Knowledge Solutions
October 2008 | 5
Using Plain English by Olivier Serrat Purpose Many people write too much, bureaucratically, and obscurely. Using plain English will save time in writing, make writing far easier, and improve understanding.
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 u nderstanding the document at first reading, and in the sense that the writers meant them to be.
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 • Select simple words. • Make lists. • Keep sentences short. • Refrain from giving unnecessary details. • Cut down on jargon and use defined terms sparingly. • Discard superfluous words. • Reduce nominalizations.2 • Avoid weak verbs. • Use the active voice with strong verbs. • Be specific rather than general. • 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: • What are the demographics of the audience, e.g., age, education, and work e xperience? • How familiar is the audience with technical terminology? • What concepts can one safely assume the audience understands? • 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? • How will the audience use the document? 1 2
Merriam-Webster’s defines “readable” as pleasing, interesting, or offering no great difficulty to the reader. A nominalization is a noun derived from a verb. It usually ends in -tion. To make writing more vigorous and less abstract, writers should find the noun and try to make it the main verb of the sentence. For example, “We made an application” becomes “We applied.”