Download Plain-Language-Cheat-Sheet.pdf and more Exams Linguistics in PDF only on Docsity! ARE YOU EFFECTIVELY USING HEADINGS, LISTS, AND BLANK SPACE? ARE YOU WRITING EFFECTIVELY FOR YOUR AUDIENCE IN TERMS OF ACRONYMS, ABBREVIATIONS, READING LEVEL, AND JARGON? ARE YOU WRITING IN AN ACTIVE VOICE? IS YOUR GRAMMAR AS SHORT AND SIMPLE AS POSSIBLE? Format Audience Grammar Voice USE HEADINGS Writing headings as questions can be helpful for presentations LISTS No more than 7 items in a list BREAK UP WRITING BY LEAVING BLANK SPACES Helps the reader see the structure of the document USE ACTIVE, NOT PASSIVE VOICE - Passive: “The application must be completed by the applicant and received by the financial office at the time designated by that office.” - Active: “We must receive your completed application by the deadline that we establish.” AVOID SHALL BECAUSE IT IS NOT USED IN EVERYDAY SPEECH - Use “must” or “must not” - Use “may” or “should” REDUNDANCIES - At a later time » later - During that time period » During that time or then - Will plan in the future » will plan - At least 12 years of age or older » at least 12 WORDS TO ELIMINATE - Very - Closely - Easily - Extremely - Super LIMIT ACRONYMS AND ABBREVIATIONS TO HELP AUDIENCE Make abbreviations pronounceable The average reading level is equivalent to a 6th grader DON'T USE JARGON If the jargon is necessary, quickly follow it with a definition DO: Make sentences as simple as possible DON’T: Use excessive adjectives to fluff up a sentence DO: Present information directly using everyday speech DON’T: Use a passive voice or words you wouldn't say during an interpersonal conversation such as “shall” DO: Write as simple as possible, equivalent to a 6th grade reading level DON’T: Include unknown words and complex sentences that distract from the main point DO: Create a list with less than 7 bullets DO: Leave appropriate blank space to have a linear format DON’T: Have a wall of text on screen DON’T: Present information in complex or fancy formats Plain Language Style Guide/Cheat Sheet
