Is It Appropriate to Use ‘Should’ in Formal Writing?

The use of “should” in formal writing has been a topic of debate for quite some time. Some argue that it is appropriate to use “should” in formal writing, while others believe that it should be avoided. The truth is, the appropriateness of using “should” in formal writing depends on the context and the audience. In this article, we will explore the pros and cons of using “should” in formal writing and provide guidance on when it is appropriate to use it. Whether you are a student, a professional, or a writer, this article will help you make an informed decision about the use of “should” in your formal writing. So, let’s dive in and explore the world of formal writing with a fresh perspective.

The Use of ‘Should’ in Formal Writing

Definition of ‘Should’

As a Modal Verb

The word ‘should’ is considered a modal verb, which is a type of auxiliary verb that expresses modality, or the speaker’s attitude towards the proposition being expressed. Modal verbs such as ‘should’, ‘can’, ‘could’, ‘may’, ‘might’, ‘must’, and ‘shall’ are used to indicate the speaker’s attitude towards the action or state of being described.

Indicating Obligation, Advice, or Expectation

In addition to being a modal verb, ‘should’ is also used to indicate obligation, advice, or expectation. When used to indicate obligation, ‘should’ implies that something is expected or required, such as “You should arrive on time for the meeting.” When used to indicate advice, ‘should’ implies that a certain course of action is recommended, such as “You should consider taking a break to avoid burnout.” When used to indicate expectation, ‘should’ implies that something is anticipated or expected to happen, such as “I should think that the project will be completed by the end of the month.”

It is important to note that the use of ‘should’ in formal writing can be subjective and can imply a degree of uncertainty or weakness in the speaker’s argument. As such, it is important to use ‘should’ with caution in formal writing and to consider alternative ways of expressing obligation, advice, or expectation that may be more appropriate for the context and audience.

Acceptability of ‘Should’ in Formal Writing

While the use of ‘should’ in formal writing is generally considered more formal than ‘must’ or ‘have to’, its acceptability depends on the context and audience. In certain academic and professional settings, ‘should’ is used to convey recommendations, suggestions, or general guidelines.

However, it is important to note that the use of ‘should’ can also imply a lack of authority or certainty, and may not always be appropriate in formal writing. It is crucial to carefully consider the tone and message of the writing, as well as the expectations of the audience, before deciding whether to use ‘should’ in a formal context.

Examples of ‘Should’ in Formal Writing

When it comes to formal writing, the use of “should” can be a bit tricky. It’s a modal verb that’s often used to express recommendations, suggestions, obligations, or requirements. Here are some examples of how “should” is used in formal writing:

Providing Recommendations

One common use of “should” in formal writing is to provide recommendations. For example, a report on a new product might include a recommendation for how it should be marketed. In this case, “should” is used to suggest a course of action that would be beneficial.

Offering Suggestions

Another use of “should” in formal writing is to offer suggestions. For example, a memo to a colleague might suggest a new approach to a problem. In this case, “should” is used to make a suggestion that could improve the situation.

Expressing Obligations or Requirements

Finally, “should” can be used to express obligations or requirements. For example, a company policy might state that employees should submit their time sheets by the end of the week. In this case, “should” is used to indicate a requirement that must be followed.

In each of these cases, the use of “should” is appropriate in formal writing. However, it’s important to use it appropriately and avoid using it in situations where it’s not necessary or appropriate. Overall, the use of “should” in formal writing can be effective when used correctly, but it’s important to use it with care.

The Tone of ‘Should’ in Formal Writing

The use of ‘should’ in formal writing can be tricky as it can have a prescriptive or directive tone. However, it can also convey a sense of authority or expertise. Therefore, it is important to use it with caution in certain contexts.

Here are some points to consider when it comes to the tone of ‘should’ in formal writing:

• Prescriptive or directive tone: Using ‘should’ can come across as telling the reader what they should do or believe, which can be seen as overly prescriptive or directive. This tone may not be appropriate in all contexts, especially if the writer is trying to persuade or convince the reader.
• Authority or expertise: On the other hand, using ‘should’ can also convey a sense of authority or expertise. For example, if a scientist writes that ‘you should wear a mask during a pandemic’, the use of ‘should’ implies that this is a recommendation based on scientific evidence. In this context, the use of ‘should’ is appropriate and necessary.
• Caution in certain contexts: As with any word or phrase, it is important to use ‘should’ with caution in certain contexts. For example, if the writer is trying to persuade the reader to take a particular action, using ‘should’ may come across as pushy or forceful. In these cases, it may be better to use a different word or phrase that conveys the same meaning without sounding prescriptive or directive.

