Remove all unnecessary or redundant words to keep your writing as short as possible. Stick to essential information, skip the marginal details and avoid redundant expressions.
q Avoid clichés or slangAvoid using phrases such as “at the end of the day”, “in connection with”, “with regard to” and “pursuant to your letter”, “enclosed herewith is”, “to a certain extent", “as a matter of fact”…etc.
q Avoid unnecessary repetition Don’t use more than one word when one will do – e.g. “for example” should be used instead of “such as the following”. Also avoid using words that mean the same – such as “eliminate altogether.” Simply use “eliminate”.
q Avoid jargon and buzzwords Technical language such as “grassroots programmes” and “local strategic partnerships” should be avoided – or fully explained in plain English.
q Avoid nominalisations A nominalization is a type of abstract noun. In other words, it is the name of something that isn’t a physical object but a process, technique or emotion.
q Avoid long sentences Short sentences make writing easier to understand and more direct. Use short sentences in normal subject-verb-object sentence order. Vary the length of sentences to inject pace into your writing and keep the reader interested. Most experts would agree that clear writing should have an average sentence length of 15 to 20 words.
q Use the active voice For example “we have organized activities” is better than “activities have been organized by us". Passive sentences can make writing sound impersonal and uninteresting.
q Use the first person or second person point of view Use “I”, “we” or “you”, where appropriate, they are shorter and more direct than using the third person, “he” or “she”. They also give your writing a natural human quality.
q Don't write negatively It is better to write about what “is” rather than what “isn't”. For example “most people were happy with the proposal” is more positive than “a few people expressed concern at the proposal.”
q Use gender-neutral term Don't make assumptions about gender. If you are talking about all managers, don't use “he” or “she” or “his” or “hers” unless you know that it will always be one gender or the other. Many new gender-neutral nouns have entered the language in the last few decades, such as chairperson, firefighter, worker…etc.
q Use accurate punctuation Make sure capital letters, colons and semi-colons are used correctly.
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