Using Plain Language
We now recognise the benefits of "Plain English" in communicating. We reach a wider audience in a 'friendlier' and more effective way.
By following some simple rules, we can improve our communication with everyone.
1. Planning Your Task - Decide who your audience is.
- Decide what points you want to get across and put them in order.
- Decide on the best format - standard letter, leaflet or whatever is suitable.
2. Writing It Down - Keep your sentences short. On average aim for 15-20 words.
- Use bullet points or numbers to list points.
- Use active verbs and avoid passives where possible. Say "We are dealing with your enquiry" rather than "your enquiry is being dealt with."
- Talk to your reader, use 'you' and 'we'.
- Use everyday words. Avoid jargon. Explain technical terms if necessary.
- Abbreviations - write in full the first time with the abbreviation in brackets. Then you can use the
abbreviation in the rest of the text.
- Watch out for inappropriate language which could be taken to be sexist or racist. For example, say
'staffing levels' not 'manpower levels'.
- Cut out words which do not add to the meaning.
- Keep to the point.
- Always check that what you have written is:
- for letters - clear, helpful, polite and to the point, and
- for reports - clear, accurate, concise and readable.
- Re-read your final draft with your reader in mind.
- For key documents in frequent use or for wide circulation, show the final draft to the relevant
people and invite comments.
- Remember to put the date on documents along with a contact name and telephone number where
appropriate.
3. Useful Contacts Plain English Campaign,
PO Box 3,
New Mills,
High Peak,
Derbyshire
SK22 4QP
Tel: 01663 744409
Fax: 01663 747038
E-mail:
info@plainenglish.co.uk Visit the
Website
For help with producing publications, contact the Marketing Officer, Public Relations, Tel: 01389 737297.
