1. Writing Clearly in English
Ian F. C. Smith

2. Disclaimer This is mostly opinion. Suggestions are incomplete.
There are other strategies and many more tips.

3. Why clear English?
With a good ability to write clearly in English, you will be able to write papers and complete your thesis document easily.
This is now … later there are many more reasons. For example, writing clear English leads to …
Having global activities – more interesting jobs
Saving time through avoiding excessive corrections
Avoiding “glass ceilings”
Less misunderstandings
Reviewing papers and being accepted on review boards
Helping younger people improve their English

4. Starting conditions
Improving English first requires accepting that the following is true:
Perfect is impossible
Grammar and spelling are not enough
Ambiguity is the enemy
Goals of writing do not include changing English usage
Clear does not mean stupid
October 8, 2019

5. Who is your reader?
Keep in mind who will be reading what you write. The following is a list of people who work in different contexts with varying vocabularies, education backgrounds and goals:
Domain experts
Practitioners
Students
Politicians
General public
Journalists
Funding bodies
University administrations (for example, for equipment grants)
Each group understands information in different ways.
October 8, 2019

6. What do you want to say ?
Defining the intent of your document involves
Deciding what you can conclude
Making sure all co-authors agree
Checking to see that results really do support conclusions
Keeping it short. Too many words means you are not sure.

7. Pictures are good! Illustrations …
Are most useful when they directly support conclusions
Should make the paper understandable by experts *just* by looking at the illustrations (and tables)
Text supporting illustrations should aim at the novice
In the text, introduce, describe, observe/compare, conclude
Need to be readable
Should make sense in black and white unless it is sure that the document will never be photocopied
Test: Ask a friend what they understand from the figure (you will be surprised!)

8. Example illustration
What is wrong with this figure ?

9. Writing – getting started
Often it is hard to get going. A few tips for getting the ball rolling are
Decompose the work into parts
Start with the ends (conclusions, introduction)
Draft a table of contents
Write around the figures
Do a first draft of the abstract
Do not worry if all data is not yet available
Get regular feedback from co-authors

10. Iterations
Mozart is an outlier. Few write perfect prose from scratch. Iterations are essential. Some hints are …
Do as many iterations with co-authors as you think necessary
Start early – last minute efforts are rarely good … and you will annoy your coauthors with short deadlines for replies
Obtain other opinions from experts, non-experts, even from friends – especially if the document is for a general audience
Reserve last checks for data correctness; references (two ways); section, figure and table numbers

11. Improving yourself
Every writing exercise is an opportunity to learn. Everyone has a unique set of strengths and weaknesses. Some hints to reduce the effects of your weaknesses are
Recognize that in all languages, all spoken words and styles are not always all good writing words and styles
Make a list of typical errors you make then check this list when you have new text
Make a list of words to avoid in some situations (but, as, or, …)
If you do not understand a correction, make the change if the meaning does not change for you and then ask about it
Know that there is always room to improve

12. Ethics
Trend is to be more and more strict. As a researcher, you must not …
Copy text written by someone else unless it is enclosed in quotes and cited. No exception is tolerated.
Reuse data that was generated by others unless it is referenced in the figure, in the figure caption and in the text (all three!)
Attempt double publication of a paper. Journal papers made from conference papers need to be significantly expanded.
Reuse text written by yourself and others and present it as only yours. Even citations to original work are not enough (according to lawyers). There is a current contradiction concerning doctoral theses and policies of some universities.

13. Ethics (continued) As a researcher, you must not …
Forget to acknowledge funding source(s) and all people who helped you with the science, with case studies and with research directions. Here, it costs nothing to err on the generous side! Also mention previous publication of parts that are reused (conference papers that are expanded).
Forget that there are two rights: copyright and author’s rights. Both need to be satisfied. Copyright details are outlined in transfer agreements. Author’s rights are important when reusing material.
Finally, remember that all authors are responsible for the quality of the results.

14. Typical errors-1
Common errors have been observed … all text below each type is wrong
No verb in a sentence
Showing the trends.
Being very large values, parameters important.
Singular/plural confusion
Many research works …
Informations from many sources …
Bridges sensors data … Abstracts deadline
Definite article (the) unnecessary
In tables the vertical lines are not needed.
The important information comes from practice.

15. Typical errors-2
EuroEnglish (ex. enable, permit, allow) require simple objects
This methodology enables to do comparisons.
This data permits to analyse …
Experimental studies require to work hard.
Unwarranted use of adverbs (logical - good, subjective - bad)
Highly useful information …
Significantly important insights …
Extremely accurate experiments …
Sentence too long (few at 3 lines, the rest less than 2)
Paragraphs too long (few at 5-6 sentences, most at 3-4)

16. Typical errors-3
Repeating verbs, adjectives, adverbs (it is good to repeat nouns!)
Key data obtained from obtaining references …
Personal verbs used for things
This figure stresses the need for robustness.
This paper studies a tensegrity footbridge.
Subject / verb / object mismatch
Results generated proposals for more work.
Punctuation borrowed from another language
Researchers found that, non-linearities are possible.
Do you know that there is no space before the “?”?

17. Conclusions Much improvement is possible with little effort.
Of all the things you do in the next few years, this may be one of the most important over your life.
It is often easy to underestimate impact of bad English since most of us work with non-native English speakers who are tolerant of errors.
Take the opportunity now to make the extra effort!