Write plain language sentences

Standard English sentences are built on subject–verb–object order. This structure forms the basis of plain language writing.

Keep sentences to an average of 15 words and no more than 25 words, especially for digital content. Too many words, phrases and clauses affect people’s ability to scan sentences.

Sometimes it’s hard to avoid longer sentences – for example, if you have to include a long department name. Sentences over 25 words can usually be broken up using different techniques, like using lists.

Use active voice

Use active rather than passive voice. Active voice helps users understand who is doing what. It can also help people know exactly what their responsibility is.

The difference is clearest with action verbs:

• Active voice: the grammatical subject is performing the action in a sentence.
• Passive voice: the grammatical subject is undergoing the action.

Construct positive, unambiguous sentences

Words, phrases and sentences can have more than one meaning. Write exactly what you mean and construct your sentences so there is no ambiguity.

Write sentences so they are positive rather than negative.

Avoid double negatives

Double negatives can lead to misunderstandings, so avoid them.

Eliminate unnecessary words

Make each word work for its place in the sentence. Sentence structure is clearer if each word plays a necessary role. Clear sentences improve readability.

It helps to test the combination to know which words are necessary.

Keep the words that play a critical function in the sentence. Remove all the words except the subject, verb and object (if applicable).

Check if the sentence is grammatically correct when you remove the other words.

Build the sentence back together, leaving out any words that aren’t absolutely necessary. Adverbs and adjectives are usually good candidates to leave out in this kind of test.

Check if the basic meaning of the sentence remains, and if it’s grammatical. Then check if the words you’ve removed are really working to keep their place.

Testing combinations as you write will also help create concise and easily understood headings, fragment lists and descriptive links.

Word combinations affect punctuation, spelling, capitalisation and formatting. For example, there are rules about the use of commas between adjectives and the use of hyphens between adverbs and verbs.

Check guidance about types of words and their function. This guidance relates closely to other style rules in grammar, punctuation and conventions.

Be precise

Avoid unnecessary words. Keep the words needed to make meaning clear.

Avoid using ‘there is’ and ‘there are’ when they only add extra words and not meaning.

Vary sentence structure

Vary your sentence structure to suit the content.

Sentence structures can be simple, compound or complex. This depends on the number of clauses they contain and how clauses work together.

Simple sentence structures are easier to scan. People understand meaning through the order of words in a sentence. A simple sentence construction has fewer parts to take in.

Compound and complex sentences can add variety and flow to your writing. Sentences should still be easy to scan, even using these structures.

Complex structure is harder to follow, regardless of a person’s literacy level. Complex structures take more effort to read, even if they are punctuated properly.

Build simple phrases and clauses

Sentences consist of phrases and clauses. Each group of words carries out a different function.

Phrases and clauses are groups of words that work as nouns, verbs, adjectives, adverbs or prepositions in sentences.

You can build layers of meaning by combining different types of words, phrases and clauses. Layering sentences makes them more complex.

Some common constructions used in bureaucratic writing are complex and unnecessary. They add words but not meaning.

Instead of bureaucratic language, use plain language words and terms.

For example, use a verb instead of the noun that relates to the verb. If you use the noun instead, you have to change the verb into the noun and usually add other words.

Use fewer than 3 adjectives or nouns at a time

Phrases that combine more than 3 adjectives or nouns are difficult to understand. Rephrase sentences to break up strings of adjectives or noun trains.

You can often rephrase the string of adjectives or noun train as a clause. Follow the rule to keep sentences short and their structure simple.

Avoid using ‘if’ and ‘unless’ together

Don’t use words such as ‘if’ and ‘unless’ in the same sentence.

Use ‘other than’ carefully

When you use ‘other than’, make sure it’s clear which words are included in the exception.

Avoid ‘such ... as’ and ‘being’

Don’t use the ‘such ... as’ form.

Use ‘and’ instead of ‘being’ or ‘not being’.