Alternatives to ‘Should’ in Formal Writing

Modifying the Use of ‘Should’

Modifying the use of ‘should’ in formal writing involves using alternative words that convey similar meanings without sounding too informal or prescriptive. Here are some examples of words that can be used instead of ‘should’:

• May or Might for suggestions or recommendations
  • These words imply a certain degree of uncertainty or politeness, making them more appropriate for suggestions or recommendations that are not necessarily binding or definitive.
  • For example, instead of saying “You should do X,” one could say “You may want to consider doing X” or “It might be a good idea to do X.”
• Can or Could for ability or possibility
  • These words suggest potential or capability, making them useful for describing what someone is able to do or what is possible under certain circumstances.
  • For example, instead of saying “You should be able to do X,” one could say “You can do X” or “You could do X if you try.”

It’s important to note that while these alternatives may be more appropriate in certain contexts, they should still be used with care and consideration for the audience and purpose of the writing.

Using Other Verbs to Express Obligation or Requirement

When it comes to formal writing, it is important to use language that is appropriate and respectful. One commonly used verb in informal writing is “should,” but it may not be suitable for all situations. In this section, we will explore alternative verbs that can be used to express obligation or requirement in formal writing.

• Must
  • This verb is often used to indicate a strong obligation or requirement. It implies that something is necessary or essential. For example, “The report must be submitted by Friday.”
  • However, it is important to note that “must” can also imply a sense of urgency or pressure, which may not be appropriate in all situations.
• Have to
  • This verb is often used to indicate a requirement or obligation that is less urgent than “must.” It implies that something is necessary but not necessarily essential. For example, “The report has to be submitted by Friday.”
  • “Have to” can also be used to indicate a personal obligation or responsibility. For example, “I have to finish this report by Friday.”
• Need to
  • This verb is often used to indicate a requirement or obligation that is less urgent than “must” or “have to.” It implies that something is necessary but not necessarily urgent. For example, “The report needs to be submitted by Friday.”
  • “Need to” can also be used to indicate a personal obligation or responsibility. For example, “I need to finish this report by Friday.”
• Require
  • This verb is often used to indicate a requirement or obligation that is necessary for a particular purpose or goal. It implies that something is necessary to achieve a specific outcome. For example, “The report requires a detailed analysis of the data.”
  • “Require” can also be used to indicate a personal obligation or responsibility. For example, “I require your attention to this matter.”
• Demand
  • This verb is often used to indicate a strong requirement or obligation that must be met immediately. It implies that something is necessary and urgent. For example, “The report demands immediate attention.”
  • However, it is important to note that “demand” can also imply a sense of urgency or pressure, which may not be appropriate in all situations.

In conclusion, there are many alternative verbs that can be used to express obligation or requirement in formal writing. The choice of verb will depend on the context and the tone that is needed for the particular situation. It is important to choose verbs that are appropriate and respectful, and to avoid using language that may be inappropriate or offensive.

FAQs

1. What is the appropriate level of formality for the word “should”?

Answer:

The appropriateness of the word “should” in formal writing depends on the context and the tone of the piece. In general, “should” is a somewhat informal word and is often used in casual or conversational settings. However, it can be used in formal writing as well, particularly when the writer is expressing a recommendation or making a suggestion. It is important to consider the audience and purpose of the writing when deciding whether to use “should” in a formal context.

2. Can “should” be used in academic writing?

Yes, “should” can be used in academic writing, but it is important to use it appropriately and in the right context. For example, if you are writing an argumentative essay and making a recommendation or suggesting a course of action, “should” may be an appropriate word to use. However, if you are writing a research paper or a scientific article, it may be more appropriate to use more formal language and avoid using “should” altogether.

3. Is “should” a professional or informal word?

“Should” is generally considered an informal word, but it can be used in professional settings depending on the context and tone of the writing. In formal business settings, it may be more appropriate to use words like “should” sparingly and only when necessary. However, in less formal or casual business settings, “should” may be used more frequently and may be considered appropriate.

4. What are some alternatives to “should” in formal writing?

There are many alternatives to “should” in formal writing, depending on the context and tone of the piece. Some options include:
* “recommend”
* “suggest”
* “propose”
* “advise”
* “consider”
* “urge”
* “encourage”
It is important to choose words that are appropriate for the context and audience of the writing, and to avoid using overly informal language in formal writing.