Garbl's Plain Language Writing Guide
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Using suitable words
Familiar words|
Useless words
|
Redundancy|
Jargon|
Technical words|
Noun phrases|
Abbreviations|
Capitalization|
Inclusiveness
Strive to
be human in your writing. A formal, bureaucratic tone too often creates distance between you (or your organization) and
your readers.
Plain-language writing
uses the clearest words possibleto describe actions, objects and people. That often means choosing a two-syllable word
over a three-syllable one, an old familiar term instead of the latest bureaucratic expression and sometimes, several clearer
words instead of one complicated word.
Use
words your readers are likely to understand. Base your choice of words on what will be clearer for your reader. To help
you draft easy-to-understand documents, below are some guidelines on your choice of words. Also see the
Guide to concise writing
for concise alternatives to overstated, pompous words; wordy, bureaucratic phrases; and redundant phrases.
-
Instead of:
Subsequent to the passage of the subject ordinance, it is incumbent upon you to advise your department to comply with
it.
-
Use:
After the law passes, you must tell your staff to follow it.
Use simple, everyday, familiar words
Choose
common English words with clear meanings:
explain a probleminstead of
address a problem; invisible, openor
obviousinstead of
transparent.Especially if your document may have many
readers with limited English proficiencyor be translated for them, choose words with just one or a few clear meanings.
Also avoid puns and words with double meanings:
votersinstead of
grassroots; availableinstead of
free(if that's what you mean).
Here are other examples of simple, precise words and phrases you might substitute:
Instead of ...
|
Try using ...
|
amongst
|
among
|
attain
|
arrive at, gain, get, grasp, meet, reach, win
|
consequently
|
so, thus
|
dialogue (as a verb)
|
meet, talk
|
disseminate
|
communicate, deliver, distribute, give, scatter, send, send out, share, spread
|
endeavor (as a verb)
|
carry out, strive, take on, try
|
expedite
|
hasten, help along, hurry, rush, send, speed up
|
hereinafter
|
after this, from now on, in the rest of this document, later
|
heretofore
|
before, before this, earlier, until now
|
impact (as a verb)
|
change, have an effect, increase, influence, risk, stimulate
|
implement (as a verb)
|
carry out, do, finish, fulfill, impose, put into effect, set up, start
|
inordinately
|
excessively, unduly, unusually
|
institute (as a verb)
|
begin, create, found, set up, start
|
obtain
|
get, buy, earn, exist, gain, hold, stand
|
optimum
|
best, greatest, ideal, most, peak
|
per annum [Latin]
|
annually, a year, each year, yearly
|
per capita [Latin]
|
a person, each, for each person, per person
|
per diem [Latin]
|
a day, daily
|
peruse
|
examine, inspect, read carefully
orthoroughly, study
|
prioritize
|
list, order, rank, set priorities
|
reference (as a verb)
|
mentioning, refer
|
shall
|
will
ormust
|
strategize
|
plan
|
support
|
confirm, imply, prove, show, suggest, verify;
oraid, help;
orencourage, mandate
|
terminate
|
close, end, exit, finish, limit, stop, wind up
|
therein
|
in it, in that matter, there
|
utilize
|
make use of, use
|
wherein
|
in what, in which, where
|
For more
shorter, simpler alternatives
to overstated, bureaucratic and pompous words.
Back to
top
Cut out unnecessary, useless words
Use only as many words as you need. Use
fewer structural wordswith little meaning:
becauseor
sinceinstead of
due to the fact that;
ifinstead of
in the event that.
Tighten verbose (or
wordy) textby replacing too complex statements with shorter terms or single words:
geography, not
the field of geography;
tends to, not
have a tendency to.
Here is a sample list of some alternative words for common, wordy expressions:
Instead of ...
|
Try using ...
