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


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How To/Tools>Guidelines> Federal Plain Language Guidelines> Don’t use slashes

Don’t use slashes


Apart from fractions, the slash has almost no good uses. “And/or” is classic legalese. In most cases, writers mean either “or” or “and.” But they don’t want to take the time to decide which they mean, so they push the job off on the reader. That makes their writing ambiguous. As an author, you should make the decision about what you mean. In the few cases—and there do seem to be very few—where you truly mean both, write out either X, or Y, or both.

Often when writers use slashes, a dash is more appropriate to join equal or like terms, as in “faculty-student ratio”.

Sources

  • Garner, Bryan A., Legal Writing in Plain English, 2001, University of Chicago Press, Chicago, p. 163.
  • Kimble, Joseph, Lifting the Fog of Legalese, 2006, Carolin aAcademic Press, Durham, NC, pp. 155-6.

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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