plain english overview
DESCRIPTION
Overview of Plain English principles for writing for business purposes.TRANSCRIPT
Introduction to
Plain Language
Why use Plain Language?
What is Plain Language?
Why use Plain Language?
We’re all busy people and we don’t want to waste a lot of time trying to translate difficult, wordy documents.
Look at the next couple of slides and figure which is easier to follow and understand.
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.
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?
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?
Logical organization with the reader in mind “You” and other pronouns Active voice Short sentences or at least not long confusing ones Common, everyday words Easy-to-read design features
Organize for your audience
Organize your information the way the
audience needs or expects it.
Identify 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.
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
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 pronouns
Pronouns pull readers in and make it
relevant to them
Reader needs to do less “translation”
Pronouns let you eliminate lots of words
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
Without 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)
With 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)
Avoid Passive Voice
The person doing the action follows the verb.
A form of the verb “to be” is combined with the past participle of another verb.
The frog was swallowed by Fred.
Passive VoiceCan disguise who does what:
A frog was swallowed.
Active VoiceMakes it clear who does what: Fred swallowed a frog.
The passive voice can be awkward: Consultation from respondents was
obtained to determine the estimated burden.
The 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
Use short sentences
Short sentences avoid confusion
Treat only one subject in each
sentence
Average sentence length: 20 words
Maximum sentence length: 40 words
Use common words
Use Not
Use Utilize
Help Facilitate
Method Methodology
Needs Necessitates
Limits Parameters
Issue Promulgate
Use “must” Instead of “shall”
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:
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”)
Place 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
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.
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After the comment period closes, we will send you copies of any comments we receive.
If you write in Plain English
You will:
Write more effectively and with more impact
Get better results
Provide better customer service