Professional Documents
Culture Documents
in plain English
1
Business English
—best practice
Active voice
Short sentences
Bullets and numbers
Simple words
Verbs not nouns
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What is the problem?
3
What is the solution?
5
Plain English (overview)
Everyday words
Short sentences
Active voice and writing personally
Same words each time
No synonyms
Same word pattern
Clear meaning
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Structure (overview)
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Knowing your audience
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Knowing your audience—context
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Knowing your audience—viewpoints
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Knowing your audience—skills
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Knowing your audience—tools
Personas
Create imaginary people who are your
typical audience members.
Make them ‘real’ —create a past, present
and future for them.
Scenarios
Create imaginary situations for your
personas and make them ‘real’.
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Knowing the audience—examples
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Knowing the audience—examples
Absolute location
‘Melways’ Map 30, A7
Third shop along Mitchell St from the High
St corner (partly relative)
Relative location
Take the third turn left and then the
second turn right.
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Plain English language
15
Same words each time
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Foreign words
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Old fashioned words
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Short sentences
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Short sentences
This is better!
An orange is a round reddish-yellow fruit. It comes from
a medium-sized tree harvested in the winter. Oranges
contain Vitamin C, essential for the vitality of human
blood.
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Short paragraphs
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Write personally—’we’ and ‘you’
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Write personally—’we’ and ‘you’
Impersonal:
‘Refunds may be given to customers who consider
that they have not received satisfactory service.’
Personal:
‘If you are not satisfied with our service,
we may refund your money.’
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Write personally—use commands
Quiz Point
Translate into active voice:
The engine is started by the
driver.
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Use active voice
28
Use active voice
29
Use active voice
Passive voice:
Object goes first.
Subject (agent) last or missing.
Reader has to mentally turn it around.
Sometimes not clear who does what.
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Use active voice
Active voice:
Subject (agent) first—never missing
Object last
Quicker to read
Clear who does what
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Reifying—when you reify, you:
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Reifying—possible cures
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Is your meaning clear?
Hotel Signs
Norway
Ladies are requested not to have children in the bar.
Budapest
Please do not feed the animals. If you have any suitable
food, give it to the guard on duty.
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When to use plain English:
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When to use creative English:
Creative writing
Poetry
Fiction
Personal letters
Essays
Journalism
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Structure for easy reading
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Chunking and 7±2
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Chunking and 7±2 —example
Food Equipment (other)
Party pies Balloons
Pizza Streamers
Potato chips Game prizes
Cup cakes Tablecloths
Lamingtons Games
Birthday cake ‘Twister’ game
Sauce Donkey poster
Ice ‘Blu-tack’
Cordial Donkey tails
Equipment (food) Treasure hunt prizes
Drink jugs Tasks
Cups Send invitations
Serviettes Warm pies
Plates Mix cordial
Candles Set out food
Sparklers Set up donkey game
Matches Set up treasure hunt
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Chunking and 7±2
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Chunking and 7±2
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Tables
Team Members
Blue 5
Red 7
Green 4
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Headings
46
Headings
Make a hierarchy:
Normally uses level 1, 2 and 3.
Shows the structure of your document.
Makes it easy to generate a table of
contents.
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Lists
48
Bullets and numbers
Numbers:
Use when there is order or rank:
Steps
Ranking
Bullets:
Use for other lists.
Neither:
OK for single line lists.
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Bullets and numbers—example
Favourite pastimes:
Going to the movies, but only to see
shows that cheer people up
Watching football on TV
Walking in the bush
Having coffee with friends
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Bullets and numbers—example
Favourite pastimes:
Going to the movies, but only to see
shows that cheer people up
Watching football on TV
Walking in the bush
Having coffee with friends
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Bullets and numbers—example
Shopping list:
bread
lettuce
pasta
milk
bananas
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Parallel form in lists
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Parallel form in lists
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Parallel form in lists
Favourite pastimes:
Going to the movies, but only to see
shows that cheer people up
Watching football on TV
Walking in the bush
Having coffee with friends
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Punctuation and
grammar revision
!;.,:?
Misplaced! Dangling!
Squinting! Agreement!
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Commas 1
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Commas
60
‘Which’ and ‘that’
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Misuse of modifiers —> ambiguity
Don’t do it this way!
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Subject and verb agreement
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Subject and verb agreement
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Pronoun-antecedent agreement
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Tense
Present tense
He eats the cake.
Past tense
He ate the cake.
Future tense
He will eat the cake.
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Person
First person (I, we)
I eat the cake.
Second person (you)
You eat the cake.
Eat the cake!
Third person (he, she, they, it)
She eats the cake.
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Verb form
Indicative (narrative)
“The Line Manager authorises the
Application for Leave.”
Imperative (command)
“Authorise the Application for Leave.”
Progressive (in the act of ‘-ing’)
“Authorising the Application for Leave”
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The greengrocer’s apostrophe
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The greengrocer’s apostrophe
http://angryflower.com/aposter.html
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Writing instructions
—General best practice
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Tense
Present tense
Use most of the time.
Past tense
Only use to show something in the past.
Future tense
Only use to emphasise a time delay.
Otherwise use present tense.
72
Shall, Will
Shall
Do not use. It sounds pompous and
legalistic. Just say ‘Do it.’
Will (future tense)
Only use to emphasize a time delay.
Otherwise use present tense.
73
Must, Please
Must
Use sparingly for very important things or
people will ignore it.
If you put it in for something that is
optional, you could fail an audit.
Please
It is nice to be nice, but ‘please’ creates
word clutter.
74
AND, OR in bulleted lists
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Common terms
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Slash /, (s)
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Plain English examples
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Plain English example
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Plain English example 2
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