|
adequate number of
|
acceptable, enough, satisfactory
|
a certain number of
|
some
|
a great many
|
many
|
apart from
|
besides, in addition
|
at the present time
|
now
|
be advised that
|
note that, please note that
|
by means of
|
by, using, with
|
despite the fact that
|
although, even though, though
|
during the time
|
during, when, while
|
excessive number of
|
too many
|
for the purpose of
|
for, of, to
|
from time to time
|
at times, occasionally, sometimes
|
if this is the case
|
if so
|
if this is not the case
|
if no
|
in lieu of
|
for, in place of, instead of
|
in many cases
|
many, often
|
in the event of
|
if, when [
notif and when]
|
it is probable that
|
probably
|
it would appear that
|
clearly, plainly, obviously, seemingly
|
a majority of
|
most, most of
|
once in a while
|
sometimes
|
on the part of
|
among, by, for, of
|
prior to
|
ahead of, before
|
pursuant to
|
by, under
|
subsequent to
|
after, following, later, next, then
|
this office
|
I, me. us, we
|
under the provisions of
|
by, under
|
until such time
|
until
|
with reference to, with regard to
|
about, for as for, on
|
For more
simpler, concise alternatives
to wordy, bureaucratic phrases
Back to
top
Cut redundant ideas, words and phrases
Avoid using
wordy phrasesand
multiple words with similar meaningsor unhelpful redundancies. For example, try
protrude, not
protrude out; either
ifor
when, not
if and when;
result, not
end result;
square, not
square in shape;
experience, not
past experience;
demolished, not
totally demolished; visible,not
visible to the eye; completeor
finished,not
completely finished; four hours,not
four hours of time; 5 feet high,not
5 feet in height.
Later, go through your document and ask yourself if you're repeating information needlessly. If so, combine
your thoughts or remove the matching ideas.
Here is a sample list of alternative words for some redundant phrases:
Instead of ...
|
Try using ...
|
added bonus
|
bonus
|
advance notice
|
notice
|
at this juncture, at this point in time
|
now, this week, today
|
city of Renton
|
Renton [
butCity of Renton
to refer to the government]
|
close proximity
|
close, near
|
current status
|
status
|
during the hours of 7 a.m. to 6 p.m.
|
from 7 a.m. to 6 p.m.
|
10 feet in length
|
10 feet, 10 feet long
|
filled to capacity
|
filled, full
|
first and foremost
|
first
|
future plans
|
plans
|
general consensus
|
agreement, consensus
|
join together
|
join
|
month of November
|
November
|
12 noon
|
noon
|
past history
|
history
|
period of time
|
period, time
|
postpone until later
|
postpone
|
refer back
|
refer
|
thoroughly understand
|
understand
|
totally dedicated, totally devoted
|
dedicated, devoted
|
total number
|
total
|
For more
concise replacements
for redundant phrases.
Back to
top
Avoid using jargon
Using unfamiliar
jargon
and bureaucratese can cause problems because your reader may not understand it. Jargon also can distract your reader from
your real message. Write
boots, not
leather personnel carriers;
telephone, not
telephonic communications instrument;
advocate for the homeless, not
homeless advocate; next toor
near,not
adjacent to; make easyor
helpor
lead,not
facilitate.
Be wary of
trendy, fashionable expressionssuch as
downtime, synergy, downside and
touch base. Try inviting people into a
planning process, not a
visioning process. Trendy terminology could confuse or annoy readers and date it. Similarly, avoid
old-fashioned sayingsand
formal phraseslike
grist in the mill, pig in a poke, as per your letter (instead, try
according to your letter),
notwithstanding (instead, try
despite or still).
Also, avoid terms that could be misunderstood by readers who use English as a second
language or by people translating a document from English into another language. Such terms include
military and sports vocabulary-
level playing field, end runs,
targets, game plans, sticky wickets, tackle; and
regionalisms and slang-
that dog don't hunt;
jury-rigor
jerry-built.They also include
literary and cultural allusions-
heart on his sleeve, move mountains, an offer he can't refuse;and
metaphors-
a steep learning curve, a piece of cake, pave the way for.
-
Instead of:
All illumination on these premises must be extinguished upon departure.
-
Use:
Please turn out the lights if you're the last to leave.
Avoid or explain technical words or difficult terms
Whenever possible, avoid words that your readers do not know. Every occupation and interest group has special
terms. If you must use a technical term, define it--either by giving a definition, explaining the term or by giving an example.
If suitable for your publication, think about including a glossary of technical words and difficult terms.
Also, avoid
technical terms used with nontechnical meanings: Use
startinstead of
initialize;
work with,
meetor
callinstead of
interface with.And avoid rare or fancy words used within your work group or profession
,like
nexusand
infrastructure.
Back to
top
Don't change verbs into nouns
Use verbs to suggest the most significant actions in your sentences. Nouns created from verbs are harder for the
reader to understand. They also give the sentence an impersonal tone:
explain, not
provide an explanation;
decide, not
make a decision;
decide(or
findor
work outor
discover), not
make a determination.
Use verbs to suggest the most significant actions in your sentences. . They also give the sentence an impersonal
tone: , not ; , not ; (or or or ), not .
Also,
use verbs instead of abstract nouns-
considerinstead of
consideration,
adjustinstead of
adjustment, recommendinstead of
recommendation,
improveinstead of
improvement.
