How to Write Simple Sentences…

(and Paragraphs… and Documents)

Instructor: Katrina Baran (katrina@unist.ac.kr)

Overview
Language is about communication. We write for different reasons (essays, research papers, memos, emails,
etc.). The most important idea to remember when writing is “readability”. Complicated writing is difficult to
understand, and often unnecessary. It does not make the writer sound smarter, it makes the writer
unintelligible and causes disinterest or misunderstandings.

Workshop goals
At the end of this workshop, students will be able to:

 Recognize unclear sentences

 Recognize sentences that are too “wordy”
 Rewrite sentences and paragraphs for readability
 Understand and apply the basic principles of “Plain English”

What is Plain English?

"The writing and setting out of essential information in a way that gives a co-operative, motivated person a
good chance of understanding it at first reading, and in the same sense that the writer meant it to be
understood"

-- Martin Cutts, Oxford Guide to Plain English, second edition, 2004.

Simplifying Sentences

- Where possible, use simple words! (everyday language)

- Don’t rely on conjunctions and transitions!
- Don’t use words like “very”, “really”
- Keep the subject and the verb close together at the beginning of the sentence
- Explain only one idea in each sentence
- Keep sentences under 35 words – 25 words on average
- Use verbs instead of nouns for your action
- Use the active voice (use passive voice only when necessary or appropriate)
- Use parallel grammatical constructions and vocabulary
- Cut the jargon and avoid acronyms

-- Reference: Cheryl Stevens, An Introduction to Plain Language, 2000

Organizing your Paragraphs and Documents

- Divide your document into sections

- Use headings, where you can, label the sections
- Use paragraphing to separate ideas
- Be explicit!
- Make sure your sentences “link” together, using the methods above!
- “Link” your sentences through Theme and Comment
- Avoid rogue sentences

Know your audience!

Final Task: