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Guidelines All
Words To Avoid Worst Jargon Archaic Words Expressions
Jargon Jargon Words, Jargon Phrases
Principals of Clear Writing General Searches, Style Analysis, Positive Characteristics
Imperatives Simple Style Analysis
Headings Heading & Doc Shape
Purpose Clause Positive Characteristics
Definitions Positive Characteristics
Ambiguity Complex Style Analysis
Hidden Verbs General Searches
Contractions General Searches

Page Top . Words To Avoid . Jargon . Principals of Clear Writing

Guidelines

There are guidelines for writing using Plain Language. These guidelines have topics, which are addressed by one or more services. This table is offered as a guide to help identify which services address the user friendly document topics. Access your unique guidelines and update the services and rules, if needed. The main menu points you to the core language rules found in the guidelines.

Writing Reader Friendly Documents - Topics Services
1 TECHNIQUES FOR BETTER WRITING -
1.1 Identify and write for your audience Positive Characteristics
1.2 Organize to meet your readers' needs - table of contents Headings & Doc Shape
1.3 Use useful headings Headings & Doc Shape
1.4 Use pronouns to represent the reader and to refer to your agency Positive Characteristics
1.5 Use active voice Simple Style Analysis
2 WRITE CLEARLY -
2.1 Break your material into short sentences Complex Style Analysis
2.2 Address One Person, Not a Group Simple Style Analysis - Gender
Positive Characteristics
2.3 Use present tense whenever possible Complex Style Analysis
2.4 Use "must" to indicate requirements Simple Style Analysis - Imperatives
2.5 Place words carefully Complex Style Analysis - Long Sentences
2.6 Use tables to make complex material easier to understand Positive Characteristics
2.7 Avoid words and constructions that cause confusion General Searches - Acronyms
2.8 Use the same term consistently to identify a specific thought or object Word Themes
2.9 Define words in a way that does not conflict with ordinary or accepted usage Word Themes
2.10 Avoid "noun sandwiches" Simple Style Analysis - Gender
2.11 Avoid confusing legal and technical jargon Jargon Words
Jargon Phrases
2.12 Avoid stilted, wordy language Worst Jargon Archaic Words Expressions
2.13 Use contractions to make your writing more accessible General Searches
3 WRITE IN A VISUALLY APPEALING STYLE -
3.1 Use lots of informative headings Headings & Doc Shape
3.2 Break your material into short, understandable sections Headings & Doc Shape
3.3 Cover only one topic in each paragraph Complex Style Analysis
3.4 Use lots of lists Positive Characteristics
3.5 Use emphasis to highlight important concepts -

Page Top . Words To Avoid . Jargon . Principals of Clear Writing

Words to Avoid

abeyance
above [as an adjective]
afore-granted
aforementioned
aforesaid
before-mentioned
henceforward
hereby
herein
hereinafter
hereinbefore
hereunto
prior to
promulgated
pursuant to
said [as a substitute for "the", "that", or "those"]
same [as a substitute for "it", "he", "him", "she", or "her"]
thenceforth
thereunto
to wit
under-mentioned
unto
whatsoever
whensoever
whereas
whereof
whosoever
within-named
witnesseth

Page Top . Words To Avoid . Jargon . Principals of Clear Writing

Jargon

Bold marks the offenders most likely to weaken your work.

A-B | C-D | E-F | H-I | L-M | N-0 | P-R | S-T | U-Y
INSTEAD OF TRY
a and/or b a or b or both
accompany go with
accomplish carry out, do
accorded given
accordingly so
accrue add, gain
accurate correct, exact, right
additional added, more, other
address discuss
addressees you
addressees are requested (omit), please
adjacent to next to
advantageous helpful
adversely impact on hurt, set back
advise recommend, tell
afford an opportunity allow, let
aircraft plane
allocate divide
anticipate expect
a number of some
apparent clear, plain
appreciable many
appropriate (omit), proper, right
approximate about
arrive onboard arrive
as a means of to
ascertain find out, learn
as prescribed by in, under
assist, assistance aid, help
attain meet
attempt try
at the present time at present, now
be advised (omit)
benefit help
by means of by, with

