Download - PEG INTRO
Introduction to
Plain Language
Introduction to
Plain Language
Why use Plain Language?
What is Plain Language?
Why use Plain Language?
What is Plain Language?
Why use Plain Language?
Why use Plain Language?
We’re all busy people. We don’t want to waste a lot of time trying to translate difficult, wordy documents.
Acceptance by the bank of payments in arrears shall not constitute a waiver of or otherwise affect any acceleration payment hereunder or other right or remedy exercisable hereunder. No failure or delay on the part of the bank in exercising, and no failure to file or otherwise perfect or enforce the Bank’s security in or with respect to any collateral, shall operate as a waiver of any right or remedy hereunder or release any of the undersigned, and the obligations of the undersigned may be extended or waived by the bank, contract or other agreement evidencing or relating to any obligation or collateral may be amended and any collateral exchanged, surrendered, or otherwise dealt with in accordance with any agreement relevant thereto, all without affecting the
liability of any of the undersigned.
Acceptance by the bank of payments in arrears shall not constitute a waiver of or otherwise affect any acceleration payment hereunder or other right or remedy exercisable hereunder. No failure or delay on the part of the bank in exercising, and no failure to file or otherwise perfect or enforce the Bank’s security in or with respect to any collateral, shall operate as a waiver of any right or remedy hereunder or release any of the undersigned, and the obligations of the undersigned may be extended or waived by the bank, contract or other agreement evidencing or relating to any obligation or collateral may be amended and any collateral exchanged, surrendered, or otherwise dealt with in accordance with any agreement relevant thereto, all without affecting the
liability of any of the undersigned.
Irregular Payments You can accept late payments or partial payments, even though they are marked “payment in full,” without losing any of your rights under this note.
Irregular Payments You can accept late payments or partial payments, even though they are marked “payment in full,” without losing any of your rights under this note.
What happens if users don’t understand your documents?
You may have to:
Write explanatory sections or notes Write an explanatory document
What happens if users don’t understand your documents?
You may have to:
Write explanatory sections or notes Write an explanatory document
What is Plain Language?What is Plain Language?
A document is in plain language if users can
Find what they need Understand what they find Use what they find to meet their needs
A document is in plain language if users can
Find what they need Understand what they find Use what they find to meet their needs
What are the basic elements of plain language?
What are the basic elements of plain language?
Logical organization with the reader in mind
“You” and other pronounsActive voiceShort sentencesCommon, everyday wordsEasy-to-read design features
Logical organization with the reader in mind
“You” and other pronounsActive voiceShort sentencesCommon, everyday wordsEasy-to-read design features
Organize for your audienceOrganize for your audience
Organize your information the way the audience needs or expects it.
Identify your audienceIdentify your audience
Why does the reader need to read document?
What is average user expertise?
Can you write to everyone interested, not just experts?
Remember that no one wants to labor to understand your document.
Why does the reader need to read document?
What is average user expertise?
Can you write to everyone interested, not just experts?
Remember that no one wants to labor to understand your document.
Organize to serve the reader
Organize to serve the reader
Identify with your reader
Anticipate likely questions or confusing concepts
Organize document to answer questions in the order and language readers will most likely ask them
Provide useful headings
Identify with your reader
Anticipate likely questions or confusing concepts
Organize document to answer questions in the order and language readers will most likely ask them
Provide useful headings
Informative headings help the reader navigate the document
Informative headings help the reader navigate the document
Clear headings are often the best, especially in documents that readers come to with questions, such as regulations, financial matters or concepts.
Use pronounsUse pronouns
Pronouns pull readers in and make it Pronouns pull readers in and make it relevant to themrelevant to them
Reader needs to do less “translation”Reader needs to do less “translation”
Pronouns let you eliminate lots of wordsPronouns let you eliminate lots of words
How do you use pronouns?How do you use pronouns?
Refer to your organization as “we”
Refer to the reader as “you” in the text and as “I” in questions
Refer to your organization as “we”
Refer to the reader as “you” in the text and as “I” in questions
Without pronounsWithout pronouns
To establish eligibility for a grant, an applicant must show that the applicant is an Indian and that the present housing of the applicant is substandard and inadequate.
(28 words)
To establish eligibility for a grant, an applicant must show that the applicant is an Indian and that the present housing of the applicant is substandard and inadequate.
(28 words)
With PronounsWith Pronouns
To establish eligibility for a grant, you must show that you are an Indian and that your present housing is substandard and inadequate.
(23 words)
To establish eligibility for a grant, you must show that you are an Indian and that your present housing is substandard and inadequate.
(23 words)
Avoid Passive VoiceAvoid Passive Voice
The person doing the action follows the The person doing the action follows the verb.verb.
A form of the verb “to be” is combined with A form of the verb “to be” is combined with the past participle of another verb.the past participle of another verb.
The frog was swallowed by Fred.The frog was swallowed by Fred.
Passive VoicePassive Voice
Can disguise who does what: A frog was swallowed.
Can disguise who does what: A frog was swallowed.
Active VoiceMakes it clear who does what: Fred swallowed a frog.
Passive Voice Can be awkward: Consultation from respondents was obtained to determine the estimated burden.
