Words are symbols for what we perceive with our senses.

They communicate what we think, feel and do. The more complex the idea or thought, the more difficult it is to express it precisely in words. Plain language writing emphasizes the use of the clearest words possible to describe actions, objects and people. That often means choosing a two-syllable word over a three-syllable one, an old familiar term instead of the latest bureaucratic expression and sometimes, several clearer words instead of one complicated word. Your choice of words should be based on what will be clearer for your reader. If you're not sure, ask. Test out your document with some of the people who are likely to use it. To help you draft easy to understand documents, here are some guidelines on your choice of words. Use Simple, Everyday Words Use simple, familiar words instead of unfamiliar words. Write as if someone is asking you what you mean. If you are writing for a diverse audience, sometimes you must be an interpreter as well as a writer. Here are a few examples of simple words and phrases you might substitute: Instead of: accomplish ascertain disseminate endeavor expedite facilitate formulate in lieu of locality optimum strategize utilize Use: do find out send out, distribute try hasten, speed up make easier, help work out, devise, form instead of place best, greatest, most plan use

Cut out unnecessary words Here is a sample list of some alternative words for common, wordy expressions: Instead of: Use:

with regard to by means of in the event that until such time during such time in respect of in view of the fact on the part of subsequent to under the provisions of with a view to it would appear that it is probable that notwithstanding the fact that adequate number of excessive number of

about by if until while for because by after under to apparently probably although enough too many

Avoid using jargon Using jargon can cause problems because your reader may not understand it. Also be wary of trendy, fashionable expressions such as "level playing field", "downtime" and "touch base". The fact that they are trendy will also mean that they will soon date your writing. Avoid them. Instead of: You will receive reactivation and assistance consistent with your requirements. Use: You will get the amount of help you need. Avoid or explain technical words Whenever possible, avoid words that your readers do not know. Every occupation and interest group has special terms. These terms become a problem only when you can't distinguish between terms that are necessary work tools and terms that are jargon. If you must use a technical term define it - either by giving a definition or by giving an example. Glossaries are more difficult to use if they are placed at the end of a book or booklet. Try placing a box defining the words on the same page as where the word is first used. Instead of: Economic espionage may be defined as the illegal or clandestine acquisition of critical Canadian economic information and technology by foreign governments or their surrogates -Canadian Security Intelligence Service Public Report, 1992 Use: Economic espionage means foreign governments or their agents illegally obtaining critical Canadian economic and technological secrets. Don't change verbs into nouns Nouns created from verbs are hard for the reader to understand and give the sentence an impersonal tone. When you write a noun that is derived from a verb, see if you can turn it back into a verb.

Instead of: The requirement of the department is that employees work seven and one-half hours a day. Use: The Department requires employees to work seven and one-half hours a day. Instead of: You will work on the establishment of goals for the hiring, training and promotion of designated group employees. Use: You will establish goals for hiring, training and promoting employees from designated groups. Avoid chains of nouns Chains of nouns are strings of two or more nouns used to name one thing. They are often difficult for a reader to understand. Noun chains take some effort to untangle. They lack connecting words such as of, for, about, in and the possessive,'s, that would clarify how the nouns relate to each other. Instead of: World population is increasing faster than world food production Use: The world's population is increasing faster than its food production. Choose your words consistently Be consistent in what you call something. Avoid using two or more names for the same thing. Do not be afraid to repeat the same word or the same idea if it is important. Use acronyms carefully Acronyms are formed from the first letter of words which they represent. Remember that not everyone may know what the letters stand for. Put the acronyms in brackets the first time you use the proper term. Then you can use the acronym in the rest of your text. Some acronyms like U.S.A. or R.C.M.P. may be so well known that they need no explanation.

But, when in doubt, spell it out. Try this:

In the following examples, circle the words that you think would create problems for readers and then rewrite the sentence using the principles of plain language just reviewed. 1. Prior to completing the application the applicants should determine if their qualifications meet the requirements of the program. 2. The acquisition, operation and disposal of vehicles can be significantly improved. 3. In our present circumstances, the budgetary aspect is a factor which must be taken into

consideration to a greater degree. 4. Timeliness of response, which usually depends on the proximity of rescue resources to incidents, is a critical factor in saving people in distress. 5. Where a cheque is tendered in payment, the name of the corporation must be entered on the face of the cheque.