Page Top . Words To Avoid . Jargon . Principals of Clear Writing

A-B | C-D | E-F | H-I | L-M | N-0 | P-R | S-T | U-Y
INSTEAD OF TRY
capability ability
caveat warning
close proximity near
combat environment combat
combined joint
commence begin, start
comply with follow
component part
comprise form, include, make up
concerning about, on
consequently so
consolidate combine, join, merge
constitutes is, forms, makes up
contains has
convene meet
currently (omit), now
deem believe, consider, think
delete cut, drop
demonstrate prove, show
depart leave
designate appoint, choose, name
desire want, wish
determine decide, figure, find
disclose show
discontinue drop, stop
disseminate give, issue, pass, send
due to the fact that due to, since
during the period during

Page Top . Words To Avoid . Jargon . Principals of Clear Writing

A-B | C-D | E-F | H-I | L-M | N-0 | P-R | S-T | U-Y
INSTEAD OF TRY
effect modifications make changes
elect choose, pick
eliminate cut, drop, end
employ use
encounter meet
endeavor try
ensure make sure
enumerate count
equipments equipment
equitable fair
establish set up, prove, show
evidenced showed
evident clear
exhibit show
expedite hasten, speed up
expeditious fast, quick
expend spend
expertise ability
expiration end
facilitate ease, help
failed to didn't
feasible can be done, workable
females women
finalize complete, finish
for a period of for
for example,______etc. for example, such as
forfeit give up, lose
forward send
frequently often
function act, role, work
furnish give, send

Page Top . Words To Avoid . Jargon . Principals of Clear Writing

A-B | C-D | E-F | H-I | L-M | N-0 | P-R | S-T | U-Y
INSTEAD OF TRY
has a requirement for needs
herein here
heretofore until now
herewith below, here
however but
identical same
identify find, name, show
immediately at once
impacted affected, changed
implement carry out, start
in accordance with by, following, per, under
in addition also, besides, too
in an effort to to
inasmuch as since
in a timely manner on time, promptly
inception start
incumbent upon must
indicate show, write down
indication sign
initial first
initiate start
in lieu of instead
in order that for, so
in order to to
in regard to about, concerning, on
inter alia (omit)
interface meet, work with
interpose no objection don't object
in the amount of for
in the event of if
in the near future shortly, soon
in the process of (omit)
in view of since
in view of the above so
is applicable to applies to
is authorized to may
is in consonance with agrees with, follows
is responsible for (omit) handles
it appears seems
it is (omit)
it is essential must, need to
it is requested please, we request, I request

Page Top . Words To Avoid . Jargon . Principals of Clear Writing

A-B | C-D | E-F | H-I | L-M | N-0 | P-R | S-T | U-Y
INSTEAD OF TRY
liaison discussion
limited number limits
magnitude size
maintain keep, support
maximum greatest, largest, most
methodology method
minimize decrease, method
minimum least, smallest
modify change
monitor check, watch

Page Top . Words To Avoid . Jargon . Principals of Clear Writing

A-B | C-D | E-F | H-I | L-M | N-0 | P-R | S-T | U-Y
INSTEAD OF TRY
necessitate cause, need
notify let know, tell
not later than 10 May by 10 May, before 11 May
not later than 1600 by 1600
notwithstanding inspite of, still
numerous many
objective aim, goal
obligate bind, compel
observe see
on a _________basis (omit)
operate run, use, work
optimum best, greatest, most
option choice, way

Page Top . Words To Avoid . Jargon . Principals of Clear Writing

A-B | C-D | E-F | H-I | L-M | N-0 | P-R | S-T | U-Y
INSTEAD OF TRY
parameters limits
participate take part
perform do
permit let
pertaining to about, of, on
portion part
possess have, own
practicable practical
preclude prevent
previous earlier
previously before
prioritize rank
prior to before
proceed do, go ahead, try
procure (omit)
proficiency skill
promulgate issue, publish
provide give, offer, say
provided that if
provides guidance for guides
purchase buy
pursuant to by, following, per, under
reflect say, show
regarding about, of, on
relative to about, on
relocate move
remain stay
remain stay
remainder rest
remuneration pay, payment
render give, make
represents is
request ask
require must, need
requirement need
reside live
retain keep

