Introduction toPlain Language : Introduction toPlain Language
Slide 2 : Why use Plain Language?
What is Plain Language?
Why use Plain Language? : Why use Plain Language? We’re all busy people. We don’t want to waste a lot of time trying to translate difficult, wordy documents.
Slide 4 : Acceptance by the bank of payments in arrears shall not constitute a waiver of or otherwise affect any acceleration payment hereunder or other right or remedy exercisable hereunder. No failure or delay on the part of the bank in exercising, and no failure to file or otherwise perfect or enforce the Bank’s security in or with respect to any collateral, shall operate as a waiver of any right or remedy hereunder or release any of the undersigned, and the obligations of the undersigned may be extended or waived by the bank, contract or other agreement evidencing or relating to any obligation or collateral may be amended and any collateral exchanged, surrendered, or otherwise dealt with in accordance with any agreement relevant thereto, all without affecting the liability of any of the undersigned.
Slide 5 : Irregular Payments
You can accept late payments or partial payments, even though they are marked “payment in full,” without losing any of your rights under this note.
What happens if users don’t understand your documents?You may have to: Write explanatory sections or notes Write an explanatory document : What happens if users don’t understand your documents?You may have to: Write explanatory sections or notes Write an explanatory document
What is Plain Language? : What is Plain Language? A document is in plain language if users can
Find what they need
Understand what they find
Use what they find to meet their needs
What are the basic elements of plain language? : What are the basic elements of plain language? Logical organization with the reader in mind
“You” and other pronouns
Active voice
Short sentences
Common, everyday words
Easy-to-read design features
Organize for your audience : Organize for your audience Organize your information the way the audience needs or expects it.
Identify your audience : Identify your audience Why does the reader need to read document?
What is average user expertise?
Can you write to everyone interested, not just experts?
Remember that no one wants to labor to understand your document.
Organize to serve the reader : Organize to serve the reader Identify with your reader
Anticipate likely questions or confusing concepts
Organize document to answer questions in the order and language readers will most likely ask them
Provide useful headings
Informative headings help the reader navigate the document : Informative headings help the reader navigate the document Clear headings are often the best, especially in documents that readers come to with questions, such as regulations, financial matters or concepts.
Use pronouns : Use pronouns Pronouns pull readers in and make it relevant to them
Reader needs to do less “translation”
Pronouns let you eliminate lots of words
How do you use pronouns? : How do you use pronouns? Refer to your organization as “we”
Refer to the reader as “you” in the text and as “I” in questions
Without pronouns : Without pronouns To establish eligibility for a grant, an applicant must show that the applicant is an Indian and that the present housing of the applicant is substandard and inadequate.
(28 words)
With Pronouns : With Pronouns To establish eligibility for a grant, you must show that you are an Indian and that your present housing is substandard and inadequate.
(23 words)
Avoid Passive Voice : Avoid Passive Voice The person doing the action follows the verb.
A form of the verb “to be” is combined with the past participle of another verb.
The frog was swallowed by Fred.
Passive Voice : Passive Voice Can disguise who does what:
A frog was swallowed. Active Voice Makes it clear who does what:
Fred swallowed a frog.
Slide 19 : Passive Voice Can be awkward:
Consultation from respondents was obtained to determine the estimated burden. Active Voice Is more direct:
We consulted with respondents to
determine the estimated burden.
Slide 20 : Passive Voice Is often longer:
The application must be completed by the applicant and received by the financial office by June 1st. 17 words
Active Voice Cuts down the number of words:
We must receive your application by June 1st. 8 words
Use short sections and paragraphs : Use short sections and paragraphs Shorter units of text are more manageable, less intimidating
White space and headings are clues to what’s important
Use short sentences : Use short sentences Short sentences avoid confusion
Treat only one subject in each sentence
Average sentence length: 20 words
Maximum sentence length: 40 words
Use common words : Use common words Use
Use
Help
Method
Needs
Limits
Issue Not
Utilize
Facilitate
Methodology
Necessitates
Parameters
Promulgate
Use “must” Instead of “shall” : Use “must” Instead of “shall” Use “must” for obligation
Use “must not” for prohibitions
“Shall” is ambiguous
“Shall” is not a common everyday word
Avoid confusing words and constructions : Avoid confusing words and constructions Avoid:
Using undefined abbreviations
Using two different terms for the same thing (such as car, vehicle, auto)
Using the same term for different things
Slide 26 : Giving a word an obscure meaning (defining “car” to include trucks)
Using legal or technical jargon
Using strings of nouns (“surface water quality protection rules”)
Place words carefully : Place words carefully Keep subjects and objects close to their verbs
Put modifiers next to words they modify
Put exceptions and long conditions after the main clause
Does word placement matter? : Does word placement matter? Yesterday a mad dog bit five men in the north end.
Yesterday, in the north end, a mad dog bit five men.
Word placement cont’d : We will send you copies of any comments we receive after the comment period closes.
After the comment period closes, we will send you copies of any comments we receive. Word placement cont’d
Design your document for easy reading : Design your document for easy reading White space makes a document easier to read
Vertical lists and tables aid readability and add white space
Use vertical lists : Use vertical lists Vertical lists -
Make it easy for the reader to identify all the items or steps in a process
Add blank space for easy reading
Help your reader see the structure of your document
Change this long sentence : Change this long sentence The student applicant should submit an official copy of his or her transcript, two letters of recommendation from professors, a statement of financial need, and a short biographical statement to our grants office by April 15.
Into a list : Into a list To apply, submit the following items to our grants office by April 15:
An official copy of your transcript
Two letters of recommendation
from professors;
A statement of financial need;
and
A short biographical statement.
Tables : Tables Make it easy to take in complex material at a glance
Make it easy to locate specific provisions
Save words
Make your logic and structure clear
We must receive your completed application form on or before the 15th day of the second month following the month you are reporting if you do not submit your application electronically or the 25th day of the second month following the month you are reporting if you submit your application electronically. : We must receive your completed application form on or before the 15th day of the second month following the month you are reporting if you do not submit your application electronically or the 25th day of the second month following the month you are reporting if you submit your application electronically.
If you write in Plain Language : You will:
Write more effectively and with more impact
Get better results
Provide better customer service If you write in Plain Language