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Words and Phrases to Avoid in Your Professional Writing

Words and Phrases to Avoid in Your Professional Writing

“I live in the city of Phoenix, in the state of Arizona. I do my best work between the hours of 2pm and 4pm in the afternoon, for the simple reason that those are the hours I feel clearest and most awake. So I try to ignore interruptions during that period of time, in order to focus on work.”

Notice anything awful about that first paragraph? (And not that I have a boring life. That’s true, but not the point here.)

How many useless phrases did you catch in those first three sentences? Take another look, and lask yourself what phrases could be removed to make the paragraph more clear.

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How about the following?

  • The city of
  • The state of
  • The hours of
  • In the afternoon
  • For the simple reason that
  • Period of time
  • In order to

Want to write a terrible office document or work email? Stuff it with official-sounding but unnecessary phrases like these.

There are times when some of these phrases are useful. “He works for the city of New Orleans” might be a perfectly legitimate statement to indicate that the person works for the city’s government. But how about, “I live in the city of New Orleans” instead?  If you remove “the city of” and just write, “I live in New Orleans,” would your reader be confused? Would he or she think New Orleans is the name of your house?

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You’ve probably seen wasted phrases like these many times in the documents and emails you read at work. Here are a few more of my personal favorites.

  1. In the month of
.” Hmm. I’ll bet $10 that the next word here is going be one of the months.
  2. “Due to the fact that.” I’ll trade you for a shorter “because”—and you can keep the change.
  3. By virtue of. Hey, I’ve got another “because” handy.
  4. Conduct a review. Do yourself a favor and just “review”—you’ll be done sooner.
  5. A difficult dilemma.” As opposed to…an easy dilemma?

One of the reasons so many professionals write in this repetitive, bloated style is that they think their writing comes across as more professional this way, and so will be taken more seriously. “Between the hours of 2pm and 4pm in the afternoon.” Ooh, so formal, so impressive, yes?

No. What comes across, instead of professionalism, is that the person writing doesn’t trust the reader to understand that the period between “2pm and 4pm” is measured in hours, and not, say, inches or pesos. It also suggests the reader is too stupid to catch the writer’s clever code “pm” and needs to be told that these times are “in the afternoon.”

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Not everyone is intentionally bulking up their professional writing with formal words however – some write this way because they were trained to in secondary and even higher education. Page length and word count mattered in high school and college; in fact, our teachers often rewarded us for the physical heft of our documents. Did you ever finish writing a paper for school and, if it didn’t hit the minimum page length, try to fatten it up by stuffing an extra “that” everywhere you could? We all did that, right? (Or did I just make a really embarrassing confession?)

The point is this: unless your supervisor actually asks you to hit a minimum word count in your work-related documents, cut ruthlessly when you edit.

Relevant confession: in my first draft of that sentence above, I wrote, “cut ruthlessly during the editing process.” Is “editing process” clearer than “edit”?

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Another relevant confession: earlier in this article, where I wrote “documents,” in my first draft I actually wrote “written documents.” As opposed to what? “Finger-painted” documents? Cut. Be ruthless. Look for words that don’t make sense or repeat information that you already gave.

I leave you with these words of advice: nothing shows the seriousness and professionalism of your documents more powerfully than when you write them clearly, to the point, and without one unnecessary phrase.

Don’t waste words.

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robbie hyman

Copywriter

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Last Updated on September 12, 2019

12 Things You Should Remember When Feeling Lost in Life

12 Things You Should Remember When Feeling Lost in Life

Even the most charismatic people you know, whether in person or celebrities of some sort, experience days where they feel lost in life and isolated from everyone else.

While it’s good to know we aren’t alone in this feeling, the question still remains:

What should we do when we feel lost and lonely?

Here are 12 things to remember:

1. Recognize That It’s Okay!

The truth is, there are times you need to be alone. If you’ve always been accustomed to being in contact with people, this may prove difficult.

However, learning how to be alone and comfortable in your own skin will give you confidence and a sense of self reliance.

We cheat ourselves out of the opportunity to become self reliant when we look for constant companionship.

Learn how to embrace your me time: What Your Fear of Being Alone Is Really About and How to Get over It

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2. Use Your Lost and Loneliness as a Self-Directing Guide

You’ve most likely heard the expression: “You have to know where you’ve been to know where you’re going.”

