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Readable Writing

legal writing

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Diane Stern
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85 views3 pages

Readable Writing

legal writing

Uploaded by

Diane Stern
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Readable Writing: Reaching out with plain language

by Cheryl Stephens

Guidelines for Readable Writing


Writing process
Create a working outline Write a first draft with a focus on content Edit your draft with the reader in mind Add layout and design early in the project Test the material before reworking it

Users and purpose


Write for a specific reader and make topics relevant to reader Consider readers background knowledge and information needs Determine your own purpose and what information you must include Know the conditions in which readers will use the document Consider using a different format:
audiotape, videotape, personal demonstrations, computer displays, mock-ups, photographs, and sketches

Vocabulary
Use language and tone that respects your readers sensibilities Use every-day words consistent with their common meanings Avoid words that are technical, foreign or jargon:
reactivity extreme, apropro, brainstorm

Define any unusual words you must use: A warranty is a promise to a buyer.

Word Pictures
Use concrete words that create images Use examples from readers life experience, not requiring inferences Use scenarios, analogies, metaphors; for multicultural use, be sure of a common context: All the world is a stage. We are but actors.

Personal Words
Write from first or second person perspective: I or We and You Use personal pronouns or names:
It is said that people can or They say that one can... According to economic experts, you can... Subhead: Text:

Make a direct statement to the reader or engage in dialogue:


What materials will I need? You will need to bring along your .

Using Pronouns
Avoid using too many pronouns because references become unclear Replace some pronouns with the original noun they refer to Compensate for distance between noun and pronoun Use they as a singular pronoun to avoid using the combined he or she

Sentences
A single sentence should express one full thought in less than 35 words Write simple sentences with an average length of 15-25 words Dont place information between the subject and verb (called embedding) Choose active voice where the subject does the action Put conditions and qualifiers at the end of sentence Use positive constructions, not negative
The importance of high fiber intake is not to be underestimated. It is important to eat foods with lots of fiber.

Paragraphs
Paragraphs develop a single idea through example, elaboration, detail Keep paragraphs short: no more than 5-6 lines of text Use bulleted or numbered lists and check for parallel grammar

Organization: Concepts
Organize to suit your topic and purpose Develop a logical and consistent sequence or pattern Consider using Statement-Example-Restatement method Use signal words to link and show the logical flow:

connections: so, also, besides, and then, next, still differences: unless, but then, on the other hand summary: finally, in brief, in short, to put it differently, in other words

Maintain cohesion through use of transitions, repeating key words and phrases, using pronoun references, and using parallel form:
Did you know that......? These are the facts: Given this situation,..... But this problem can arise.... These steps may solve the problem: 1. You can try ....... 2. You can develop ....... 3. You might suggest .......

Organization: Structure
Can you consolidate or restructure several documents? Use summaries in introduction and closing:
Tell them what youre going to tell them; tell them; tell them what youve told them

Use headings and graphics to show your overall, organizing pattern Use a table of contents, in prose or a list for shorter documents:
In this chapter, we will discuss * getting organized * managing time * fulfilling responsibilities

Graphic design
Use graphics to visually display the most important information: Use design to emphasize and aid understanding, not to decorate Use adequate white margins for readability and comfort Use fewer than 7 and more than 2 items in lists Number a list of items only if it shows steps, priorities, or values
bar charts, line graphs, pie charts, diagrams, line-drawings, maps, clip-art

Try-outs and test runs


Try out both old and new versions of writing on a sample reader Confirm comprehension in a sample reader For expensive printing projects, do 3 successive try-outs Rework the material based on feedback

Web URLs for Literacy and Plain Language


More plain language materials by Cheryl Stephens Http://www.plainlanguagenetwork.org/stephens/index.html Plain Language Online Training Http://plainlanguagenetwork.org/PlainTrain National Literacy Secretariat Http://www.nald.ca/nls.htm Lawyers for Literacy Info Kit Http://plainlanguagenetwork.org/LawyersForLiteracy/index.html
Copyright Cheryl Stephens

Cheryl Stephens is a trainer and coach in inter-personal and communications skills and a life coach: Http://www.cherylstephens.com and Http://www.mentor-muse.com Cheryl authored Plain Language Legal Writing, from ASAP Legal Publishing
Edward Fry is the creator of the Fry Graph, the most widely-used readability test. Fry sets out a "Writeability Checklist" in the article "Writeability: The Principles of Writing for Increased Comprehension", appearing in Readability: Its Past, Present and Future. These guidelines are inspired by that material.

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