Other resources online:

U.S. National Performance Review "Simpler Words and Phrases" Writing User-Friendly Regulations "Avoid Words and Constructions that Cause Confusion" The Plain Language Center in British Columbia Writing for real people

Plain language: using appropriate words

Familiar words | Useless words | Redundancy | Jargon | Technical words | Noun phrases | Abbreviations | Capitalization | Inclusiveness Strive to be human in your writing. A formal, bureaucratic tone too often creates distance between you (and King County) and your readers. Plain-language writing uses the clearest words possible to describe actions, objects and people. That often means choosing a two-syllable word over a three-syllable one, an old familiar term instead of the latest bureaucratic expression and sometimes, several clearer words instead of one complicated word. Use words your readers are likely to understand. Base your choice of words on what will be clearer for your reader. To help you draft easy-to-understand documents, below are some guidelines on your choice of words. Also see the Guide to concise writing for concise alternatives to overstated, pompous words; wordy, bureaucratic phrases; and redundant phrases.


Instead of: Subsequent to the passage of the subject ordinance, it is incumbent upon you to advise your department to comply with it. Use: After the law passes, you must tell your staff to follow it.

Use simple, everyday, familiar words

Choose common English words with clear meanings: explain a problem instead of address a problem; invisible, open or obvious instead of transparent. Especially if your document may have many readers with limited English proficiency or be translated for them, choose words with just one or a few clear meanings. Also avoid puns and words with double meanings: voters instead of grassroots; available instead of free (if that's what you mean). Here are other examples of simple, precise words and phrases you might substitute: Instead of ... amongst attain consequently dialogue (as a verb) disseminate endeavor (as a verb) expedite hereinafter heretofore impact (as a verb) implement (as a verb) inordinately institute (as a verb) obtain optimum per annum [Latin] per capita [Latin] per diem [Latin] peruse prioritize reference (as a verb) shall strategize support Try using ... among arrive at, gain, get, grasp, meet, reach, win so meet, talk communicate, deliver, distribute, give, scatter, send, send out, share, spread carry out, strive, take on, try hasten, help along, hurry, rush, send, speed up after this, from now on, in the rest of this document, later before, before this, earlier, until now change, have an effect, increase, influence, risk, stimulate carry out, do, finish, fulfill, impose, put into effect, set up, start excessively, unduly, unusually begin, create, found, set up, start get best, greatest, ideal, most, peak annually, a year, each year, yearly each, per person a day, daily examine, inspect, read carefully or thoroughly, study order, rank, set priorities mentioning, refer will or must plan confirm, imply, prove, show, suggest, verify; or aid, help; orencourage,

mandate terminate therein utilize wherein close, end, exit, finish, limit, stop, wind up in it, in that matter, there make use of, use in what, in which, where

For more shorter, simpler alternatives to overstated, bureaucratic and pompous words.

Cut out unnecessary, useless words

Use only as many words as you need. Use fewer structural words with little meaning: because or since instead of due to the fact that; if instead of in the event that. Tighten verbose (or wordy) text by replacing overly complex statements with shorter terms or single words: geography, not the field of geography; tends to, nothave a tendency to. Here is a sample list of some alternative words for common, wordy expressions: Instead of ... adequate number of a certain number of a great many apart from at the present time be advised that by means of despite the fact that during the time excessive number of for the purpose of from time to time if this is the case if this is not the case in lieu of Try using ... acceptable, enough, satisfactory some many besides, in addition now note that, please note that by, using, with although, though during, when, while too many to at times, occasionally, sometimes if so if no for, in place of, instead of

in many cases in the event of it is probable that it would appear that a majority of once in a while on the part of prior to pursuant to subsequent to this office under the provisions of until such time

many, often if, when [not if and when] probably apparently most sometimes among, by, for, of ahead of, before under after, following, later, next, then I, me. us, we by, under until

with reference to, with regard to about, for as for, on For more simpler, concise alternatives to wordy, bureaucratic phrases

