Plain English Guideline: Use only as many words as you really need

Part of writing well is writing tightly, ruthlessly cutting dross. Most readers are busy people who want to find out the main points of your message, and fast. So strike out useless words and don’t be afraid to rewrite a sentence entirely.

For example:

(1) Striking out useless words – Wordiness often comes from trying to make a simple procedure sound impressive.

Compare these two statements:

1. The firm does not intend to remove the lime trees but it is necessary to carry out pruning to the trees to keep them healthy.
2. The firm does not intend to remove the lime trees but it is necessary to carry out pruning prune the trees to keep them healthy.

(2) Rewriting completely – When there are far too many words for the message, sometimes a rewrite is the only alternative.

Compare these two statements:

1. Overestimating on one type of material could have a detrimental cost effect for the clients, depending on the prices in the Bill of Quantities.
2. Overestimating on one type of material could cost the clients more, depending on the prices in the Bill of Quantities.

Keep Sentences Short Use Easy to Understand Words Use Fewer Words Use Active Voice Use Crisp, Lively Verbs Use Vertical Lists Put your Point Positively Reduce Cross-referencing Avoid Sex Specific Usage Letter Writing Use Accurate punctuation Avoid Writing Myths Plan Before you Write Organize your material Presentation Writing Clear Instructions Use a Clear Layout

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