Writing Lesson: Negatives in Sentences

What is negative language?

• The action is phrased as what not to do
• Usually includes forms of no or not

Why is it inappropriate for technical documents?

• It tells users what not to do instead of what to do.
• Adds extra words
• Confuses users

Solution: Replace negative with positive wording

Negative:
The system administrator should not fail to update the system every three months.
Positive :
The system administrator must update the system every three months.
Negative:
If you do not enter the Purchase Order Number, you cannot move to the next screen.
Positive:
To move to the next screen, enter the purchase order number.

David Orr