Overview of Plain English principles for writing for business purposes.

1. Introduction to Plain Language

3. 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.

6. What happens if users don’t understand your documents? You may have to: Write explanatory sections or notes Write an explanatory document

7. What is Plain Language?

9. 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

10. Organize for your audience Organize your information the way the audience needs or expects it.

11. 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.

12. 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

13. 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.

14. 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

18. 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.