
See double click |
leverage, leveraged |
Although these words are appropriate in certain contexts, don't use them simply as fancy substitutes for use and used, unless you want your documents to read like advertising guff. Preferred use or used (generally says it better) |
located in/on/under/ … |
Omit located Preferred in/on/under/ … |
(as verbs) |
Using a hyphen or running the two words together is correct and easier to read when you use one of these phrases as an adjective or a noun (eg 'set-up procedure' or 'a timeout of one minute'). But when you use the phrase as a verb, it should follow the pattern of 'shut up', 'sit down', 'hold on', and so on. Avoid Users are required to login Next you must set-up your profile Preferred Users are required to log in Next you must set up your profile |
multiple |
Avoid where multiple users share a printer Preferred where more than one user/ several/a number of users share a printer |
Nominalisations implementation termination activities reinstallation |
Nominalisation is forming nouns from other parts of speech, particularly verbs—eg “implementation“ from “implement“. It’s very common in technical and business writing, and chokes the life out many sentences. A verb usually depicts something happening—“data flows”, “a window closes“ or “a computer crashes“—and therefore evokes a vivid mental image. A noun, on the other hand, usually labels a thing and evokes a more static image of something that’s just “there“. If you nominalise a verb, the mental image becomes less vivid and you drain the sentence of some of its life. When a piece of writing befuddles your brain, check out the verbs. Often you’ll find that the author’s nominalised all the strong, active ones and pieced them together with weaker ones like “is“, “has“, “proceeds“, “occurs“, and so on. Avoid responsible for the implementation of the package following the termination of the program monitoring activities undertaken by users of Tivoli the contractor was tasked to undertake reinstallation of the package (or to take carriage of the reinstallation of the package ) Preferred responsible for implementing the package after the program ends [or, if you must, terminates] monitoring what Tivoli users do we asked the contractor to install the package again |
not able to be |
This awkward phrase is often a signal that someone’s trying to evade responsibility for something that happened by making it seem as if it was caused by a shortcoming in some inanimate object Avoid the fault was not able to be found the deadline was not able to be met Preferred we couldn’t find the fault we didn’t meet the deadline or—just maybe!— the deadline was unrealistic |
on a
daily/weekly/monthly/ on a cost-benefit basis |
Avoid passwords are changed on a monthly basis funding for travel is provided on a cost-benefit basis Preferred passwords are changed monthly funding for travel is provided when benefits justify the cost |
order |
See in order to |
prerequisites required |
Preferred prerequisites |
presented |
Avoid the window was presented Preferred the window was displayed |
prior to |
Preferred before |
referenced |
Avoid a list of all sources referenced is provided at the end of the paper Preferred a list of all sources referred to is provided at the end of the paper or references are at the end of the paper |
resource |
Preferred (when referring to a person) employee, staff member, or worker |
right hand |
See double click |
set-up, set up |
See login, log in |
shut-down, shut down |
See login, log in |
singular or plural? |
Often plurals can make for ambiguity. In the following example, it isn’t clear how many switches and how many routers there are per location. Using singulars with each can make things much clearer. Even when there isn’t any danger of ambiguity, switching to a singular can sometimes help the reader to form a clearer mental picture. Avoid At key locations, the XYZ devices are connected between the switches and the two routers. Preferred At each key location, an XYZ device is connected between the switch and each of the two routers. |
slash (or solidus) |
Don’t write word1/word2 just because you can’t decide whether word1 or word2 is the right one. |
start-up, start up |
See login, log in |
terms |
See in terms of |
timeout, time out |
See login, log in |
utilise/utilize |
Preferred use |
via |
Preferred by/through/using |
web site |
Preferred website According to a discussion on the AustechWriter list, website is becoming more common. But you could probably still use web site if you prefer. Sources advocating website include http://www.askoxford.com/asktheexperts/faq/usage/website?view=uk and the Macquarie dictionary, as well as various usage guides. But others favour web site, or even Web site. (The latter’s because Web is short for World Wide Web. However, The Times Style Guide and The Guardian Style Guide now even advocate world wide web and internet.) |
who is/are, which is/are, that is/are |
Avoid users who are granted this role will have Support files, which are owned and controlled by … Preferred users granted this role will have Support files owned and controlled by … |
within |
Preferred in |