Avoiding the Word Should in GxP Documents

Generally, it’s best to avoid using “should” in a GxP document (e.g., SOP, plan, report, etc.). The word “should” can come across as non-committal or indicate a preference rather than a firm intention or goal.

GxP Documents are meant to be clear, concise, and direct. A more definitive language and active voice are preferred.

When writing about your goals and plans, it’s better to use more confident and assertive language rather than tentative words like “should.”

If you need to express a goal or aspiration that isn’t mandatory, consider rephrasing it more directly or using alternative constructions that show commitment and motivation.

Focus on using active voice and present tense verbs to describe your experiences, goals, and reasons for applying to the program.

Remember that a GxP Document, like a plan or SOP, is your opportunity to demonstrate your clarity of purpose and commitment. Using more decisive language can help convey this.

In summary, while “should” might be appropriate in some contexts, it’s generally best to avoid it in a GxP document in favor of more direct and confident language that propels into action.

Modals of Lost Opportunity

The term “modals of lost opportunity” refers to the modal verbs should have, could have, and would have. These modals express regret or hypothetical scenarios about past events that did not occur. They allow speakers to reflect on what might have been different if specific actions had been taken. They can be used in business and technical writing to express regret, hypothetical scenarios, and constructive feedback. But they should be used very carefully in GxP writing.

Should have indicates that a different action was recommended or expected in the past. It often implies a sense of regret or criticism about what was done or not done.

• Example: “I should have left my house earlier.” This implies that leaving earlier would have been the better choice, possibly to avoid being late.

Could have is used to talk about possibilities or abilities that existed in the past but were not realized. It often reflects on missed opportunities or potential outcomes that did not happen.

• Example: “If I had gone to college, I could have gotten a better job.” This suggests that attending college was a possibility that could have led to a better job, but it did not happen.

Would have is used to imagine a specific result that would have occurred if a different action had been taken. It often expresses a more certain outcome compared to “could have.”

• Example: “If we had arrived earlier, we would have caught our flight.” This indicates that arriving earlier would have definitely resulted in catching the flight.

Usage in Sentences

• Should Have: “You should have completed your training.” This implies that training was the recommended action that was not taken.
• Could Have: “She could have won the race if she hadn’t fallen.” This suggests that winning was a possible outcome if not for the fall.
• Would Have: “I would have called you, but I didn’t know your number.” This indicates a definite action that would have occurred if the number was known.