- There is no ambiguity.
- It is faster to read.
- It is faster to write.
- Simplify your word choice.
- Shorten your sentences.
- Shorten paragraphs.
- Use the active voice.
- Use pronouns.
- Use lists.
- Word choice: If you use simple words, there will be no confusion about the meaning of the word. Strive for, on average, 4 characters per word. Remember you will use many short words such as ‘is’ and ‘a’ as well as many 6 or 8 character words to achieve this average. However, you should avoid very long words.
- Sentence length: If you keep your sentences short you will find it easier to remain in the active voice. You will be able to avoid tense and punctuation mistakes. Try to use sentences that have an average of 9-13 words. Remember, it’s an average. You will use five word sentences, and you will use twenty word sentences, but when you start writing 34 or 45 word sentences you should cut them.
- Paragraph length: Simple words and short sentences will help you to keep your paragraphs short. Short paragraphs help to create white space. If you keep your paragraphs between 3-5 lines or sentences, you will be able to place the emphasis on the correct information. Your first sentence should be the most the important sentence and you should keep it down to one thought or point per paragraph.
If you are interested in learning how to improve your business writing skills, join us for The Plain Language Programme.
by Mia Botha
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