When you write a noun that comes from a verb, see if you can turn it back into a verb by removing endings like
-tion,
-enceand
-ment. Use the clearest, crispest, liveliest verb to express your thoughts.
-
Instead of:
The
requirementof the department is that employees work eight hours a day.
-
Use:
The department
requiresemployees to work eight hours a day.
-
Instead of:
The team's role is to perform problem
definitionand
resolution.
-
Use:
The team's role is to
defineproblems and
resolvethem.
-
Or:
The team's role is to
defineand
resolveproblems.
Here are other examples:
Instead of ...
|
Try using ...
|
bring to a conclusion
|
assume, close, decide, end, finish, infer, settle
|
carry out an evaluation
|
check, evaluate, test
|
conduct a review of
|
review
|
conduct an investigation
|
explore, find out, look at, look into, research, study
|
exhibit improvement
|
improve
|
file an application
|
apply
|
gave an explanation
|
explained
|
give a justification for
|
justify
|
give assistance
|
aid, backing, help, relieve, support
|
have an objection
|
object
|
have knowledge of, have need for
|
know, need
|
have reservations about
|
doubt
|
hold a meeting
|
meet
|
make a proposal
|
propose, recommend
|
offer a suggestion
|
suggest
|
perform an assessment of
|
assess
|
placed an order
|
ordered
|
reach an agreement, reach a conclusion
|
agree, conclude
|
send an invitation to
|
invite
|
take action
|
act
|
Back to
top
Avoid chains of nouns
Chains of nouns are strings of two or more nouns used to name one thing. They are often difficult for a reader to
understand.
Consider defining, explaining or revising
noun phrases. Will the meaning of a noun phrase be familiar or clear to your readers or translator? If not, explain it
in context, revise it to make its meaning clear, or define it in a glossary.
Noun chains take some effort to untangle. They lack connecting words--such
as of, for, about, inand the possessive
's--that would clarify how the nouns relate to one another.
-
Instead of:
World population is increasing faster than world food production
-
Use:
The world's population is increasing faster than its food production.
Back to
top
Use acronyms and abbreviations carefully
Remember that not everyone may know what the acronyms and abbreviations stand for. Avoid
nonessential abbreviations, Latin abbreviations, uncommon contractionsand
obscure acronyms,especially in documents that may be translated for or used by readers with limited English proficiency.
Also, avoid informal nonstandard spellings and shortened words.
Sometimes, putting an acronym or abbreviation in parentheses the first time you use the proper term can be
useful. Then you can use the acronym in the rest of your text. But even if you use that technique, avoid filling a document
with various obscure acronyms. Also see
abbreviations and acronyms
in Garbl's Editorial Style and Usage Manual.
When in doubt, spell it out.
Here are other examples:
Instead of ...
|
Try using ...
|
aka
|
also known as
|
ASAP
|
as soon as possible, soon [or be specific about time]
|
could've, should've, would've
|
could have, should have, would have
|
e.g.
|
for example, such as
|
etc.
|
and so on, and the rest
|
i.e.
|
that is
|
hi, lo
|
high, low
|
lb., oz.
|
pound, ounce
|
lite
|
light
|
mightn't, mustn't
|
might not, must not
|
n.a., N/A
|
not applicable, not available, none
|
rep
|
repetition, representative
|
specs
|
specifications
|
stats
|
statistics
|
that'll
|
that will
|
thru
|
through
|
vet
|
veteran, veterinarian
|
Back to
top
Use
capitalletters sparingly, consistently
Avoid unnecessary capitalization. Capital letters are an important cue to readers and translators that a term is
a proper noun, not a common noun.
Use capital letters to identify proper nouns-- the formal, official, unique or popular names of a specific person,
organization, place or thing. Also use capital letters to begin sentences, headings, the important words in publication titles,
and letters in some abbreviations and acronyms.
Random, excessive capitalization for other purposes hinders reading and may confuse readers.
Do not capitalize the first letter of a word or words in a phrase simply to highlight themor to express their
importance. Translators typically translate common nouns and leave proper nouns in English.
Also see
capitalization
and related entries in Garbl's Editorial Style and Usage Manual.
Sexist writing builds a barrier between you and half your readers. Use
sex-neutral termsby avoiding words that suggest maleness is the norm, superior or positive and that femaleness is
nonstandard, subordinate or negative. For guidelines, see
sex, sexism
in Garbl's Editorial Style and Usage Manual.
Readers with disabilitiesalso face barriers--in communications and facilities. For guidelines in using suitable
language, see
disabled
in Garbl's Editorial Style and Usage Manual.
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Creating an Enticing Design
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