Principles of plain language
Short and simple
Choose simple, clear words and the active voice to encourage understanding.
Avoid unnecessary words
Wordy, dense construction is one of the biggest problems in government writing. Long, complex sentences containing multiple phrases and clauses can confuse the reader.
Unnecessary words come in all shapes and sizes. It’s difficult to put them into distinct categories. To address the problem:
- Critique your own writing
- Consider whether you need every word. Ask yourself: ”Do you need it?” “Does it provide value?”
Pronouns, active voice, and base verbs help cut excess words. So does eliminating unnecessary modifiers. For example:
- In “HUD and FAA issued a joint report,” you don’t need “joint.”
- In “this information is really critical,” you don’t need “really.”
Unnecessary words waste your audience’s time. Great writing is like a conversation. Omit information that the audience doesn’t need to know. Subject matter experts: have someone look at the information from the audience’s perspective.
Cut excess modifiers
We often use modifiers like absolutely, actually, completely, really, quite, totally, and very. But if you look closely, you’ll find that they’re not necessary and may even be nonsensical.
Say | Instead of |
|---|---|
Their claim was absurd. | Their claim was totally unrealistic. |
It is difficult to reconcile the differing views expressed by the management team. | It is particularly difficult to reconcile the somewhat differing views expressed by the management team. |
Disclosing all facts is important to creating an accurate picture of the Agency's financial position. | Total disclosure of all facts is very important to make sure we draw up a total and completely accurate picture of the Agency's financial position. |
Avoid doublets and triplets
English writers love to repeat the same concept by using different words that say the same thing. Remove repeats and keep it simple.
Say | Instead of |
|---|---|
Due | Due and payable |
Stop | Cease and desist |
Either knowledge or information | Knowledge and information |
Omitting excess words can cut documents significantly. Be diligent in challenging every word you write. You will learn to write not only clearly, but concisely.
Consistency counts
You can confuse your audience if you use different terms for the same concept or object. For example, if you use the term “senior citizens” to refer to a group, continue to use this term throughout the material. Don’t substitute another term, such as “the elderly.” Using a different term may cause the reader to wonder if you’re referring to the same group.
You don’t need to use synonyms to make your writing more interesting. Federal writers are not creating literature. You are communicating requirements, how-to guides, and other information to help people in their lives. While using different words may make writing more interesting, it can decrease clarity.
