Top ten tips for writing plain English

  1. Keep your sentences short - 15 to 25 words.
  2. Avoid jargon and buzzwords. Train people, don't upskill them.
  3. Use active rather than passive verbs. The manager should sign the document not The document should be signed by the manager.
  4. Use simple rather than complex words. Start rather than commence. Find out rather than ascertain.
  5. Don't use acronyms or abbreviations unless you are sure your reader will understand them.
  6. Don't put more than one idea into a sentence.
  7. Don't use the noun form of a word when you can use the verb form. This is a sentence taken from a government website: "It also gives consideration to reports from each of the agencies in relation to their expenditure and performance."
    It's much clearer if you write:
    "It also considers reports from each of the agencies about what they have spent and how they have performed."
  8. When possible use the first person 'we' rather than 'the organisation', 'the department', and so on. Use the second person 'you' to address the reader.
  9. Use bullet points and lists, especially when writing for the web.
  10. Write for your reader. The English you need for different audiences will vary. For example, the financial report you write for the finance director should use different language to the one you write for shareholders.

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