• Let people understand right away.  When you issue prohibitions, saying, "Don't do this," people have to think, "Well, what should I do?"

• Turn negative phrases into positive statements, where you can.

  Before:
  Major Williams was accused of making comments that were not true.

  After:
  Major Williams was accused of lying.
   

  Before:
  We must make sure that our sales people do not act in an unprofessional manner.

  After:
  We must make sure that our sales people act professionally.
   

  Before:
  The ship date will not be met if Quality Control fails to approve the current version.

  After:
  If Quality Control approves the current version, we will ship on time.

Examples