- The material should be organized so that there are clear headings, sub-headings and numbering. Main ideas should be clearly presented close to the beginning of sections. Directions should also be clearly presented. Readers should not have to hunt for this type of information.
- Paragraphs should be written concisely, clearly presenting the main ideas and details in a logical manner.
- The most readable sentences are usually simple and short - no more than 30 words. The reader should not have to struggle with a lot of information or complex sentences in order to get at the meaning. Each sentence should have one main idea and as few clauses as possible.
- Try to use a simple present or past verb tense as this expresses ideas the most directly. Instead of saying “Once you have determined” use, Once you determine”. It is much more direct.
- Avoid language that’s difficult or complex: for example don’t use unfamiliar words. Try to assess the level of technical language and whether or not it is clearly explained. Watch for acronyms and again try to determine whether or not they are explained.
- There are several readability indexes which allow you to quickly analyze the general complexity level of a body of written material. While this should only be part of your analysis, one quick test is the Gobbledegook Detector developed by Cy White of the Law Reform Commission of Canada.
