Plain Language: Improving Communications from the Federal Government to the Public


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How To/Tools>Guidelines> Federal Plain Language Guidelines> Use illustrations to make complex material easier to understand

Use illustrations to make complex material easier to understand


While government pamphlets and similar items intended for the public usually include many illustrations, illustrations rarely appear in letters or regulations. However, even in these documents, you can use illustrations to good effect. Consider these examples from regulations.

Federal Aviation Regulations at 14 CFR part 95 contain illustrations of mountainous areas which are subject to special flight restrictions, such as this illustration of mountainous areas of Alaska:

National Park Service regulations at 36 CFR part 7.96 includes pictures of areas in Washington, DC, where activities are controlled, such as these drawings of the White House and Lincoln Memorial:

14 CFR 1221.102 establishes the NASA Seal.

Appendix C to 40 CFR Part 50 illustrates the measurement principle and calibration procedure for measuring carbon monoxide in the atmosphere.

50 CFR section 216.95 illustrates the official mark for “Dolphin-safe” tuna products.


AUDIENCE

• Identify your audience and write to them
• Address separate audiences separately

ORGANIZATION

• Organize to meet your audience's needs
• Address one person, not a group
• Use lots of useful headings
• Write short sections

WRITING: Words

verbs
• Use active voice
• Use the simplest form of a verb
• Don't turn verbs into nouns
• Use "must" to convey requirements
• Use contractions when appropriate
nouns and pronouns
• Avoid noun strings
• Use "you" and other pronouns to speak directly to readers
• Minimize abbreviations
other word issues
• Use short, simple words
• Omit unnecessary words
• Dealing with definitions
• Use the same term consistently for a specific thought or object
• Avoid legal, foreign, and technical jargon
• Don't use slashes

WRITING: Sentences

• Write short sentences
• Keep subject, verb, and object close together
• Avoid double negatives and exceptions to exceptions
• Place the main idea before exceptions and conditions
• Place words carefully

WRITING: Paragraphs

• Have a topic sentence
• Use transition words
• Write short paragraphs
• Include only one issue in each paragraph

WRITING: Other

• Use examples
• Use vertical lists
• Use tables to make complex material easier to understand
• Consider using illustrations
• Use emphasis to highlight important concepts
• Minimize cross-references
• Design for ease of reading

TESTING

• Testing your Document
 
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