Writing for understanding
Familiar terms
Using words that readers know helps them to understand.
Use simple words and phrases
When you’re making word choices, pick the familiar or commonly used word over the unusual or obscure. There are many lists of complex words and suggested substitutes, like the one listing some of the most often used words, below.
Say | Instead of |
|---|---|
You | addressee |
aid, help | assist, assistance |
begin, start | commence |
carry out, start | implement |
for, so | in order that |
for | in the amount of |
if | in the event of |
issue, publish | promulgate |
us, we | this activity, command |
use | utilize, utilization |
Avoid "shall"
Use “must” not “shall” to impose requirements. “Shall” is ambiguous, and rarely occurs in everyday conversation. There is a strong preference for “must” as the clearest way to express a requirement or obligation.
Use “must” to state requirements
The word “must” is the clearest way to convey to your audience that they have to do something. “Shall” is an aggressive and outdated word often used in legal style writing. Ask yourself: “When was the last time you heard it used in everyday speech?”
Besides being out of date, “shall” is imprecise. It can indicate either an obligation or a prediction.
Dropping “shall” is a major step in making your writing more user friendly. Many agencies already use the word “must” to convey obligations. For example, the U.S. Courts eliminated “shall” in favor of “must” in their Rules of Procedure.
Instead of using “shall,” use:
- “must” for an obligation
- “must not” for a prohibition
- “may” for a discretionary action
- “should” for a recommendation
The following example demonstrates clearer guidance when we remove “shall”.
