Copyright

Plain English Campaign owns the copyright to this guide. You are welcome to print out any of our guides or save them to disk in your personal use. You could not photocopy any information or cross on digital copies without our permission.

Contents

This guide begins with an introduction referred to as, ‘So what's plain English?’

The guide then seems on the primary methods to make writing clearer.

• Keep your sentences short


• Prefer lively verbs


• Use 'you' and 'we'


• Use phrases that are appropriate for the reader


• Don't be afraid to provide directions


• Avoid nominalisations


• Use lists the place acceptable

The information then looks on the tough topic of apologising, and offers with a few of the myths that can get in the way in which of clear communication.

The information finishes with a abstract and an inventory of phrases to keep away from.

So what's plain English?

First let's say what plain English isn't and destroy some of the myths about it.

• It's not 'cat sat on the mat’ or 'Janet and John' writing. Almost something - from leaflets and letters to legal documents - could be written in plain English with out being patronising or oversimplified.


• It doesn't imply reducing the size of your message or changing its which means. Most of the UK's greatest insurance firms produce insurance policies that explain every thing absolutely in plain English.


• It's not about banning new phrases, killing off long words or selling completely excellent grammar. Nor is it about letting grammar slip.


• It is not an amateur's method of communication. Most forward-looking senior managers always write in plain English.


• And lastly, it is not as easy as we would like to assume.

Sadly, due to the bureaucrats of public service industries, native councils, banks, building societies, insurance coverage firms and authorities departments, we have learnt to accept an official style of writing that is inefficient and infrequently unfriendly.

But in the last few years, many of these offenders have started to place issues right, both rewriting their documents clearly or training their employees in the art of plain English, or each.

The primary advantages of plain English are:

• it is sooner to write;


• it's sooner to read; and


• you get your message throughout extra usually, extra simply and in a friendlier method.

If you spend more than an hour a day writing, you're to an extent knowledgeable writer. So it's very important that you simply get it proper.

So what is plain English? It is a message, written with the reader in mind and with the best tone of voice, that is clear and concise.

Keep your sentences brief

Most experts would agree that clear writing should have a median sentence length of 15 to twenty words.

This does not imply making every sentence the identical length. Be punchy. Vary your writing by mixing short sentences (just like the final one) with longer ones (like this one). Follow the basic precept of sticking to one major idea in a sentence, plus maybe one different related level. You should soon have the ability to hold to the typical sentence length - used by prime journalists and authors - quite easily.

However, at first you may still find yourself writing the odd lengthy sentence, especially when making an attempt to clarify an advanced level. But most lengthy sentences could be damaged up ultimately.

Prefer lively verbs

Do you want your letters to sound energetic or passive - crisp and professional or stuffy and bureaucratic?

To clarify the distinction between lively and passive verbs, we have to look briefly at how a sentence matches collectively. There are three major components to nearly each sentence:

• a
  topic(the individual, group or factor doing the action);


• a
  verb(the action itself); and


• an
  object(the individual, group or factor that the motion is finished to).

To give an instance, within the sentence 'Peter watched the television':

• the
  subjectis Peter (he is doing the watching);


• the
  verbis watched; and


• the
  objectis the television (it's being watched).

Of course, there will usually be lots of different phrases as nicely. For example: 'Peter, the boy from number thirteen, watched the television every Friday night time'. But the topic, verb and object are nonetheless there.

Peter (
subject) watched (
verb) the tv (
object).

'Watched' is an energetic verb here. The sentence says who's doing the watching before it says what's being watched.

With a passive sentence, the
objectturns into the
topicand the
subjectbecomes the
object. The tv (
subject) was watched (
verb) by Peter (
object).

Watched is a passive verb here.

You can see that by making the sentence passive, we have needed to introduce the words 'was' and 'by', and the sentence becomes extra clumsy.

Remember that the subject isn't always an individual and the item is not all the time a thing! 'The tree crushed Peter' is lively however 'Peter was crushed by the tree' is passive.

Here are some more examples of how to turn a passive verb into an energetic verb.

This matter might be considered by us shortly. (Passive)

• 
  We will think about this matter shortly. (Active)
  

The riot was stopped by the police. (Passive)

• 
  The police stopped the riot. (Active)
  

The mine needed to be closed by the authority. (Passive)

• 
  The authority needed to close the mine. (Active)
  

Passive verbs cause several issues.

• They may be complicated.


• They usually make writing more lengthy-winded.


• They make writing less energetic.

