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Writing for the workplace
When writing for the workplace, using plain English will make your texts easy to read. The following tips guide you through how to write in plain English.
Short and simple sentences
One of the ways to make your writing easier to read and understand is to use short and simple sentences. Keep your sentences short (15–20 words) by removing unnecessary words.
Why?
- They are easier to read and understand.
- Longer sentences can lead to misunderstandings and confusion if read quickly.
- Long sentences make ideas less clear.
Compare:
Too long: Sentence 1
A number of proposals have been received and, after much consideration weighing the pros and cons, it has been decided to award the contract to Wright Industries. (27 words)
Better: Sentence 2
A number of proposals have been received and we have awarded the contract to Wright Industries. (16 words)
The second sentence is easier to read. Sometimes long sentences may be necessary, however too many make it difficult for the reader to comprehend.
Use clear and concise language
Use simple, clear and direct language. Use strong verbs (doing/action words) rather than noun phrases.
Compare:
Verbose: Sentence 1
We undertook a comparison of computers.
Concise: Sentence 2
We compared computers.
Both sentences have the same meaning. Using the verb 'compared' rather than the noun phrase 'undertook a comparison' makes the second sentence clear and direct.
Replace these ‘wordy’ phrases with a more concise alternative.
1. At this point in time = _
2. Due to the fact that = _
3. As a matter of fact = _
4. At all times = _
5. At the present time = _
6. By means of = _
7. For the purpose of = _
8. In spite of the fact that = _
9. In the event that = _
10. In the final analysis = _
11. A sufficient number = _
12. Have the ability to = _
13. Until such time as = _
14. In the nature of = _
Answers
1. At this point in time = now
2. Due to the fact that = because
3. As a matter of fact = in fact
4. At all times = always
5. At the present time = currently
6. By means of = by
7. For the purpose of = for
8. In spite of the fact that = although
9. In the event that = if
10. In the final analysis = finally
11. A sufficient number = enough
12. Have the ability to = able to
13. Until such time as = until
14. In the nature of = like
Main idea at the beginning
Where possible, put the main idea or key information at the start of the sentence to make it easier to comprehend.
Compare:
Incorrect: Sentence 1a
A number of proposals have been considered by the committee.
Correct: Sentence 1b
The committee considered a number of proposals.
In sentence 1b, the key information has been placed at the beginning of the sentence for easier comprehension.
Incorrect: Sentence 2a
You sent the wrong documents and we could not complete the hand-over in time.
Correct: Sentence 2b
The wrong documents were sent and we could not complete the hand-over in time.
In the example above, the tone in sentence 2a is accusatory. Sentence 2b would be more appropriate as it does not attribute blame.
Use verbs instead of abstract nouns
If you are looking for a way to make your writing easier to read, one method is using verbs instead of abstract nouns. This pages explains how this can be done.
Some commonly used abstract nouns and their verb equivalents are listed below.
| Abstract noun | Verb |
|---|---|
| implementation | implement |
| investigation | investigate |
| agreement | agree |
| discussion | discuss |
| arrangement | arrange |
In these pairs of sentences, the B sentences use verbs instead of abstract nouns. As a result, they are easier to read.
Incorrect: Sentence 1a
The implementation of the plan went ahead as scheduled.
Correct: Sentence 1b
The plan was implemented as scheduled.
Incorrect: Sentence 2a
China and America will hold discussions on trade when they meet next February.
Correct: Sentence 2b
China and America will discuss trade when they meet next February.
Incorrect: Sentence 3a
There was broad agreement amongst all parties to carry on meeting regularly.
Correct: Sentence 3b
All parties agreed to carry on meeting regularly
Rewrite the following sentences using clear, concise language. Eliminate any unnecessary words, and change nouns to verbs where possible.
Sentence 1:
Staff are hoping that management will make a decision in regard to the air conditioning soon.
Suggested answer 1:
Staff hope management will decide about the air conditioning soon.
Sentence 2:
The manager had a discussion with the technicians yesterday for the purpose of solving the computer problems.
Suggested answer 2:
The manager discussed solutions to the computer problems with the technicians yesterday.
Sentence 3:
At this point in time, the computer network is unstable and technical staff are carrying out an investigation.
Suggested answer 3:
The computer network is currently unstable and technical staff are investigating.
Sentence 4:
In spite of the fact that the new email system has been installed, staff are advised to give consideration to the possibility that some problems may occur.
Suggested answer 4:
Although the new email system has been installed, some problems may still occur.
Sentence 5:
We are hoping to bring this market research report to a conclusion in the shortest possible time.
Suggested answer 5:
We hope to conclude the market research report shortly.
Sentence 6:
It should be pointed out that all staff have worked hard to give assistance to management in this very busy time.
Suggested answer 6:
We acknowledge that staff have worked had to assist management.
Sentence 7:
At Thursday's meeting, management had a discussion with regards to staff punctuality and developed guidelines to provide a solution and solve this problem.
Suggested answer 7:
At Thursday's meeting, management discussed staff punctuality and developed guidelines to solve the problem.
Sentence 8:
In the final analysis, all offshore staff have the ability and the possibility to make a contribution regarding this matter.
Suggested answer 8:
All offshore staff can contribute to this matter.
Further resources
Related resources
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