Page Top . Words To Avoid . Jargon . Principals of Clear Writing

A-B | C-D | E-F | H-I | L-M | N-0 | P-R | S-T | U-Y
INSTEAD OF TRY
said, some, such the, this, that
selection choice
set forth in in
similar to like
solicit ask for, request
state-of-the-art latest
subject the, this, your
submit give, send
subsequent later, next
subsequently after, later, then
substantial large, much
successfully complete complete, pass
sufficient enough
take action to (omit)
terminate end, stop
the month of (omit)
there are (omit)
therefore so
therein there
there is (omit)
thereof its, their
the undersigned I
the use of (omit)
this activity, command us, we
timely prompt
time period (either one)
transmit send
type (omit)

Page Top . Words To Avoid . Jargon . Principals of Clear Writing

A-B | C-D | E-F | H-I | L-M | N-0 | P-R | S-T | U-Y
INSTEAD OF TRY
under the provisions of under
until such time as until
utilize, utilization use
validate confirm
viable practical, workable
vice instead of, versus
warrant call for, permit
whereas because, since
with reference to about
with the exception of except for
witnessed saw
your office you
/ (slash) and, or

Page Top . Words To Avoid . Jargon . Principals of Clear Writing

Principles of Clear Writing

Principle

Service

1. Write in the active voice
2. Use action verbs
3. Use "must" instead of "shall"
4. Be direct Talk directly to your readers
5. Use the present tense
6. Write positively
7. Avoid use of exceptions
8. Avoid split infinitives
9. Use the singular noun rather than the plural noun
10. Be consistent
11. Use parallel structure
12. Prefer simple words
13. Omit needless words
14. Avoid redundancies
15. Use concrete words
16. Don't use words that antagonize
17. Avoid noun sandwiches
18. Don't use gender specific terminology
19. Write short sentences
20. Make lists clear and logical in structure
21. Use short paragraphs

simple style analysis
simple style analysis
simple style analysis
simple style analysis
complex style analysis
complex style analysis
simple style analysis
general searches
complex style analysis
word themes
complex style analysis
simple style analysis
simple style analysis
simple style analysis
complex style analysis
complex style analysis
none
simple style analysis
complex style analysis
complex style analysis
complex style analysis

1. Write in the active voice. The active voice eliminates confusion by forcing you to name the actor in a sentence. This construction makes clear to the reader who is to perform the duty.

The passive voice makes sentences longer and roundabout. Who is responsible is much less obvious. Passive verbs have a form of the verb to be plus the past participle of a main verb.
am is are was were be been

plus
a main verb usually ending in "en" or "ed".

Examples of passive verbs:

The passive voice reverses the natural, active order of English sentences. In the following passive example the receiver of the action comes before the actor.

Passive: The regulation [receiver] was written [verb] by the drafter [actor].

Active: The drafter [actor] wrote [verb] the regulation [receiver].

Passive constructions are confusing when used in regulations. Active sentences must have actors, but passive ones are complete without them.
The material will be delivered. By whom?
The start date is to be decided. By whom?
The figures must be approved. By whom?

Putting the actor before the verb forces you to be clear about responsibility.

The passive voice is appropriate when the actor is unknown, unimportant, or obvious. This does not usually apply in regulatory text.

2. Use action verbs.

Avoid words like this:
DON'T SAY SAY
give consideration to consider
is applicable to applies to
make payment pay
give recognition to recognize
is concerned with concerns

They are called "nominals" -- nouns with verbs inside. They are hard to read and make sentences longer. Action verbs are shorter and more direct.

3. Use "must" instead of "shall".
shall imposes an obligation to act, but may be confused with prediction of future action
will predicts future action
must imposes obligation, indicates a necessity to act
should infers obligation, but not absolute necessity
may indicates discretion to act
may not indicates a prohibition

To impose a legal obligation, use "must."

To predict future action, use "will."

DON'T SAY: The Governor shall approve it.

SAY: The Governor must approve it. [obligation]

OR: The Governor will approve it. [future action]

4. Be direct. Talk directly to your readers. Use the imperative mood. Regulations lend themselves to this style, especially procedures, how-to instructions, and lists of duties.

Directness avoids the passive voice:

SAY: Sign all copies.

SAY: Attach a copy of your W-2 to your return.

This style results in procedures that are shorter, crisper, and easier to understand.

5. Use the present tense. A regulation of continuing effect speaks as of the time you apply it, not as of the time you draft it or when it becomes effective. For this reason, you should draft regulations in the present tense. By drafting in the present tense, you avoid complicated and awkward verb forms.

DON'T SAY: The fine for driving without a license shall be $10.00.

SAY: The fine for driving without a license is $10.00.

6. Write positively. If you can accurately express an idea either positively or negatively, express it positively.

DON'T SAY: The Governor may not appoint persons other than those qualified by the Personnel Management Agency.

SAY: The Governor must appoint a person qualified by the Personnel Management Agency.

A negative statement can be clear. Use it if you're cautioning the reader.

DON'T WALK
DON'T SMOKE
But avoid several negatives in one sentence.

DON'T SAY: A demonstration project will not be approved unless all application requirements are met.

SAY: A demonstration project will be approved only if the applicant meets all requirements.

It's better to express even a negative in positive form.
DON'T SAY SAY
not honest dishonest
did not remember forgot
did not pay any attention to ignored
did not remain at the meeting left the meeting
did not comply with
or
failed to comply with
violated

7. Avoid use of exceptions. If possible, state a rule or category directly rather than describing that rule or category by stating its exceptions.

DON'T SAY: All persons except those 18 years or older must...

SAY: Each person under 18 years of age must...

However, you may use an exception if it avoids a long and cumbersome list or elaborate description. When you use an exception, state the rule or category first then state its exception.

DON'T SAY: Alabama, Alaska,... and Wyoming (a list of 47 states) must ration...

SAY: Each state except Texas, New Mexico, and Arizona must ration... (Note that the category "each State" is established first and then the exceptions are stated.)

8. Avoid split infinitives. The split infinitive offends many readers, so avoid it if you can.

DON'T SAY: Be sure to promptly reply to the invitation.

SAY: Be sure to reply promptly to the invitation. or SAY: Be sure to reply to the invitation promptly.

9. Use the singular noun rather than the plural noun. To the extent your meaning allows, use a singular noun instead of a plural noun. You will avoid the problem of whether the rule applies separately to each member of a class or jointly to the class as a whole.

DON'T SAY: The guard will issue security badges to the employees who work in Building D and Building E.

SAY: The guard will issue a security badge to each employee who works in Building D and each employee who works in Building E.

unless you mean
The guard will issue a security badge to each employee who works in both Building D and Building E. (There are other possible meanings.)

10. Be consistent. Don't use different words to denote the same things. Variation for the sake of variation has no place in regulation writing. Using a synonym rather than repeating the precise term you intend just confuses the reader.

DON'T SAY: Each motor vehicle owner must register his or her car with the Automobile Division of the Metropolitan Police Department.

SAY: Each automobile owner must register his or her automobile with the Automobile Division of the Metropolitan Police Department.

Don't use the same word to denote different things.

DON'T SAY: The tank had a 200-gallon tank for fuel.

SAY: The tank had a 200-gallon fuel container.

11. Use parallel structure. Arrange sentences so that parallel ideas look parallel. This is important when you use a list.

Nonparallel construction:

The duties of the Executive Secretary of the Administrative Committee are:

Parallel construction:

12. Prefer simple words. Government writing should be dignified, but doesn't have to be pompous. Writing can be dignified when the language is simple, direct, and strong. To make your writing clearer and easier to read -- and thus more effective -- prefer the simple word.
DON'T SAY SAY
construct, fabricate make
initiate, commence begin
terminate end
utilize use
substantial portion large part
afforded an opportunity allow

13. Omit needless words. Don't use compound prepositions and other wordy expressions when the same meaning can be conveyed with one or two words.
DON'T SAY SAY
because of the fact that since (because)
call your attention to the fact that remind you
for the period of for
in many cases often
in many instances sometimes
in the nature of like
the fact that he had not succeeded his failure
the question as to whether whether

14. Avoid redundancies. Don't use word pairs, if the words have the same effect or where the meaning of one included the other.

Examples: Word pairs to avoid
any and all
authorize and direct
cease and desist
each and every
full and complete
order and direct
means and includes
necessary and desirable

15. Use concrete words. Government writing often concerns abstract subjects. But abstract words can be vague and open to different interpretations. Put instructions in simple, concrete words.
DON'T SAY IF YOU MEAN
vehicles automobiles
firearms rifles
aircraft helicopters

16. Don't use words that antagonize. Words can attract or repel readers. It is possible to choose words in our writing that do not make the wrong impression or antagonize our readers. Use words to which people react favorably rather than words that they resent.
USE WORDS LIKE RATHER THAN THESE WORDS

ability
achieve
benefit
guarantee
please
reasonable
reliable
service
useful
you

alibi
allege
blame
complaint
impossible
liable
oversight
unfortunate
waste
wrong

17. Avoid noun sandwiches. Administrative writing uses too many noun clusters -- groups of nouns "sandwiched" together. Avoid these confusing constructions by using more prepositions.

DON'T SAY: Underground mine worker safety protection procedures development.

SAY: Development of underground procedures for the protection of the safety of mine workers.

OR MORE LIKELY: Development of procedures for the protection of the safety of workers in underground mines.

Which meaning is intended becomes clearer when this four-word sandwich is broken up.

18. Don't use gender-specific terminology. Avoid the gender-specific job title:
DON'T SAY SAY
Crewman Crew member
Draftsman Drafter
Enlisted men Enlisted personnel
Fireman Firefighter
Foreman Supervisor
Manhours Hours worked
Manpower Personnel, workforce

Avoid the gender-specific pronoun when the antecedent could be male or female.

DON'T SAY: The administrator or his designee must complete the evaluation form.

SAY: The administrator or the administrator's designee must complete the evaluation form.

Be careful when you rewrite to avoid the problem. The following examples don't necessarily have the same meaning --

19. Write short sentences. Readable sentences are simple, active, affirmative, and declarative.

The more a sentence deviates from this structure, the harder the sentence is to understand.

Long, run-on sentences are a basic weakness in legal documents.

Legal documents often contain conditions which result in complex sentences with many clauses.

The more complex the sentence, the greater the possibility for difficulty in determining the intended meaning of the sentence.

Solutions


20. Make lists clear and logical in structure. Listing provides white space that separates the various conditions. Listing can help you avoid the problems of ambiguity caused by the words "and" and "or". When you list, use the following rules:

21. Use short paragraphs. A writer may improve the clarity of a regulation by using short, compact paragraphs. Each paragraph should deal with a single, unified topic. Lengthy, complex, or technical discussions should be presented in a series of related paragraphs.

22. Use a checklist and review your draft for each of these principles separately.

Page Top . Words To Avoid . Jargon . Principals of Clear Writing

Imperatives

1. "Shall" has three strikes against it.

First, lawyers regularly misuse it to mean something other than "has a duty to." It has become so corrupted by misuse that it has no firm meaning.

Second - and related to the first - it breeds litigation. There are 76 pages in "Words and Phrases" (a legal reference) that summarize hundreds of cases interpreting "shall."

Third, nobody uses "shall" in common speech. It's one more example of unnecessary lawyer talk. Nobody says, "You shall finish the project in a week."

For all these reasons, "must" is a better choice, and the change has already started to take place. The new Federal Rules of Appellate Procedure, for instance, use "must," not "shall."

Prof. Joe Kimble, Thomas Cooley Law School

2. "Must" is now being extensively used in the legislation of... Australia and at least three Canadian provinces (British Columbia, Alberta and Manitoba) that have amended their Interpretation Acts to say that "must" is to be interpreted as imperative."

Recommendation

"Must" may be used to create requirements and prohibitions. However, prohibitions should be drafted in the form of "X must not", rather than "no X must".

Drafters should not use "must" and "shall" together in the same Act or regulation. It could raise questions about whether different meanings are intended."

Justice Canada's Legislative Services Branch

3. Delete every shall.

"Shall" isn't plain English. . . But legal drafters use "shall" incessantly. They learn it by osmosis in law school, and the lesson is fortified in law practice.

Ask a drafter what "shall" means, and you'll hear that it's a mandatory word - opposed to the permissive "may". Although this isn't a lie, it's a gross inaccuracy. . . Often, it's true, "shall" is mandatory. . . Yet the word frequently bears other meanings - sometimes even masquerading as a synonym of "may". . . In just about every jurisdiction, courts have held that "shall" can mean not just "must" and "may", but also "will" and "is". Increasingly, official drafting bodies are recognizing the problem. . .Many . . drafters have adopted the "shall-less" style. . . You should do the same.

Page Top . Words To Avoid . Jargon . Principals of Clear Writing

Headings

Use a heading for each designated component of the regulations. A heading is a catch line that describes the subject matter of a particular component of your regulations. Descriptive headings should illustrate the logic and arrangement of your regulations. Descriptive headings help readers locate the provisions of the regulations that apply to them.

EXAMPLE:

Part 2 - EMERGENCY CHILD HEALTH CARE

Subpart A - Administration of Emergency Care


Sec.

