Writing Tips

The Word "Not"

Some technical writers, when faced with the necessity of presenting an idea that involves negation, simply insert the adverb "not" into a positive sentence. Inserting a "not" is the least graceful method of expressing negation and should only be used as a last resort.

"Not" is an enemy of clear expression. A small word, it can easily be overlooked by a hasty reader, with more or less disastrous consequences. Sometimes, a careless writer will add a "not" to a sentence that expressed negation to begin with, producing a subtle double negative, an error not strictly of grammar, but of readability. For example: The command didn't fail.

The English language contains a vast repertoire of words that express absence, lack, or negation directly, so that "not" need only be used when a direct, graceful alternative is unavailable [as opposed to "not available"]. Here are some other examples:

For: The accounting software does not perform consolidation unless there is evidence that ....

Prefer: The accounting software performs consolidation only on evidence that ....

 

For: This warning does not apply to all sections in the division.

Prefer: This warning applies only to selected sections in the division.

 

For: If the client doesn't respond to the server when ....

Prefer: If the client fails to respond to the server when ....

 

For: A product that does not have supporting documentation is ....

Prefer: A product that lacks supporting documentation is ....

 

For: You shouldn't include the Cancel button in this dialog.

Prefer: You should omit the Cancel button from this dialog.

 

For: To start the software and not display the logo, ....

Prefer: To start the software, bypassing the logo, ....

 

For: It is not advisable to edit the options in the .INI file.

Prefer: Editing the options in the .INI file is inadvisable.

 

For: That procedure does not relate to the situation at hand.

Prefer: That procedure is unrelated to the situation at hand.

 

For: When you don't have any reasonable alternatives, use "not".

Prefer: When you have no reasonable alternatives, use "not".

Even better: When no reasonable alternatives exist, use "not".