Plain English is a writing style that readers can understand in one reading. It combines clear expression, effective structure and good document design. Sounds simple but why is it so hard to achieve, even for native speakers of the English language?
Our lives are littered with examples of bad writing, jargon and meaningless words in official documents, forms, emails, websites, contracts and instructions. Yet, we should be able to understand them at first reading-without a dictionary or a lawyer. When people understand information, they gain a sense of control and ability to make informed choices, and it is easier for them to communicate with you.
To stand out from the crowd, you should write to your readers as if you were talking to them, not at them. Try it! For the next thing you write, try putting things down the way you would actually say them. For example, do you use words like commence, instead of begin, prior instead of before, or assist instead of help when you speak?
When writing, ask yourself:
1. How much does the reader know about the subject?
2. What information do I actually need to give them?
3. What tone and style should I use?
Here are some basic principles of plain English writing:
1. Write the way you speak: keep your writing simple and use the first person instead of passive voice.
2. Use friendly, engaging and sincere language.
3. Respect your readers, adapting your style to their needs.
4. Use simple language when explaining technical terms.
5. Avoid jargon, cliches, trendy phrases and redundant words.
6. Keep your average sentence length to 15-20 words, with one idea per sentence.
7. Check your text carefully for errors, including spelling, grammar and punctuation.
8. Pay attention to fonts, design and layout of your text as much as to the language.
Remember, professionals use ordinary words. Amateurs use impressive words.
Avoid Use
Additional more, extra
Assistance help
Commence begin, start
Endeavour try
Forward send
Obtain get
Prior to before
And just to summarise: Think before you write - Write with the reader in mind. - Check before you send.
Yours sincerely
Eva Hussain
With over 15 years experience in the language sector, Eva is a sought-after linguist, researcher, consultant and trainer. In addition to her native Polish, Eva speaks French, Russian, Turkish and Hindi. She's the owner of Polaron Language Services, http://www.polaron.com.au
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