- try to limit each paragraph to one or two short sentences
- be clear
- avoid complicated sentence structures
- stick to one idea or theme per paragraph
- break up large blocks of text with subheadings
Be consistent in the way you write in terms of:
- the style
- the tone
- the level of language
- the terminology used and its explanation
Keep it short and simple (KISS)
KISS stands for “keep it short and simple”. This is the principle that information is more easily understood if language is kept simple.
Do not use two words where one plain word will do, and always choose the shortest appropriate words or phrases:
- do not try to cram in too much information
- stick to one main idea or statement per sentence, with no more than one or two supporting clauses
- cut out unnecessary words; it makes the important facts more memorable
- do not start two consecutive sentences with “The”, if you can avoid doing so
Avoid phrases such as “in the event of”, “by virtue of the fact that”, “the question as to whether” and “if the possibility exists”. Instead, use “if”, “because”, “whether” and “if possible”.
Use the active voice
Always use the active voice, not the passive.
“The statistics show…” not “This is shown by the statistics.”