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

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