Write simply Tips:
- Write simple sentences
- Use words in the most understandable order, i.e., subject, verb, complement
- Try not to exceed 25-30 words per sentence
- Choose affirmative statements in the active voice, i.e., where the person doing the action is the subject of the sentence
- Use action verbs rather than verb-noun phrases (e.g., “ship” rather than “make a shipment”)
- Develop one idea per paragraph (with no more than 4 or 5 sentences per paragraph)
- Use the most efficient processes to develop ideas: description, explanation, definition, comparison, analogy, example
- Choose vertical lists when there are several ideas, preceding them with a statement indicating their nature
Examples:
INSTEAD OF:
- Claims will be processed by the insurer as soon as possible.
USE:
- We will process your claims as soon as possible.
- You will also find toll-free numbers and Web site and mailing addresses. These will allow you to access information on programs and services.
- For more information on
programs and services,
use these:
- toll-free numbers;
- Web sites;
- mailing addresses.
Use a direct tone and stick to the facts Tips:
- Write person-to-person: use “I” for the speaker, “we” for the organization and “you” for the reader
- Maintain the same tone throughout the document: transition from personal to impersonal passages creates confusion
- Communicate only essential information, facilitate problem resolution and avoid references to previous points
Examples:
INSTEAD OF:
- The Coastal-Airport Watch
Program has two goals:
- to teach people what to look for
- to help them effectively transmit any information to the appropriate law enforcement agency
USE:
- The Coastal-Airport Watch
Program has two goals:
- to teach you what to look for
- to help you send your information to the police