Cut redundant ideas, words and phrases

Avoid using wordy phrases and multiple words with similar meanings or unhelpful redundancies. For example, try protrude, not protrude out; either if orwhen, not if and when; result, not end result; square, not square in shape;experience, not past experience; demolished, not totally demolished; visible, notvisible to the eye; complete or finished, not completely finished; four hours, not four hours of time; 5 feet high, not 5 feet in height. Later, go through your document and ask yourself if you're repeating information needlessly. If so, combine your thoughts or remove the matching ideas. Here is a sample list of alternative words for some redundant phrases: Instead of ... added bonus advance notice at this juncture, at this point in time city of Renton Try using ... bonus notice at this time, now, this week, today Renton [but City of Renton to refer to the government]

close proximity current status

close, near status

during the hours of 7 a.m. to 6 p.m. from 7 a.m. to 6 p.m. 10 feet in length filled to capacity first and foremost future plans general consensus join together month of November 12 noon past history period of time postpone until later refer back thoroughly understand totally dedicated, totally devoted total number 10 feet long filled, full first plans agreement, consensus join November noon history period, time postpone refer understand dedicated, devoted total

For more concise replacements for redundant phrases.

Avoid using jargon

Using unfamiliar jargon and bureaucratese can cause problems because your reader may not understand it. Jargon also can distract your reader from your real message. Write boots, not leather personnel carriers; telephone, not telephonic communications instrument; advocate for the homeless, not homeless advocate; next to or near, not adjacent to; make easy or help or lead, not facilitate. Be wary of trendy, fashionable expressions such as downtime, synergy, downside and touch base. Try inviting people into a planning process, not a visioning process. Trendy terminology could confuse or annoy readers and date it. Similarly, avoid old-fashioned sayings and formal phrases like grist in the mill, pig in a poke, as per your letter (instead, try according to your letter), notwithstanding (instead, try despite or still).

Also, avoid terms that could be misunderstood by readers who use English as a second language or by people translating a document from English into another language. Such terms include military and sports vocabularylevel playing field, end runs, targets, game plans, sticky wickets, tackle; and regionalisms and slangthat dog dont hunt; jury-rig or jerry-built. They also include literary and cultural allusionsheart on his sleeve, move mountains, an offer he cant refuse;and metaphorsa steep learning curve, a piece of cake, pave the way for.
 

Instead of: All illumination on these premises must be extinguished upon departure. Use: Please turn out the lights if you're the last to leave.

Avoid or explain technical words or difficult terms

Whenever possible, avoid words that your readers do not know. Every occupation and interest group has special terms. If you must use a technical term, define it--either by giving a definition, explaining the term or by giving an example. If suitable for your publication, think about including a glossary of technical words and difficult terms. Also, avoid technical terms used with nontechnical meanings: Use start instead of initialize; work with, meet or call instead of interface with. And avoid rare or fancy words used within your work group or profession, like nexus and infrastructure.

Don't change verbs into nouns

Use verbs to suggest the most significant actions in your sentences. Nouns created from verbs are harder for the reader to understand. They also give the sentence an impersonal tone: explain, not provide an explanation; decide, not make a decision;decide (or find or work out or discover), not make a determination. Use verbs to suggest the most significant actions in your sentences. . They also give the sentence an impersonal tone: , not ; , not ; (or or or ), not . Also, use verbs instead of abstract nounsconsider instead of consideration,adjust instead of adjustment, recommend instead of recommendation, improveinstead of improvement. When you write a noun that comes from a verb, see if you can turn it back into a verb by removing endings like -tion, -ence and -ment. Use the clearest, crispest, liveliest verb to express your thoughts.
 

Instead of: The requirement of the department is that employees work eight hours a day. Use: The department requires employees to work eight hours a day.

  

Instead of: The team's role is to perform problem definition and resolution. Use: The team's role is to define problems and resolve them. Or: The team's role is to define and resolve problems.