Loneliness also serves as a life signal to indicate you’re in search of something. It’s when we’re in the midst of solitude that answers come from true soul searching.

Remember, there is more to life than what you’re feeling.

3. Realize Loneliness Helps You Face the Truth

Being in the constant company of others, although comforting sometimes, can often serve as a distraction when we need to face the reality of a situation.

Solitude cuts straight to the chase and forces you to deal with the problem at hand. See it as a blessing that can serve as a catalyst to set things right!

4. Be Aware That You Have More Control Than You Think

Typically, when we see ourselves as being lost or lonely, it gives us an excuse to view everything we come in contact with in a negative light. It lends itself to putting ourselves in the victim mode, when the truth of the matter is that you choose your attitude in every situation.

No one can force a feeling upon you! It is YOU who has the ultimate say as to how you choose to react.

5. Embrace the Freedom That the Feeling of Being Alone Can Offer

Instead of wallowing in self pity, which many are prone to do because of loneliness, try looking at your circumstance as a new-found freedom.

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Most people are in constant need of approval of their viewpoints. Try enjoying the fact that  you don’t need everyone you care about to support your decisions.

6. Acknowledge the Person You Are Now

Perhaps you feel a sense of loneliness and confusion because your life circumstances have taken you away from the persona that others know to be you.

Perhaps the new you differs radically from the old. Realize that life is about change and how we react to that change. It’s okay that you’re not who you used to be.

Take a look at this article and learn to accept your imperfect self: Accept Yourself (Flaws and All): 7 Benefits of Being Vulnerable

7. Keep Striving to Do Your Best

Often those who are feeling isolated and unto themselves will develop a defeatist attitude. They’ll do substandard work because their self esteem is low and they don’t care.

Never let this feeling take away your sense of worth! Do your best always and when you come through this dark time, others will admire how you stayed determined in spite of the obstacles you had to overcome.

And to live your best life, you must do this ONE thing: step out of your comfort zone.

8. Don’t Forget That Time Is Precious

When we’re lost in a sea of loneliness and depression, it’s all too easy to reflect on regrets of past life events. This does nothing but feed negativity and perpetuate the situation.

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Instead of falling prey to this common pitfall, put one foot in front of the other and acknowledge every positive step you take. By doing this, you can celebrate the struggles you overcome at the end of the day.

9. Remember, Things Happen for a Reason

Every circumstance we encounter in our life is designed to teach us and that lesson is in turn passed on to others.

Sometimes we’re fortunate enough to figure out the lesson to be learned, while other times, we simply need to have faith that if the lesson wasn’t meant directly for us to learn from, how we handled it was observed by someone who needed to learn.

Your solitude and feeling of lost, in this instance, although painful possibly, may be teaching someone else.

10. Journal During This Time

Record your thoughts when you’re at the height of loneliness and feeling lost. You’ll be amazed when you reflect back at how you viewed things at the time and how far you’ve come later.

This time (if recorded) can give you a keen insight into who you are and what makes you feel the way you feel.

11. Remember You Aren’t the First to Feel This Way

It’s quite common to feel as if we’re alone and no one else has ever felt this way before. We think this because at the time of our distress, we’re silently observing others around us who are seemingly fine in every way.

The truth is, we can’t possibly know the struggles of those around us unless they elect to share them. We ALL have known this pain!

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Try confiding in someone you trust and ask them how they deal with these feelings when they experienced it. You may be surprised at what you learn.

12. Ask for Help If the Problem Persists

The feeling of being lost and lonely is common to everyone, but typically it will last for a relatively short period of time.

Most people will confess to, at one time or another, being in a “funk.” But if the problem persists longer than you feel it should, don’t ignore it.

When your ability to reason and consider things rationally becomes impaired, do not poo poo the problem away and think it isn’t worthy of attention. Seek medical help.

Afraid to ask for help? Here’s how to change your outlook to aim high!

Final Thoughts

Loneliness and a sense of feeling lost can in many ways be extremely painful and difficult to deal with at best. However, these feelings can also serve as a catalyst for change in our lives if we acknowledge them and act.

Above anything, cherish your mental well being and don’t underestimate its worth. Seek professional guidance if you’re unable to distinguish between a sense of freedom for yourself and a sense of despair.

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Featured photo credit: Andrew Neel via unsplash.com

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