March 19, 2019 

Organizing Documents for Clarity 

Have you ever read a workplace document that overwhelmed you with information? Writing that packs too many ideas into big blocks of text can be hard to comprehend. So can writing that dumps an abundance of data and statistics on readers.

Thankfully, you can make dense writing more accessible with a few simple actions:

• Separate blocks of text into short paragraphs, each focusing on one controlling idea. 
• Use headings to introduce new sections in longer documents. 
• Organize related items in numbered lists (if they are ranked) or bulleted lists (if they are equal in importance).
• Include graphics such as charts, tables, illustrations, or photos to make information easy to access and understand. 

The following revision utilizes some of these strategies. 

Original (Dense)

Thank you for the opportunity to bid on Millwood’s waste removal and recycling needs. Based on the bid requirements, we are submitting the following proposal for services. Twice a week, we will service one eight-cubic-yard container for regular refuse. Once a week, we’ll service one eight-cubic-yard container for cardboard. Your total cost per month will be $240, plus you’ll be charged $55 per trip for any extra pickups. As Tallahassee's leading waste collector, Boniface serves more than 300 organizations. References and brochures are enclosed for your review. Please contact me if you have any questions.

Revised (Accessible)

Thank you for the opportunity to bid on Millwood’s waste removal and recycling needs.

Based on the bid requirements, we are submitting the following proposal:

• One eight-cubic-yard container for regular refuse, serviced twice a week
• One eight-cubic-yard container for cardboard
• Total cost per month: $240.00
• Extra pick-ups: $55.00 per trip

As Tallahassee's leading waste collector, Boniface serves more than 300 organizations. References and brochures are enclosed for your review.

Please contact me if you have any questions.