Passive Voice Can be awkward: Consultation from respondents was obtained to determine the estimated burden.
Active Voice Is more direct: We consulted with respondents to determine the estimated burden.
Passive Voice Is often longer: The application must be completed by the applicant and received by the financial office by June 1st. 17 words
Active Voice Cuts down the number of words:
We must receive your application by June 1st. 8 words
Passive Voice Is often longer: The application must be completed by the applicant and received by the financial office by June 1st. 17 words
Active Voice Cuts down the number of words:
We must receive your application by June 1st. 8 words
Use short sections and paragraphs
Use short sections and paragraphs
Shorter units of text are more manageable, less intimidating
White space and headings are clues to what’s important
Shorter units of text are more manageable, less intimidating
White space and headings are clues to what’s important
Use short sentencesUse short sentences
Short sentences avoid confusion
Treat only one subject in each sentence
Average sentence length: 20 words
Maximum sentence length: 40 words
Short sentences avoid confusion
Treat only one subject in each sentence
Average sentence length: 20 words
Maximum sentence length: 40 words
Use common wordsUse common words
Use Use Help Method Needs Limits Issue
Use Use Help Method Needs Limits Issue
Not Utilize Facilitate Methodology Necessitates Parameters Promulgate
Not Utilize Facilitate Methodology Necessitates Parameters Promulgate
Use “must” Instead of “shall”
Use “must” Instead of “shall”
Use “must” for obligation
Use “must not” for prohibitions
“Shall” is ambiguous
“Shall” is not a common everyday word
Use “must” for obligation
Use “must not” for prohibitions
“Shall” is ambiguous
“Shall” is not a common everyday word
Avoid confusing words and constructions
Avoid confusing words and constructions
Avoid:Using undefined abbreviations
Using two different terms for the same thing (such as car, vehicle, auto)
Using the same term for different things
Avoid:Using undefined abbreviations
Using two different terms for the same thing (such as car, vehicle, auto)
Using the same term for different things
Giving a word an obscure meaning (defining “car” to include trucks)
Using legal or technical jargon
Using strings of nouns (“surface water quality protection rules”)
Giving a word an obscure meaning (defining “car” to include trucks)
Using legal or technical jargon
Using strings of nouns (“surface water quality protection rules”)
Place words carefullyPlace words carefully
Keep subjects and objects close to their verbs
Put modifiers next to words they modify
Put exceptions and long conditions after the main clause
Keep subjects and objects close to their verbs
Put modifiers next to words they modify
Put exceptions and long conditions after the main clause
Does word placement matter?
Does word placement matter?
Yesterday a mad dog bit five men in the north end.
Yesterday, in the north end, a mad dog bit five men.
Yesterday a mad dog bit five men in the north end.
Yesterday, in the north end, a mad dog bit five men.
We will send you copies of any comments we receive after the comment period closes.
After the comment period closes, we will send you copies of any comments we receive.
We will send you copies of any comments we receive after the comment period closes.
After the comment period closes, we will send you copies of any comments we receive.
Word placement cont’dWord placement cont’d
Design your document for easy reading
Design your document for easy reading
White space makes a document easier to read
Vertical lists and tables aid readability and add white space
White space makes a document easier to read
Vertical lists and tables aid readability and add white space
Use vertical listsUse vertical lists
Vertical lists -Make it easy for the reader to identify all the items or steps in a process
Add blank space for easy reading
Help your reader see the structure of your document
Vertical lists -Make it easy for the reader to identify all the items or steps in a process
Add blank space for easy reading
Help your reader see the structure of your document
Change this long sentence
Change this long sentence
The student applicant should submit an official copy of his or her transcript, two letters of recommendation from professors, a statement of financial need, and a short biographical statement to our grants office by April 15.
The student applicant should submit an official copy of his or her transcript, two letters of recommendation from professors, a statement of financial need, and a short biographical statement to our grants office by April 15.
Into a listInto a list
To apply, submit the following items to our grants office by April 15:
An official copy of your transcript
Two letters of recommendation from professors; A statement of financial need; and A short biographical statement.
To apply, submit the following items to our grants office by April 15:
An official copy of your transcript
Two letters of recommendation from professors; A statement of financial need; and A short biographical statement.
TablesTables
Make it easy to take in complex material at a glance
Make it easy to locate specific provisions
Save words
Make your logic and structure clear
Make it easy to take in complex material at a glance
Make it easy to locate specific provisions
Save words
Make your logic and structure clear
We must receive your completed application form on or before the 15th day of the second month following the month you are reporting if you do not submit your application electronically or the 25th day of the second month following the month you are reporting if you submit your application electronically.
We must receive your completed application form on or before the 15th day of the second month following the month you are reporting if you do not submit your application electronically or the 25th day of the second month following the month you are reporting if you submit your application electronically.
We must receive your completed applica-tion form on or before the following dates:
If you submityour form...
We must receive it by...
electronically the 25th day of the secondmonth following the monthyou are reporting.
other thanelectronically
the 15th day of the secondmonth following the monthyou are reporting.
You will:Write more effectively and with more impact
Get better results
Provide better customer service
You will:Write more effectively and with more impact
Get better results
Provide better customer service
If you write in Plain Language
If you write in Plain Language