Garbl's Plain Language Writing Guide
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Writing clear, effective paragraphs
Limit each paragraph to one topicunless you are linking related points. Complicated information, or a discussion of
several topics, usually needs to be broken into separate paragraphs to be easily understood. Try to introduce the topic of each
paragraph in the first sentence.
For all documents, especially web pages,
write your text so readers can scan it easily. Break up long sections of text so readers can skim it for the main points
and the general direction of the section.
Keep paragraphs to no more than
four or five sentences, and limit most paragraphs to no more than seven printed lines. A one-sentence paragraph is OK if
you need to separate a single idea, fact, statement or quotation from information in another paragraph.
Use transitional words and phraseslike
as a result,
however,and
first, ... second, ... to guide your readers from paragraph to paragraph and sentence to sentence.
Use headings and subheads to separate paragraphsand sections covering differing topics. Another way to break up blocks
of information and draw the readers' attention to important elements is to
use a question-and-answer format. That will help your readers find information that is important to them.
Avoid using cross-references to essential informationon another page, section or chapter of a document; at the
beginning, end or appendix of a document; or in another document. Especially when telling a story or giving instructions that
must be read in sequence, sending readers to another place in the document can be frustrating and confusing. And they might not
do it. Instead, try one of these methods to provide other details:
- putting it in a follow-up sentence or paragraph
- putting the follow-up sentence or paragraph in parentheses
- placing it as a footnote at the bottom of the page
- putting it in a box or sidebar article on the same page
- using one of the formatting methods below.
That advice on cross-references does not apply to hyperlinks on web pages or to nonessential background
information and bibliographic details.
Think about other formats than paragraphs to provide complex information.
Use charts, tables and graphs to organize and compare related information: choices, disadvantages, benefits, dates,
tasks, responsibilities, locations, percentages and so on. Those formats also cut out repetitious descriptive words. Also
remember the phrase, "A picture is worth a thousand words" - and decide if an
illustration, diagram or photocould supplement or even replace text. These graphic elements should be next to or close
to the related text. See
charts, tables
in Garbl's Editorial Style Manual for more advice.
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Use lists correctly
You can also break up complicated text or make parallel points clear and easy to remember by using indented,
vertical lists. A bullet or a number goes before each item in the list.
Here are some
guidelines for lists:
- Use complete sentences to introduce lists (like shown for this list).
- Put words and ideas common to all items in the lead-in, introductory sentence.
- Choose list items that form a logical group.
- Present only one idea in each item.
- Use numbers instead of bullets only when you are describing step-by-step procedures.
- Use consistent punctuation and capitalization in list items.
Also, avoid using too many sets of bulleted lists close together.
See
lists
in the Garbl's Editorial Style and Usage Manual for more advice.
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Writing Clear, Simple Sentences
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