Writing is communication. The purpose is to transfer an idea from your head into another person's head. When you use overly formal, verbose, or dense language, your writing does not communicate but obfuscate (make unclear). Conversely, plain language communicates your ideas clearly and gets business done.
Let's review four simple ways you can use plain language to communicate your ideas with readers.
1. Use a Conversational Voice
Write as if you were speaking to a colleague. Choose respectful language, neither overly formal and stuffy nor overly informal and slang-ridden. Cut wordiness.
Don't Say
Pursuant to the fiscal shortfalls that befell our corporate body this past annum, employees will find that remunerative disbursements have stagnated.
Do Say
Because of tight budgets, employees will not receive cost-of-living raises this year.
Don't Say
subsequently / remuneration / cognizant
Do Say
after / pay / aware
2. Choose Simple, Active Verbs
Select precise verbs that describe the action that the subject of the sentence is doing. If a verb instead tells what is happening to the subject, decide what is doing the action and make it the subject. Avoid complicated tenses.
Don't Say
Monthly reports can be detected by you on our website on the first of each month.
Do Say
On the first of each month, you will find monthly reports on our website.
3. Organize for Clarity
Plain language refers not only to the words you use to convey your ideas but also to how you organize those ideas. Always create clear opening, middle, and closing parts, and use an effective plan to arrange details within the parts. Informative headings and lists can further clarify ideas.
Don't Say
Please note these details concerning your rental agreement. If you accept the terms, sign and date the compliance form and return it with your payment. Thank you for your request to use Brookings Community Center for your auction fund-raiser. We're happy to report the facility is available for your event. Half of your rental fee is due within 10 business days of receiving this email. In case of cancellation, we must retain 20 percent of the fee. The other half of the fee is due within five days following the event. We look forward to hearing from you.
Do Say
Thank you for your request to use Brookings Community Center for your auction fund-raiser. We're happy to report the facility is available for your event.
Please note these details concerning your rental agreement.
- Half of your rental fee is due within 10 business days of receiving this email.
- The other half is due within five days following the event.
- In case of cancellation, we must retain 20 percent of the fee.
If you accept these terms, sign and date the compliance form and return it with your payment. We look forward to hearing from you.
4. Write Short Paragraphs with Topic Sentences
Break information into digestible chunks, making the ideas easy to read and find again. (Do you notice how the breaks in the previous "Do Say" example make the ideas easier to digest than in the "Don't Say" version?)
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