Here are other examples: Instead of ... bring to a conclusion carry out an evaluation conduct a review of conduct an investigation exhibit improvement file an application gave an explanation give a justification for give assistance have an objection have knowledge of, have need for have reservations about hold a meeting make a proposal offer a suggestion perform an assessment of placed an order Try using ... assume, close, decide, end, finish, infer, settle check, evaluate, test review explore, find out, look at, look into, research, study improve apply explained justify aid, back, help, relieve object know, need doubt meet propose, recommend suggest assess ordered

reach an agreement, reach a conclusion agree, conclude send an invitation to take action invite act

Avoid chains of nouns

Chains of nouns are strings of two or more nouns used to name one thing. They are often difficult for a reader to understand. Consider defining, explaining or revising noun phrases. Will the meaning of a noun phrase be familiar or clear to your readers or translator? If not, explain it in context, revise it to make its meaning clear, or define it in a glossary. Noun chains take some effort to untangle. They lack connecting words--such as of, for, about, in and the possessive 's--that would clarify how the nouns relate to one another.
 

Instead of: World population is increasing faster than world food production Use: The world's population is increasing faster than its food production.

Use acronyms and abbreviations carefully

Remember that not everyone may know what the acronyms and abbreviations stand for. Avoid nonessential abbreviations, Latin abbreviations, uncommon contractions and obscure acronyms, especially in documents that may be translated for or used by readers with limited English proficiency. Also, avoid informal nonstandard spellings and shortened words. Sometimes, putting an acronym or abbreviation in parentheses the first time you use the proper term can be useful. Then you can use the acronym in the rest of your text. But even if you use that technique, avoid filling a document with various obscure acronyms. Also see abbreviations and acronyms in the King County Editorial Style Manual. When in doubt, spell it out. Here are other examples: Instead of ... aka ASAP Try using ... also known as as soon as possible, soon [or be specific about time]

could've, should've, would've could have, should have, would have e.g. etc. i.e. hi, lo lb., oz. lite for example, such as and so on, and the rest that is high, low pound, ounce light

mightn't, mustn't n.a., N/A rep specs stats that'll thru vet

might not, must not not applicable, not available, none repetition, representative specifications statistics that will through veteran, veterinarian

Use capital letters sparingly, consistently

Avoid unnecessary capitalization. Capital letters are an important cue to readers and translators that a term is a proper noun, not a common noun. Use capital letters to identify proper nouns -- the formal, official, unique or popular names of a specific person, organization, place or thing. Also use capital letters to begin sentences, headings, the important words in publication titles, and letters in some abbreviations and acronyms. Random, excessive capitalization for other purposes hinders reading and may confuse readers. Do not capitalize the first letter of a word or words in a phrase simply to highlight them or to express their importance. Translators typically translate common nouns and leave proper nouns in English. Also see capitalization and related entries in the King County Editorial Style Manual.

Use inclusive language

Sexist writing builds a barrier between you and half your readers. Use sex-neutral terms by avoiding words that suggest maleness is the norm, superior or positive and that femaleness is nonstandard, subordinate or negative. For guidelines, see sex, sexism in the King County Editorial Style Manual. Readers with disabilities also face barriers--in communications and facilities. For guidelines in using appropriate language, see disabled in the King County style manual. Also see the King County Office of Civil Rights Enforcement for guidelines and requirements about providing printed materials in alternate formats (DOC, internal link) for people with disabilities.

The Appropriate Use of Words

By Napoleon Hill

The ability to speak in words and to enunciate clearly is a blessing which the Creator has bestowed on man alone. No other living creature can speak. This is a blessing which should be highly prized and respected. The English language, as well as the organized languages of other peoples and nations, is replete with words which carry every conceivable shade of meaning. It is possible to choose the right words: words which will attract and not repel. There is no excuse for the careless use of words which will offend the sensibilities of others. The use of profanity, at any time or under any circumstances, is wholly inexcusable. Let us remember that when we use words of profanity, we profane the name of the Creator who endowed us with the ability to use words - an ability which should be used gratefully, to the greater glory of the Creator and edification of our fellowmen. The appropriate use of words is regarded as a sign of education and culture. The person who is able to use the proper words at the proper time has developed a very important factor in the achievement of a pleasing personality. While the inappropriate use of words can repel, the appropriate use of words, together with a pleasing and motivating tone of voice and pleasant facial expression, can go a long way toward gaining for one the attention, respect, confidence and liking of other persons.