In a Word Many people write too much, bureaucratically, and obscurely. Using plain English will save time in writing, make writing far easier, and improve understanding.
Purpose
Reports are a visible part of work. They remain and are used long after it is done. Work is advanced by readable1 reports that give the target audience a good chance of understanding the document at first reading, and in the sense that the writers meant them to be.
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What Is Plain English?
Plain English—or plain language—is a message written for the reader in a style that is clear and concise. It is quicker to write, faster to read, and puts messages across more often, more easily, and in friendlier ways. Using plain English, writers should
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Select simple words.
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Make lists.
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Keep sentences short.
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Refrain from giving unnecessary details.
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Cut down on jargon and use defined terms sparingly.
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Discard superfluous words.
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Reduce nominalizations.2
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Avoid weak verbs.
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Use the active voice with strong verbs.
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Be specific rather than general.
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Write personally, as if you were talking to the reader.
Knowing the Audience
Knowing the target audience is the most important step in assuring that a document is understandable. One can create a profile of individual target audiences based on the following questions:
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What are the demographics of the audience, e.g., age, education, and work experience?
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How familiar is the audience with technical terminology?
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What concepts can one safely assume the audience understands?
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How will the audience read the document for the first time? Will they read it straight through or will they skip to sections of particular interest? What data and information will they look for, and is it easy to find?
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How will the audience use the document?
Knowing the Information to Disclose
The following steps can be taken to ascertain that a document written in plain English is readable:
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Read and outline the current document.
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Read the table of contents to see if there is an obvious logical flow to the argument.
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Read the entire document without taking notes to gain a general understanding of the information presented.
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Read the entire document a second time, taking notes on what information is covered and what questions the target audience might have. The notes will show if the information flows through the document in logical order.
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As you read, consider the following: Will the audience understand the language? Does the document emphasize information of importance to the audience? Is any important information missing? Does the document include information that is not required and will not help the audience make informed decisions?
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Eliminate redundant information.
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Question the need for repeating any information. Reading similar material more than once bores—perhaps even troubles—readers.
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Readers skip over paragraphs they think they have read before.
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Discuss the executive summary.
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An executive summary is an inviting entryway to a document. It should orient the reader, highlighting the most important points that are presented in detail in the document.
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Many executive summaries seem as long as the document itself and all-too-often consist of paragraphs copied from the main text.
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Applying the Rule of 15
A rule of thumb for preparing plain English reports is to use the “rule of 15”:
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Not more than 15% of sentences should be longer than 15 words.
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Not more than 15% of sentences should be written in the passive voice.
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Not more than 15% of words should be longer than three syllables.
Editing the Document
When it is time to edit the document, it is best to work in the following order:
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Edit for overall structure.
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Edit for sequencing and logical flow within subsections.
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Edit for plain English.
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Edit for style conventions.
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Edit for typographical errors and punctuation.
Checking Microsoft Word’s Readability Statistics
Microsoft Word allows users to check how difficult text is to read. Aim for
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Flesch Reading Ease score > 50 (higher scores are easier to read).
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Flesch-Kincaid Grade Level score < 12 (lower scores are easier to read).
Using Readability Formulas and Style Checkers
Readability formulas establish how difficult a document is to read. Several websites offer free readability services online.3 They include
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Gunning Fog Index
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Juicy Studio
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Online-Utility
Box: “Brevity”—Memo to the War Cabinet from Winston Churchill, 9 August 1940
To do our work, we all have to read a mass of papers. Nearly all of them are far too long. This wastes time, while energy has to be spent in looking for the essential points.
I ask my colleagues and their staff to see to it that their reports are shorter. The aim should be reports which set out the main points in a series of short, crisp paragraphs.
If a report relies on detailed analysis of some complicated factors, or on statistics, these should be set out in an appendix.
Often the occasion is best met by submitting not a full-dress report, but an aide-memoire consisting of headings only, which can be expanded orally if needed.
Let us have an end of such phrases as these:
“It is also of importance to bear in mind the following considerations,” or “consideration should be given to the possibility of carrying into effect”. Most of these woolly phrases are mere padding, which can be left out altogether, or replaced by a single word. Let us not shrink from using the short expressive phrase, even if it is conversational.
Reports drawn up on the lines I propose may first seem rough as compared with the flat surface of “officialese” jargon. But the saving in time will be great, while the discipline of setting out the real points concisely will prove an aid to clearer thinking.
Source The National Archives. 2016.
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