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Writing English Texts for the Web – A Guide for Non-Native Speakers of English

By Ramona Winkler, SAP AG – April, 27, 2001

Abstract

The common language of the Internet at the present time is English. Unfortunately, globalization and the illusory idea that English is an "easy language" have lead to a degradation of the quality of English texts on the Internet. The new global language is not English, but bad English, as many Internet writers who seek to reach an audience beyond their national boundaries possess only rudimentary English skills.

This article is intended principally for non-native speakers of English. Here you find the most common grammar and punctuation rules as well as some practical tips for writing in American English.

 

The Language of the Global Village

Global Internet access has heralded a not-so-new phenomenon: a lingua franca. Even though English is not the most common first language in the world, it has become the language of the Internet. The term "lingua franca" has come to mean a common language used among groups that speak diverse languages. (Latin, for instance, was the lingua franca of the Roman Empire.)

English is uniquely qualified to be the current lingua franca of cyberspace: it is relatively easy to learn enough to communicate, ideas can be expressed fairly succinctly, and it is highly expandable – allowing for the coinage of neologisms necessary for new features, technologies, and environments in the virtual world.

Nevertheless, one should not forget that English, the new lingua franca, was not specifically created for the typical communication needs of Internet users. English is a living language with rules to which online publishers should adhere.

Non-native speakers of English should be familiar with the basics of English grammar, syntax, vocabulary, spelling, and punctuation.

Because errors:

  • Distract the reader from the content of the text
  • Slow the pace of reading
  • May mislead the reader
  • Give an unprofessional impression

And because good writing:

  • Allows readers to find information quickly
  • Keeps readers coming back for more

Let's start with some general and easy-to-remember tips for good writing in English.

 

Tips for Writing in American English

Write short, simple sentences.

  • Try: The team scrutinized the causes of the problem.
  • Avoid: The team conducted a careful examination of the causes of the problem.

Write in the present tense (unless you really mean the past or the future).

  • Try: Ideally, the team works together to create the tasks.
  • Avoid: Ideally, the team will work together to create the tasks.

Use the imperative or the active voice when the reader has to do something.

  • Try: Note down as much as possible.
  • Avoid: Noting down as much as possible is important.

Do not leave out articles or other "small" words.

  • Try: The study showed that leaving out articles slowed down the majority of readers.
  • Avoid: Study showed leaving out articles slowed majority of readers.

Never use a sophisticated word when a simple word suffices.

  • Try: The interface confused new users.
  • Avoid: The interface posed a conundrum to uninitiated users.

Avoid turning verbs into nouns.

  • Try: Research suggests that we need to enhance the product.
  • Avoid: Research suggests an enhancement of the product is necessary.

Avoid overusing exclamation marks.
Exclamation marks indicate that the writer or speaker is yelling.

  • Try: Make sure all participants are invited well in advance.
  • Avoid: Make sure all participants are invited well in advance!!!!

Address the reader directly by using "you" and "your."

  • Try: Plan a focus for your User Day.
  • Avoid: It is advisable to plan a focus for the User Day.

Make the subject and verb agree with each other, not with a word that comes between them.

  • Correct: The job of the exhaust valves is to ensure that the combustion chamber is properly sealed during ignition.
  • Incorrect: The job of the exhaust valves are to ensure that the combustion chamber is properly sealed during ignition.

Capitalization in titles

  • Capitalize
    • first word
    • all significant words (nouns, verbs, adjectives, adverbs)
  • Do not capitalize
    • Articles, conjunctions, prepositions

Use the spellchecker.

All those writers who want to take a closer look at pitfalls of the English language should read on....

 

Punctuation Tips

Comma (,)

  • Use commas to separate items in a series.
  • Use a comma before and, but, or, nor, for, so, and yet, when they join independent clauses (unless the clauses are short).
  • Use commas to set off nonessential clauses and phrases.
  • Use a comma after introductory elements.
  • Use commas to set off an expression that interrupts a sentence.
  • Use a comma in certain conventional situations (to separate items in dates and addresses, after the salutation and closing of a letter, and after a name followed by a title).

Apostrophe (')

  • To form the possessive case of a singular noun, add an apostrophe and an s (Mike's computer, one's home).
  • To form the possessive case of a plural noun, add an apostrophe after the s (boys' team). If the plural form of the word does not end in s, add an apostrophe and an s (men's team).
  • Use an apostrophe to show where letters have been omitted (it's, we're).

