Making it Clear: Clear Language for Union Communications

Text that is centred or ragged on both sides doesn't show the reader where sentences begin and end. It looks like each line is a sentence in itself.

(This paragraph is centred.)

Text density and white (blank) space

There should be enough white space on each page.

there should be generous margins
the text should be broken into manageable units with clear titles and headings
when starting a new paragraph, leave an extra space
keep paragraphs short

A page with ample margins and headings that divide the text is easier to read.
It is also more visually appealing.

COLOUR OF PAPER AND INK

Choose colours that provide good contrast. Black type on light coloured paper
is the easiest to read. Text on bright orange, pink or green paper is hard to read.

Dark type
+
dark paper
=
difficult reading

ILLUSTRATIONS AND GRAPHICS

Consider the following questions when deciding about adding illustrations to a text:

Why are you adding graphics or illustrations?
Is this the best way to "say" what you want to say?
If you are using illustrations, are they accurate, up-to-date, clear and simple?
Can your audience understand your illustrations? Do they mean the same to your audience as they do to you?
Do your illustrations and graphics reflect your audience in: age, educational background, ethnic background, gender, ability or disability, work background?
Is there any chance that your illustrations will offend any group of people?
Do your text and graphics or illustrations complement each other?
Are your illustrations or graphics placed with the text they explain? Make sure the placement won't interrupt normal reading patterns.
Use tables, bar charts and line graphs to give summaries of information and to show numbers and trends.

- from Illustrations and Graphics Questions, by Betty-Ann Lloyd.

LAYOUT: PUTTING IT ALL TOGETHER

Too many elements

Don't include too many of these elements on a single page:

illustrations
different typefaces
bold type
boxes

Too many design elements don't give the reader a clear focus. In fact, they make it harder for the reader to scan and pick out information.

Watch for page breaks

Don't start a new story or topic at the bottom of a page. Try not to have sentences, or even paragraphs, carryover to a new page. If you must make your copy break to continue on another page, then do so at a logical place. This may take some last-minute editing at the layout stage.