Plain English Guidelines: Plan before you write
Thinking before writing is usually a strength, and many people find that the
best way to start writing (or dictating) is not to write but to plan. The first
stage of planning is to think out:
- who is going to read the document;
- what they will be expecting to get from it;
- in what circumstances they will be reading;
- what you’re trying to achieve.
Lists and bubble diagrams, containing all the points you expect to make, help
to clarify your own purpose. You could also plan out a core statement which
says what you will cover in the main section of the document – normally the
discussion section. It helps you to focus on the task and the audience.
Example:
| Core segments |
Typical Phrases |
| Type of document |
this report/paper |
| Your readers |
to the head of the legal department |
| Verb |
describes/assesses/explains/analyses/evaluates/considers/investigates |
| Topic |
possible improvements to the clarity of our insurance
policies |
| Linking phrase |
in terms of/with reference to/under |
| Number of sections |
five main lines of enquiry |
| Main headings |
- benefits and dangers
- what documents will be worked on?
- implications for staff training
- other companies’ experience
- costs
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