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

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How To/Tools>Guidelines> Federal Plain Language Guidelines> Use the same term consistently for a specific thought or object

Use the same term consistently for a specific thought or object

You will confuse your readers if you use different terms for the same concept. For example, if you use the term “senior citizens” to refer to a group, continue to use this term throughout your document. Don’t substitute another term, such as “the elderly” or “the aged.” Using a different term may cause the reader to wonder if you are referring to the same group.

Don’t feel that you need to use synonyms to make your writing more interesting. Federal writers are not supposed to be creating great literature. You are communicating requirements, how to get benefits, how to stay safe and healthy, and other information to help people in their lives. While using different words may make writing more interesting, it may decrease clarity.

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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