Semicolon (;)

  • Use a semicolon between independent clauses not joined by and, but, nor, for, yet, and so.
  • Use a semicolon between independent clauses joined by such words as for example, besides, nevertheless, however, etc.
  • Use a semicolon between items in a series if the items contain commas

Colon (:)

  • Use a colon to mean "note what follows".
  • Use a colon before a long, formal statement or quotation.

Hyphen (-)

  • Use a hyphen to divide a word at the end of a line.
  • Hyphenate a compound adjective when it precedes the word it modifies (fast-moving train).

Dash (–)

  • Use a dash to indicate an abrupt break in thought.
  • Use a dash to mean namely, in other words, or that is before an explanation.

Quotation Marks (" ")

  • Put periods and commas inside quotes.
  • Put colons and semicolons outside quotes.
  • Vary placement of exclamation marks according to meaning.

 

Typical Capitalization Problems

Areas, months and days of the week are capitalized in English.

  • The meeting is on Tuesday.
  • The conference is in April.

Seasons are not capitalized.

  • The product launch is scheduled for next spring.

Nouns and adjectives describing nationality and language are capitalized in English.

  • The English version of the text was sent to our American colleagues in Germany.

 

Speak You German? Common Problems of Native German Speakers

Typical Idiomatic Problem Areas

  • English: The company has its own version of the system.
  • Deutsch: Die Firma hat eine eigene Version der Software.
Common incorrect translation: We have an own version of the software.

  • English: A customer of mine will visit Walldorf this week.
  • Deutsch: Ein Kunde von mir ist diese Woche in Walldorf zu Besuch.
Common incorrect translation: A customer of me is in Walldorf this week.

  • English: This has to be finished by the end of next week.
  • Deutsch: Das muss bis Ende nächste Woche fertig sein.
Common incorrect translation: This has to be finished until the end of next week.

Typical Punctuation Problem Areas

Do not use an exclamation point after imperative constructions.

  • English: Enter another value.
  • Deutsch: Geben Sie einen anderen Wert ein!

Do not use a comma before a dependent clause.

  • English: We want a logo that smiles at the customer.
  • Deutsch: Wir wollen ein Logo, das den Kunde anlächelt.

Use a comma before independent clauses.

  • English: We redesigned the software, and now it looks good.
  • Deutsch: Wir haben die Software umdesigned und jetzt sieht es gut aus.
    Note that the current orthographical regulation in German allows to separate two independent clauses with or without a comma. Nevertheless, it is still good style to use a comma.

Typical Usage Problem Areas

  • Correct: The latest release will go live in two weeks.
  • Incorrect: The latest release will go life in two weeks.
  • Correct: The software wasn't built in a day.
  • Incorrect: The software wasn't build in a day.
  • Correct: The current/latest version is now available.
  • Incorrect: The actual version is now available.

Translating Proverbs

  • English: Come hell or high water...
  • Deutsch: Komme was wolle...
  • English: To not have a foot to stand on...
  • Deutsch: Keine guten Argumente haben...
  • English: To bark up the wrong tree...
  • Deutsch: Auf einer falschen Spur sein...
  • English: To keep mum about...
  • Deutsch: Sich über eine Sache ausschweigen...
  • English: To pull some strings...
  • Deutsch: Beziehungen spielen lassen...
  • English: To be without rhyme or reason...
  • Deutsch: Weder Hand noch Fuß haben...
  • English: To get to grips with something...
  • Deutsch: Etwas in den Griff bekommen...
  • English: To get down to details...
  • Deutsch: Das Thema in allen Einzelheiten durchsprechen...
  • English: To warrant further discussion...
  • Deutsch: Weitere Erläuterungen verdienen...

 

Final Word

And if you still haven't had enough, you should consult the following books:

  • The Chicago Manual of Style: The Essential Guide for Writers, Editors, and Publishers, 14th Edition, 1993.
  • Horton, Williams: Designing and Writing Online Documentation: Hypermedia for Self-Supporting Products, 2nd Edition, 1994.
  • Kirkman, John: Good Style: Writing for Science and Technology, 1992.
  • Kirkman, John: Full Marks: Advice on punctuation for scientific and technical writing, 2nd Edition, 1993.

 

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