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


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How To/Tools>Guidelines> Federal Plain Language Guidelines> Use short, understandable sections

Break your material into short, understandable sections


Short sections break up material so it appears easier to comprehend. Long, dense sections with no white space are visually unappealing, and give the impression your document is difficult to understand. Short sections appear easier to comprehend, and help you organize your document more effectively.

Short sections also give you more opportunity to insert informative headings in your material. Remember that boldface section headings give your reader the best roadmap to your document. Long sections are impossible to summarize meaningfully in a heading. When you write short sections, each heading can give the reader information about the entire contents of the section.

Long, dense paragraph Shorter paragraphs, easier to follow

§ 2653.30 Native group selections.

(a) Selections must not exceed the amount recommended by the regional corporation or 320 acres for each Native member of a group, or 7,680 acres for each Native group, whichever is less. Native groups must identify any acreage over that as alternate selections and rank their selections. Beyond the reservations in sections 2650.32 and 2650.46 of this Part, conveyances of lands in a National Wildlife Refuge are subject to the provisions of section 22(g) of ANCSA and section 2651.41 of this chapter as though they were conveyances to a village corporation.

(b) Selections must be contiguous and the total area selected must be compact except where separated by lands that are unavailable for selection. BLM will not consider the selection compact if it excludes lands available for selection within its exterior boundaries; or an isolated tract of public land of less than 640 acres remains after selection. The lands selected must be in quarter sections where they are available unless exhaustion of the group's entitlement does not allow the selection of a quarter section. The selection must include all available lands in less than quarter sections. Lands selected must conform as nearly as practicable to the United States lands survey system.

§ 2653.31 What are the selection criteria for Native group selections and what lands are available?

You may select only the amount recommended by the regional corporation or 320 acres for each Native member of a group, or 7,680 acres for each Native group, whichever is less. You must identify any acreage over 7,680 as alternate selections and rank their selection.

§ 2653.32 What are the restrictions in conveyances to Native groups?

Beyond the reservations described in this part conveyances of lands in a National Wildlife Refuge are subject to section 22(g) of ANSCA as though they were conveyances to a village.

§ 2653.33 Do Native group selections have to be contiguous?

Yes, selections must be contiguous. The total area you select must be compact except where separated by lands that are unavailable for selection. We will not consider your selection if:

(a) It excludes lands available for selection within its exterior boundaries; or

(b) An isolated tract of public land of less than 640 acres remains after selection.

§ 2653.34 How small a parcel can I select?

Select lands in quarter sections where they are available unless there is not enough left in your group's entitlement to allow this. Your election must include all available lands in areas that are smaller than quarter sections. Conform your selection as much as possible to the United States land survey system.

Sources

  • Kimble, Joseph, Lifting the Fog of Legalese, 2006, Carolina Academic Press, Durham, NC, pp. 11, 165-174.
  • Murawski, Thomas A., Writing Readable Regulations, 1999, Carolina Academic Press Durham, NC, pp. 9-10.

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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