3 steps to simpler language
Master the art of simplification: shorter sentences, addressing the reader, and using verbs.
You can find many guides to simple language or Plain English. These three steps are intended to give you a usable guide that will give you the most benefit.
See Examples of simplified language
Shorten sentences
Long sentences take more time and effort to process both visually and grammatically. Keeping your average length under 20 words is a sensible rule of thumb.
Why long sentences are difficult:
- It is more difficult to visually scan to the important point
- You have to use more complex grammar to connect sentences
- There is more to keep in memory
How to shorten sentences:
- Divide the sentence up at the conjunction such as 'but' or 'and'.
- Instead of using 'and', simply start a new sentence.
- Instead of 'because', start next sentence with 'this is because'.
- Convert long sequences to lists.
- Rephrase with a command.
Useful signals of length/complexity:
Words like: While, Whether, However.
When NOT to shorten:
- You need to express a very complex idea.
- Splitting would create more language to process.
Address the reader
Addressing the reader is a subtle signal that what you are saying applies to them. This makes them more likely to pay attention.
- "You" Instead of a noun. "You must wear a mask" vs "Attendees must..."
- Command Direct Instruction. Plain verb without "to"
- "We" Instead of institution. "We will help" vs "Our organisation will..."
Use verbs instead of nouns
Written English uses more nouns than verbs. Because of this we often use nouns to describe actions. This take longer to process and readers may feel less likely to do the action.
Complicated nouns are common in academic and bureaucratic English. E.g. Provision, Availability, Attendance, Failure.
Noun Heavy
"Failure to achieve compliance will result prosecution."
Verb Change
"If you fail to comply, you will be prosecuted."
Direct Speech
"If you do not follow the rules, we will take you to court."