Writing style
In this section you will learn about the style of writing that you’ll need to use during your studies. After learning how to tell the difference between informal and formal writing, you’ll be able to work through some activities that will help you write more academically.
What is the difference between formal and informal writing?
Informal writing:
Informal writing is the style you use when writing a letter, an email or a text to friends; when writing a blog or in a diary; or when taking notes from readings or lectures. Common features of informal language are: use of the first person (I, me), colloquialisms (informal language), contractions (two words combined into one), abbreviated language (shortened forms of words), feelings and opinions.
Formal writing:
Formal writing is the style you use when writing academic essays, reports, and job applications. It has much stricter guidelines, which you need to follow in order to demonstrate that you have the ability to support your argument in a clear and concise way, and can present it in a professional manner.
Using an academic writing style
The ability to write well is important if you want to succeed in your studies and do well in your chosen field. You need to be able to express yourself clearly and accurately. This requires a formal writing style, a logical structure and language that is clear and precise.
Things you will need to avoid:
- Using first and second person pronouns (unless you are writing a reflective journal)
- Using colloquialisms (informal language)
- Using contractions (shortened forms of combined words)
- Using sexist language (gender specific language)
Pronoun use:
A pronoun is a word that replaces a noun. Personal pronouns are those used to talk about people who have already been mentioned.
|
Singular Pronouns |
Plural Pronouns |
|||||
|
First Person |
I |
me |
my (mine) |
we |
us |
our (ours) |
|
Second Person |
you |
you |
your (yours) |
you |
you |
your (your) |
|
Third Person |
he, she, it |
him, her, it |
his, her, its |
they |
them |
their (theirs) |
The most common way of writing in an academic style is by using the third person. However, some assignments such as reflective reports require use of the first person. If you are in any doubt about which style to use, ask your tutor.
How to use generic pronouns:
This means phrases such as 'I think...’ and ‘In my opinion,...' need to be avoided.
Example: In my opinion, there are a number of ways where
I can make changes.
Improved sentence: There are a number of ways that changes can be made.
Example: Provide a pencil to each one so that he can complete the form.
Improved sentence: Provide each boy with a pencil so that he can complete the form.
Restructure sentences to avoid pronoun usage.
Example: When the director authorises funds, he will consult with the treasurer.
Improved sentence: The director will consult with the treasurer to authorise funds.
But onlu if you can do so without altering the meaning of a sentence. Be careful that singular nouns are not matched to plural pronouns.
Example: Each employee will secure his personal items in a locker.
Debated usage: Each employee will secure their personal items in a locker.
Improved sentence: All employees will secure their personal items in a locker.
For example ‘he or she’ or ‘her and him’. This may, however, sound awkward.
Example: Each aide must complete his schedule for the week.
Possible Improvement (though awkward): Each aide must complete her or his schedule for the week.
Example: After completing his schedule, the aide will place it in the director's file.
Improved sentence: After completing a schedule, the aide will place it in the director's file.
Do not overuse this method.
Example: When an employee leaves a facility, he should report the time.
Improved sentence: The time should be reported by an employee who leaves a facility.
Colloquialisms:
Colloquialisms are words and expressions used in everyday language such as ‘reckon’ instead of ‘suppose’, ‘gonna’ instead of ‘going to’, and ‘how come’ instead of ‘why’. Idioms (common expressions that mean something other than their literal meaning) such as ‘I’m over the moon’ and ‘It came from out of the blue’ are also colloquialisms. This type of language is used more commonly when you’re with friends or people you know well. In academic writing a more formal style needs to be used in order to ensure that your argument or opinion is completely clear to anyone reading it.
Run on expressions such as ‘etc’ and ‘and so on’ should also be avoided.
Contractions:
Another type of colloquialism is the contraction, which is when two words are combined, leaving out certain letters and replacing them with an apostrophe. For example, don’t (instead of do not) can’t (instead of cannot) and haven’t (instead of have not). In academic writing, you should use the full form instead of a contraction.
Sexist and offensive language:
The rights of women have changed dramatically over the past few decades. Written English has started to reflect those changes. It is no longer considered appropriate to refer to a ‘female engineer’ or a ‘male nurse’. It is also unacceptable to refer generically to a doctor as ‘him’, a teacher as ‘her’, or a politician as ‘him’. Such usage is considered to be sexist language.
You can use acceptable non-sexist language by using passive voice, using plural formats, eliminating pronouns, switching to direct address, and choosing non-sexist terms whenever possible. An option of last resort is to use ‘his or her’, ‘his/her’, ‘her or his’, or ‘her/his’ or even to alternate ‘his’ and ‘her’ throughout a text, though this path is stylistically awkward and usually unnecessary given the other options available to you.
Non-sexist language:
By using plural nouns instead of singular nouns, you can switch from sex-specific singular pronouns to gender-neutral pronouns.
Example of sexist language using singular pronoun: A family member who misses a holiday dinner will find he has missed more than the food.
Example of non-sexist language using plural pronoun: Family members who miss holiday dinners will find they have missed more than the food.
Since English includes many singular gender-specific pronouns, another way to eliminate sexist language is to eliminate the use of pronouns.
Example of sexist language using singular pronoun: A family member who misses a holiday dinner will find he has missed more than the food.
Example of non-sexist language due to elimination of pronoun: A family member who misses a holiday dinner misses more than the food.
Sometimes you can simply switch from third-person singular to second-person singular or plural and in the process make your tone more engaging.
Example of sexist language using third-person pronoun: A student who forgets to bring his book to class will be assessed a ten-point penalty for his daily work.
Example of non-sexist language using second-person pronoun: If you forget to bring your book to class, you will be assessed a ten-point penalty for your daily work.
One of the best methods of solving the sexist language problem is to choose non-sexist terms. With a little practice, you can learn to naturally use the currently preferred non-sexist language rather than terms that are no longer acceptable. Study the following table for some examples.
| Formerly Acceptable | Currently Acceptable |
| businessman, businesswoman | businessperson, business executive |
| chairman, chairwoman | chairperson, chair, head, leader |
| fireman | firefighter |
| mailman | mail carrier, mail delivery person, postal worker |
| man, mankind | humankind, humans, people, Homo sapiens, humanity, the human race |
| policeman, policewoman | police officer, officer of the law |
| salesman | sales associate, salesperson, seller, vendor |
- Whether language is offensive depends entirely on the audience. If the audience or part of the audience views the wording as offensive, then the wording is offensive. To avoid inadvertent offensive text, adhere to the following general guidelines:
- Use currently accepted terminology when referencing groups of people. If you are writing about a group of people and you are unsure of the proper terminology, research the most recent usage patterns before you write.
- Be sensitive when referencing people with disabilities by using a ‘people first’ approach. For example, write ‘a person who uses a wheelchair’ instead of ‘a wheelchair-bound person’.
- Do not use profanity or vulgar words of any kind. When in doubt, don’t use the term, or if you must use it as part of a quotation, make clear that you’re quoting it.
- Avoid stereotyping (ascribing positive or negative attributes to people based on groups to which they belong).
References
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