Seemingly Similar Words Can Be Very Different

Policies would not exist without someone to write them. That may or may not be your responsibility. Once they’re written, they need to be reviewed—for content, accuracy, use of template, comprehension, and grammar. If you are involved in policy administration, some aspect of review is bound to be your responsibility. My job affords me the opportunity to both write and review policies to one degree or another, so I see examples of good writing and not so good writing all the time. A common mistake I see when reviewing policy drafts is using one word to mean another. Let me explain what I mean…

Ensure/Insure

These two words used to be synonyms. However, sometime in the 1800s, as insurance policies became more common, the definitions diverged.

• Insure means to have some kind of financial backing for the potential loss of an asset, your health or life, etc. It should only be used when referring to insurance.
• Ensure means to make a promise or guarantee that something will happen.
• Examples:
  1. The real estate agent recommended we insure our barn.
  2. The vice president for human resources will ensure that background checks are conducted on all new hires.

Since/Because

Most people say the word “since” when they mean because. For this reason, acceptance of the two words as synonyms in dialogue is growing. However, when writing formal documents like policies, the difference between the words should be recognized.

• Since refers to a period of time between two events or from the last occurrence of an event.
• Because refers to the reason for something happening.
• Examples:
  1. Since the last time employees had training, the regulations changed.
  2. Because the regulations changed, employees will be required to go through training.

That/Which

The difference between these two words often comes down to a comma. Both are used to provide further explanation of something, but one is used when the explanation is essential to the understanding of what is being described, and the other provides nonessential information.

• Use that when the information is essential, and do not use a comma.
• Use which when the information is nonessential, and put a comma before it.
• Examples:
  1. Information Technology is responsible for maintaining the system that employees use to submit travel requests.
     In this sentence, without the information after the word “that,” IT would not know which system it has to maintain.
  2. Employees must use the travel system, which is maintained by Information Technology, to submit travel requests.
     In this sentence, who maintains the system is irrelevant to the employee’s understanding of how to submit requests.

He/She/They

This is another example of language changing with culture. Once upon a time, we used “one” as the pronoun for anyone. “He” also was acceptable as a less formal option to refer to persons of any sex. As times changed, and women demanded more equality, we began to use “he or she” or “he/she.” As Bob Dylan sang, “the times they are a-changin’” once again, and a more inclusive pronoun is “they.” However, many grammar wonks are not comfortable using a plural pronoun when the noun it describes is singular. Here are some options that may help make everyone happy.

• Use the word “individuals”
  1. Instead of: An employee must include their date of hire on the form.
  2. Write: Individuals must include their date of hire on the form.
• Omit unnecessary pronouns
  1. Instead of: The vice president, or their delegate, will review the application.
  2. Write: The vice president, or designee, will review the application.
• Restructure the sentence
  1. Instead of: When the employee returns from leave, they will need to provide documentation to their supervisor.
  2. Write: Employees need to provide documentation to their supervisors upon returning from leave.

Word usage and the ever-changing rules that apply to the English language fascinate me. Language is a living, breathing organism that grows and morphs as culture demands. This can make it difficult to keep up with the rules. Are there any examples you have come across in your work?