Make your writing clear and concise

Information about Tasmanian Government policies, programs and services should use plain English and proper grammar. It should be expressed in a clear and consistent style.

Traditionally good readers blamed a document if they couldn’t understand it, while poor readers blamed themselves. Common beliefs for writing in a complicated way included: “It’s hard stuff so it’s got to be written that way”, “It’s a technical (or legal) document” or “I’ve got to impress the boss”.

In a reversal of the old idea that it was the reader’s responsibility to understand a document, it is now considered the writer's responsibility to make their writing understood.

What is plain English?

Plain English is a clear, straightforward style of language which aims to convey a written message as effectively as possible. It is not a special or reduced version of the language; it is just everyday language expressed directly and clearly. Plain English:

  • Uses words and grammar that are widely recognised and understood.
  • Avoids using unfamiliar words, and explains terms which could confuse people.
  • Advocates that design, layout, the use of colour and typography all contribute to how people receive and process information.
  • Is not about reducing sentences to “the cat sat on the mat” level. It's about using understandable language no matter how complex the subject.
  • Is a full version of the language written in a style close to conversational English and takes the reader into account.
  • Is "reader friendly" and places responsibility on the writer’s ability to be plain, not on the reader’s ability to understand.
  • Is not only concerned with language. It is also about improving the organisation of written material and the way it is presented.

Why use plain English?

Generally, we have two reasons for communicating: to give information and to get information.

To succeed we must ensure our messages do not confuse or conceal information. If our audiences cannot follow documents, information leaflets or letters, there is the risk of the reader failing to do what is expected of them or not receiving what is rightfully theirs.

It is not enough for writers just to get the facts right. Documents must be complete, accurate and use language that everyone can understand.

What are the benefits of plain English?

The benefits of plain English are both real and intangible in terms of time and cost savings and improved public relations.

  • Plain language gets your message across in the shortest time possible.
  • More people will be able to understand your message.
  • There is less chance that your document will be misunderstood, so less time is spent in time-consuming explanations.
  • Plain language is socially responsible.

Writing in plain English

Documents, pamphlets, brochures and more should be understandable at the first reading and not require "translation". To make your documents reader-friendly:

  • know your audience (keep in mind the average reader’s level of English)
  • use standard, familiar language
  • keep sentences short (an average of 15-20 words)
  • keep paragraphs short
  • use pronouns (such as ‘you’ or 'we') to speak directly to readers
  • use positives rather than negatives (‘Leave the equipment up’ rather than ‘Do not dismantle the equipment’)
  • make sure the message is clear, accurate and concise
  • avoid cliches, jargon or technical language
  • do not overuse abbreviations and acronyms (if used, write them out in full the first time they are used in the document)
  • use active voice (people tend to respond because it is more direct and requires action)
  • use a friendly, polite and businesslike tone
  • include only one idea or issue in a paragraph or sentence
  • present information in a logical order
  • be mindful of layout and design.

Layout and design

Make you document as visually appealing as possible. To make your documents reader-friendly use:

  • short sections to break up the material
  • a table of contents for long documents
  • a question and answer format
  • informative headings
  • indentations and white space
  • vertical lists rather than running text to highlight main ideas or clarify steps in a process
  • techniques like bold and different font sizes to draw attention to important points
  • replace blocks of text with headings, tables and more white space.

But above all: use plain English!

Further resources