TC Design
Plain language writing guide
- Tim Renczes (Unlicensed)
Plain language is simply using words your audience can understand. It has little to do with how much you can write on a subject, it has everything to do with what your audience WANTS and NEEDS to know. It also:
Gives them useful information.
Covers only 3 to 5 points per section.
Organizes information clearly.
Uses short words & sentences.
Uses common words — not jargon or idioms!
Uses graphics, point form, and bold type to highlight the most important points
When writing for the general public, material should be written at a Grade 4–6 level.
Readability tools
Readability tools are mathematical formulas used to calculate how many years of schooling a reader would need to have to be able to understand and apply a text by reading it only once. The tools are based on the number of words, the number of sentences, the average number of words per sentence and the average number of long words (three or more syllables) per sentence.
How they help
They can warn you if your first draft is too dense and needs revision. When the formula results in a reader needing more than 10 years of formal schooling, you have a clear signal to go back to your text and use shorter words and shorter sentences.
They can measure whether or not your revisions are getting “easier” with each draft.
How to use them
Write.
Apply the formula.
Revise.
Apply the formula to measure progress.
What they can’t tell you
Is the material written clearly?
Are the ideas complex?
Is the information accurate?
Is the content in logical order?
Does the material make sense?
Is the vocabulary appropriate for the audience?
Is the grammar correct?
Is there gender, class or cultural bias?
Is the design attractive and helpful to the reader?
S.M.O.G readability score
The S.M.O.G. detector is a tool that can help you measure the reading grade level of a text based on word, sentence and text length. It’s a quick way to assess your text in an objective and standardized manner using the Simple Measure of Gobbledygook (SMOG) online tool.
There are other similar readability scoring methods that are included as part of the Proofing tools of Microsoft Word. Refer to Get your document's readability and level statistics - Microsoft Support
Top plain language tips
Write directly to your reader.
Hard:
We will continue to strive for continuous improvement and progress to protect the health of Canadians.
Easier:
We will continue to work hard to improve and
protect your health.
Use the active voice.
Hard:
The ecoAUTO rebate program was announced today by the Minister of Transport, Infrastructure and Communities.
Easier:
Today the Minister of Transport, Infrastructure and Communities announced the new ecoAUTO rebate program.
Use short words and short sentences.
Hard:
The ecoMOBILITY Program will help municipalities reduce urban passenger transportation emissions by increasing transit ridership and the use of other sustainable transportation options.
Easier:
The ecoMOBILITY Program helps reduce smog. How? By helping cities find ways to get more people to walk, cycle and use public transit or carpools.
Use common words rather than technical jargon.
Hard:
Your federal government is working to help build a modern Canada, where Canadians benefit from world-class public infrastructure.
Easier:
Canada’s government is working to help build the modern roads, bridges, rail lines, ports, etc. that we need for a strong economy and a high quality
of life.
Include a clear definition if you must use a hard or technical term.
Hard:
Motor vehicle manufacturers must ensure that their products meet Canada’s safety standards.
Easier:
Motor vehicle manufacturers (companies that make cars, trucks, mini-vans, SUVs, buses or motorcycles) must make sure that their products meet Canada’s safety standards.
Don’t use acronyms.
If you absolutely must use an acronym, make sure your readers know what it means and use it consistently. On any given page, ensure the first time an acronym is referenced includes the full text so readers can Figure Out What This One Stands For (FOWTOSF) and for better accessibility.
Don’t change verbs into nouns.
Hard:
By making investments in transportation infrastructure, the Government of Canada is contributing to the creation of a seamless and affordable transportation system for the reduction of traffic congestion and commute times.
Easier:
The Government of Canada invests in transportation infrastructure to help create a seamless and affordable transportation system that reduces traffic congestion and commute times.
Use a positive tone wherever possible.
Hard:
Are you packing a carry-on? Don’t forget to check out these tips, before you get started.
Easier:
Are you packing a carry-on? Read these tips before you get started.
Write instructions in the order that you want them carried out.
Hard:
Before issuing a press release, get it approved at all levels.
Easier:
Get all approvals before you issue a press release.
List important points separate from the text.
Hard:
One cause of air pollution and smog is congestion, which is a major challenge for some urban areas. Congestion is evidence of social and economic vitality but is associated with undesirable impacts. Economic costs include lost time and productivity, lost wages, and extra fuel costs. Environmental costs include increased emissions of greenhouse gases and air pollutants. Social costs include stress and accidents.
Easier:
A major source of smog is heavy traffic, which poses a major challenge. While heavy traffic is a sign of social and economic activity, it brings economic, environmental and social costs to Canadians.
Economic costs touch:
Employers, who lose the time and productivity of workers who can’t work when air quality is poor.
Workers, who lose wages when they can’t work.
Drivers, who pay at the pump.
Environmental costs include:
More greenhouse gases and air pollutants
Social costs include:
Stress
Accidents
List items in a parallel (the same grammatical) form.
Hard:
Clear accountability and responsibility
Set and actively pursue performance goals
Systematic and proactive approach to managing risks and threats
Monitor and evaluate performance
Easier:
Establish clear accountability and responsibility
Set and actively pursue performance goals
Apply a systematic and proactive approach to managing risks and threats
Monitor and evaluate performance
Test what you write.
Always have someone else read and comment on what you write. Talk to people who know your audience better than you do.
Conduct a usability test, and observe/probe whether your users read the text!
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Useful references
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TC Design