Plain English Guidelines: Consider different ways of setting out your information.

Everyone knows that the written word alone is not always the best way of communicating a message. Graphic devices such as tables, illustrations, pie charts, diagrams, maps, strip cartoons, mathematical formulas, and photographs can all help.

Compare:

1. You now hold three equity plans. The 1992 plan is mature and is valued at £462.08. The 1993 plan will not become mature until 1 January 1995 and is currently valued at £645.43. The 1994 plan will mature on 1 January 1996 and is currently valued at £438.45.
2. You now hold three equity plans as follows:

   Year of plan	Current value	Maturity date
   1992	£462.08	Already mature
   1993	£645.43	1 January 1995
   1994	£438.45	1 January 1996

Try using lists and question and answers to convey complex information.

Example:

• Is the hiring fee £100 or less? - Please pay it in full when you book.
• Is the hiring fee £101 to £199? - Please pay £100 deposit when you book, and then pay the rest at least 21 days before the event.
• Is the hiring fee over £200? - Please pay half the hiring fee as a deposit when you book, then pay the rest at least 21 days before the event.

Or:

• If the hiring fee is:
  • £100 or less, please pay it in full when you book,
  • £101 to £199, please pay £100 deposit when you book, then pay the rest at least 21 days before the event.
  • £200 or over, please pay half the hiring fee as a deposit when you book, then pay the rest at least 21 days before the event.

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