Sometimes, a general word isn’t clear enough when writing e-mail or other correspondence. Use defining words to make sure the reader clearly understands what you’re saying, advises Craig Hogan, author of Explicit Business Writing:
General word: the agreement
Defining word: the agreement we signed on Aug. 13
General word: the software
Defining word: the software you described in your e-mail
General word: the paralegal
Defining word: the paralegal who worked on the case with Tracy.