Understanding the difference between spoken English and written English can lead to more effective technical writing. That’s because the conventions of each communication form aren’t quite the same. More effective writing respects the appropriate convention.
That means that some expressions considered appropriate in speaking won’t be so in writing. If and when provides a good case in point. Often speakers want to communicate regarding a potential future event with some uncertainty regarding its occurrence. So a speaker might use the expression if and when (or alternatively, when and if) to send that message.
But that doesn’t really work in the written form. That uncertainty communicated in speech bleeds ambiguity onto the page or screen. While desirable in many forms of creative fiction, ambiguity usually makes less effective technical writing.
More effective technical writers will replace if and when and when and if with either when or if. Are you certain the event you describe will happen? If so, use when. If not, use if.
Thus, a more effective technical writer will revise the example sentence in the cropped graphic in one of two ways.
That means that some expressions considered appropriate in speaking won’t be so in writing. If and when provides a good case in point. Often speakers want to communicate regarding a potential future event with some uncertainty regarding its occurrence. So a speaker might use the expression if and when (or alternatively, when and if) to send that message.
But that doesn’t really work in the written form. That uncertainty communicated in speech bleeds ambiguity onto the page or screen. While desirable in many forms of creative fiction, ambiguity usually makes less effective technical writing.
More effective technical writers will replace if and when and when and if with either when or if. Are you certain the event you describe will happen? If so, use when. If not, use if.
Thus, a more effective technical writer will revise the example sentence in the cropped graphic in one of two ways.
If the sealing gasket fails, the secondary safety system will activate.
When the sealing gasket fails, the secondary safety system will activate.
When the sealing gasket fails, the secondary safety system will activate.
Will the sealing gasket actually fail? You can’t really know without more information. The key question for the writer is one of uncertainty, and since failure is a probabilistic event, the key question needs to be asked in terms of probability or risk. If the risk of failure is high, then the writer should use when. If the risk of failure is low, then the writer should use if.
More effective technical writing is assertive. That means more effective technical writers don’t quibble regarding if and when. They use if or when, not if and when and not when and if. Make sure your writing follows that lead. It will more effectively communicate your message, and that will portray you and your brands more effectively.
More effective technical writing is assertive. That means more effective technical writers don’t quibble regarding if and when. They use if or when, not if and when and not when and if. Make sure your writing follows that lead. It will more effectively communicate your message, and that will portray you and your brands more effectively.
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