Plain Language Tips
for Making Your Writing Easier to Understand
1. Identify
your audience. Keep in mind their average level of understanding.
2. Focus on
the reader, not on yourself. Don’t ask, “What do I want to say? Ask, “What do
you need to know?”
3. Put your information in a logical order. Organize it to answer questions in
the order the reader would ask them. Outline the information you want the
reader to understand before you start writing.
4. Use
headings and consider using question headings.
5. Use short
paragraphs and sentences.
6. Use
pronouns and speak directly to the reader.
7. Use active
voice. Using active voice clarifies who is doing what; passive voice obscures
it. We structure active sentences with the actor first (as the subject), then
the verb, then the object of the action.
8. Use lists.
9. Use
tables, graphics, and examples.
10. Use
everyday words.
11. Don’t
sound so bureaucratic. Avoid:
- Overuse of acronyms
- Jargon
- Verbatim quotations from laws and
regulations. Paraphrase instead.
- Legalese (terms like “shall” and
“herein”)
- Hidden verbs (see table below)
Don’t use…
|
Use…
|
Conduct
an analysis
|
Analyze
|
Provide
assistance
|
Help
|
Do
an assessment
|
Assess
|
Present
a report
|
Report
|
