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A technique similar to the general to specific rule applies to using technical terms, sometimes called “jargon.” Usually, you do not want to use jargon, the over specialized terms that only a few readers recognize. However, some terms are necessary to include in memos or letters. For instance, for legal or company policy reasons, you may have to refer to a specific program or penalty. Your reader, however, may not be familiar with the terms you must use to make your point.

When you have to use technical terms, try to explain them. Sometimes you may have to say the same thing twice, in two different ways. Such a practice is not unnecessary repetition. Instead, it is writing that achieves two goals; the first goal is compliance with laws or rules requiring the use of certain terms; the second goal is clear communication to a reader who is unfamiliar with the subject. The passage below is an example from an insurance company. Adhering to strict legal guidelines, the writer must inform an injured worker about a particular program. Because disputes over payments may eventually lead to lawsuits, the writer must notify the reader of the exact name of a particular program:

“Because of the length of time you have missed work due to injury, you are required to participate in the vocational rehabilitation program. This mandatory program provides services to help you return to work as quickly as possible.”

Note how the writer fulfills legal requirements by using the proper technical term, “vocational rehabilitation program.” Then, to ensure communication, in the next sentence, the writer describes the situation in plain words.