At one time or another, most of us have come across written information that’s confusing or – worse –incomprehensible. And have you noticed how the more important a piece of communication is, the more obscure the language can be? Luckily, more and more businesses are realising now that the best way to communicate is to use plain English.
In a nutshell, plain English is the practice of writing in a simple, clear way, and in an appropriate tone and style so that your readers can understand it. It doesn’t mean dumbing down, or writing in a childish way; it just means avoiding overly formal, technical or complicated language.
1. Use everyday words
If you find yourself using a word or phrase you wouldn’t normally use in ordinary conversation, chances are it’s too pompous, complex, old-fashioned or technical. Try to find a simpler alternative. Here are just a few examples:
- As a consequence of > because
- Beneficial > useful
- Commence > start
- Demonstrate/illustrate > show
- However > but
- Per annum > a year
- With regard to > about
- Prior (to) > before
2. Use short sentences
Keep sentences to no more than 15 to 20 words, and try to vary sentence length as much as possible. This helps keep your writing interesting and your readers engaged.
3. Avoid jargon
It’s fine to use a limited amount of jargon if you’re certain that all your readers will understand it, but it’s always better to avoid it if possible. And if you’re writing for the general public, don’t use it at all.
4. Use the active voice
Using the active voice cuts down on unnecessary words and makes sentences more direct and personal. For example, instead of saying ‘A letter will be sent to the applicant by the HR department’, say ‘The HR department will send a letter to the applicant’. Or, to make it even more clear and simple, ‘The HR department will write to the applicant’.
5. Use personal pronouns
Using personal pronouns – you, we, us etc – makes writing sound less formal, as well as more clear, direct and human. It usually helps avoid the passive voice too. For example, instead of saying ‘The ACME Company recommends that all instructions on this equipment are followed’ say ‘We recommend that you follow all the instructions on this equipment.
6. Edit
Finally, once you’ve finished writing, go through and delete any extra words, formal phrases and passive sentences that you find. Reading out loud can help you spot any culprits.
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