Good uses of passives

There are times in fact when it might be acceptable to make use of a passive.

• To make one thing much less hostile - 'this invoice has not been paid' (passive) is softer than 'you haven't paid this bill' (energetic).


• To avoid taking the blame - 'a mistake was made' (passive) quite than 'we made a mistake' (active).


• When you don't know who or what the doer is - 'the England group has been picked'.


• If it merely sounds higher.

But aim to make about eighty to ninety% of your verbs energetic.

This distinction between energetic and passive verbs is not straightforward to know. Some individuals never actually get it. So if you are confused, learn this part again.

Use 'you' and 'we'

Try to call the reader 'you', even if the reader is only one of many people you're talking about usually. If this feels wrong at first, do not forget that you wouldn't use words like 'the applicant' and 'the provider' should you were chatting with someone sitting across a desk from you.

Here are some examples of this.

Applicants must send us...

We always inform clients before we...

• 
  We will tell you before we...
  

Advice is available from...

Similarly, always name your organisation 'we'. And there's nothing incorrect with utilizing 'we' and 'I' in the same letter.

Use phrases that are acceptable for the reader

When you're speaking to your reader, say precisely what you imply, using the best phrases that fit. This doesn't necessarily imply only using simple words - just words that the reader will understand.

At the top of this guide there's a listing of a few of the phrases that we propose you avoid. But for most phrases you will have to determine your self whether or not they are suitable.

Jargon is a kind of language that is solely understood by a specific group of individuals. You can use jargon when writing to people who will understand the phrases and phrases. It could be a useful type of shorthand. But attempt to avoid utilizing specialist jargon on most of the people.

So normally, keep to on a regular basis English every time attainable. And again, imagine talking to your reader throughout a table.

Don't be afraid to offer directions

Sit!

Brush your teeth.

Please send it to me.

These are all instructions - officially referred to as imperatives. They are the quickest and most direct way of giving somebody instructions.

However, if we asked a hardened bureaucrat to write down these expressions, we would find yourself with one thing like the next.

Dogs are advised that they need to sit down.

Your enamel must be brushed.

I should be grateful should you would ship it to me.

There at all times appears to be a fear of commands. The commonest fault is placing 'prospects ought to do that' or 'you must do that' instead of simply 'do that'. Perhaps individuals fear that instructions sound too harsh. But you possibly can typically clear up this by placing the word 'please' in front. However, if something have to be done, it is best not to say ‘please’ as it gives the reader the choice to refuse the request.

Here are some examples of lengthy-winded phrases and shorter versions that use instructions.

You should just think of it as a complete assertion.

• 
  Just consider it as an entire assertion.
  

Writers should purpose to be punchy.

They ought to be cut up the place suitable

• 
  Split them where suitable.
  

The last example might be the worst because it makes use of a passive verb - 'ought to be break up'. Unfortunately this is very common in instructions. For example:

The packet must be removed from the box. The contents should then be placed in the oven.

• 
  Remove the packet from the field. Then place the contents in the oven.
  

• 
  Remove the packet from the box. Then place the contents within the oven.
  

Avoid nominalisations

A nominalisation is a kind of abstract noun. (Is that plain English?) In different phrases, it's the name of one thing that isn't a physical object, such as a process, technique or emotion.

Nominalisations are shaped from verbs.

For example:

So what's mistaken with them?

The drawback is that always they're used as an alternative of the verbs they arrive from. And as a result of they are merely the names of issues, they sound as if nothing is actually happening in the sentence. Like passive verbs, too many of them make writing very boring and heavy-going.

Here are some examples.

We had a discussion in regards to the matter.

There might be a stoppage of trains by drivers.

• 
  Drivers will cease the trains.
  

• 
  Drivers will cease the trains.
  

• 
  Drivers will cease the trains.
  

The implementation of the method has been accomplished by a team.

• 
  A group has implemented the strategy.
  

• 
  A staff has applied the strategy.
  

• 
  A team has implemented the method.
  

Use lists the place applicable

Lists are wonderful for splitting data up.

There are two primary forms of listing.

• A listing that could be a steady sentence with several listed points picked out initially, middle or end.

• A list of separate points with an introductory assertion (like this record).

In the record above, every level is a complete sentence in order that they each begin with a capital letter and finish with a full stop.

With a listing that's part of a continuous sentence, put semicolons (;) after every point and begin each with a decrease-case letter.

If you possibly can show that:

• 
  you were some place else at the time;
  


• 
  you were not related to Mary; and
  


• 
  you are over 21;
  

you ought to be all proper

As you possibly can see, the subsequent to final level has 'and' after the semicolon. If you only needed to show one of many three points instead of all of them, this word can be 'or'.

Make certain every level follows logically and grammatically from the introduction. For example, when you took out 'you' from the second and third factors it might nonetheless move as a normal sentence however not as a list. The introductory line and the third level would then learn, 'If you can show which are over 21', which clearly does not make sense.

For an inventory of quick points, it is higher to set it out in one of many following ways.

Kevin wanted to take the next.

• 
  A penknife
  


• 
  Some string
  


• 
  A pad of paper
  


• 
  A pen
  

Kevin wanted to take:

• 
  a penknife
  


• 
  some string
  


• 
  a pad of paper; and
  


• 
  a pen.
  

You ought to use bullet points in lists. These are better than numbers or letters as they draw your attention to every level with out supplying you with extra info to absorb.

Apologising

If you are replying to a difficult letter or a complaint, or are coping with a tough problem, put your self in the reader's footwear. Be skilled, not emotional. You may have to offer a firm, unwelcome reply, but be as helpful and polite as potential. If you will apologise, accomplish that early. If the issue is your fault, say so. Apologise completely and concisely, sympathetically and sincerely. And whether or not it's your fault or not, attempt to emphasise what you can do for the opposite particular person.

Myths

We're not attempting to be trendy here by breaking grammatical rules. We're simply going to destroy some of the grammatical myths.

• You can start a sentence with
  and, however, because, soor
  nevertheless.


• You can break up infinitives. So you can say
  to boldly go.


• You can finish a sentence with a preposition. In reality, it's one thing
  we should always stand up for.


• And
  youcan use the identical
  phrasetwice in a sentence if
  youcan't find a higher
  phrase.

Of course, this does not imply you need to break these so-called rules on a regular basis - simply once they make a sentence circulate better.

Summary

• 
  Stop and supposeearlier than you start writing. Make a observe of the factors you need to make in a logical order.


• 
  Prefer short words. Long words is not going to impress your prospects or assist your writing fashion.


• 
  Use everyday Englisheach time attainable. Avoid jargon and legalistic phrases, and at all times explain any technical terms you have to use.


• 
  Keep your sentence size downto a mean of 15 to 20 words. Try to stay to one primary concept in a sentence.


• 
  Use active verbs as a lot as potential. Say ‘we will do it’ somewhat than ‘it is going to be done by us’.


• 
  Be concise.


• 
  Imagine you might be talking to your reader. Write sincerely, personally, in a method that's suitable and with the right tone of voice.


• 
  And all the time verify that your writing is evident, useful, human and well mannered.

Words to avoid

Try to make use of the options we suggest in brackets.

• 
  extra (further)
  


• 
  advise (tell)
  


• 
  applicant (you)
  


• 
  start (start)
  


• 
  full (fill in)
  


• 
  comply with (keep to)
  


• 
  consequently (so)
  


• 
  guarantee (ensure)
  


• 
  ahead (ship)
  


• 
  in accordance with (underneath, keeping to)
  


• 
  in excess of (more than)
  


• 
  in respect of (for)
  


• 
  within the event of (if)
  


• 
  on receipt (after we/you get)
  


• 
  on request (should you ask)
  


• 
  particulars (details)
  


• 
  each year (a yr)
  


• 
  persons (people)
  


• 
  prior to (before)
  


• 
  purchase (buy)
  


• 
  relating to (about)
  


• 
  should you want (if you want)
  


• 
  terminate (finish)
  


• 
  while (while)
  

These are only a few ideas. We have a way more comprehensive A-Z out there.

Training from Plain English Campaign

We provide training programs to teach you how to write your documents in plain English. We run the following kinds of course.

• Open courses, held at numerous hotels all through the country.


• In-home programs, where we come to your organisation and prepare your employees. This means we will tailor our coaching to your organisation's work.

You also can observe our Plain English Diploma Course. This is a 12-month course, resulting in a qualification in plain English.

We now offer two programs instructing English grammar. Our Grammarcheck Course is designed to show delegates the basics of grammar, punctuation, sentence building and spelling that are so essential for clear communication. We also sometimes hold an Advanced Grammar Course, which fits into extra element on the grammar of normal English.

You may also be excited about The Plain English Course - our pack of materials to help you train your personal staff.

For extra details on any of the courses, please go to our. If you've any specific questions about training programs, please name our training administrator, Terri Schabel, on or email us at