2.1 Purpose

2.2 Applicability

2.3 Board of directors: Appointment.

2.4 Board of directors: Term of office.

2.5 Board of directors: Duties.

2.6 Filing complaints; time limits; action by the Board.

Subpart B - Maintenance of Information
2.10 Retain information 10 years.

2.11 Expunge information.

Use headings to indicate that material in a series of section is related.

EXAMPLE:

2.3 Board of directors: Appointment.

2.4 Board of directors: Term of office.

2.5 Board of directors: Duties.

Use headings to indicate that a group of related subjects is treated together in a single section.

EXAMPLE:

2.6 Filing complaints; time limits; action by the Board.

Use headings only down to the section level of your regulations, unless a reader would miss significant information in a section. However, headings at the paragraph level are carried within the text of the CFR but not in the table of contents.

EXAMPLE:

2.10 Retain information 10 years.

(a) The 10-year rule.

(b) Exceptions: 15-year rule when younger sibling is endangered.

Page Top . Words To Avoid . Jargon . Principals of Clear Writing

Purpose Clause Identify Your Audience

1. Include a purpose clause only when necessary. A purpose clause is a simple statement of intent that appears at the beginning of a part or subpart. The purpose clause is used to help the reader interpret the document. Use a purpose clause only when you know that some of your sections, due to their complex substance, are difficult to understand. If you need a purpose clause, draft it after you draft your dcoument. Otherwise, it can become a crutch used to avoid resolving difficult substantive issues in the document.

2. Do not include substantive content within a purpose clause. Content belongs in the main body of the document. A reader may miss content tucked away in what should be limited to a simple statement of purpose.

3. Identify your audience early and state why the reader needs to read the document. Identify who will be interested even if they are not directly affected. Write to everyone who is interested, not just to technical or legal experts. Keep in mind the average reader's level of technical expertise. Identify clearly whom you are speaking to in each section. Don't make a reader go through material only to find out at the end that the section doesn't apply.

Page Top . Words To Avoid . Jargon . Principals of Clear Writing

Definitions

1. Avoid unnecessary definitions. The main purpose of a definition is to achieve clarity without needless repetition. For this reason, "it is unnecessary" to define ordinary words that are used in their usual dictionary meaning.

DON'T SAY: Trash can means a receptacle for waste material.

2. Do not define in a way that conflicts with ordinary or accepted usage. If possible, use a word in a way that is consistent with the its everyday meaning and do not define the word. Otherwise, you confuse the reader and risk using the word elsewhere in your regulations in its ordinary sense.

DON'T SAY: Airplane means an airplane, helicopter, or hot-air balloon.

SAY: Aircraft means a device that is used or intended to be used for flight.

[Here the definition is broad enough to include any device that flies and at the same time the word is not used in a way that conflicts with its ordinary meaning.]

3. Do not define a term that is used only once or infrequently. If a term is used only once or infrequently, spell out the meaning of the term at those few places it appears in the regulations.

4. Do not include part or all of the term being defined in the text of your definition. A true definition should not include the term being defined as part of the definition. This forces the reader to consult a dictionary or look elsewhere in the regulations for the complete meaning.

DON'T SAY: Excepted position means a position in the excepted service.

5. Do not include a substantive rule within a definition. A reader can easily miss a rule placed within a definition.

DON'T SAY: Sec. 200. Definitions. For the purpose of this part, alcoholic beverage means beer, wine, and liquor. Each owner of a business establishment serving alcoholic beverages shall obtain a license.

6. Place a definition where it is most easily found by the reader. Generally, define a term that is used throughout a part or chapter at the beginning of that part or chapter. If you have a term that is used only once or in a few closely related sections, place the definition in the section where the term is used first.

7. Draft the regulations first, then draft the definitions. It is difficult to determine how many times a particular word or concept will be used in a set of regulations before you start drafting. If you draft definitions before you draft your regulations, you may define a word that is not used.

Often a concept that is used in a set of regulations is complex and you must develop a phrase to use as shorthand for that concept. If you develop the phrase before you draft the regulations, the phrase may not be as appropriate as one developed during the process of drafting.

8. Do not use "must" in a definition. The definition section of your regulations should not obligate anyone to do anything. For this reason, "must" is inappropriate for a definition. Instead, use the indicative mood.

DON'T SAY: Agency head must mean...

SAY: Agency head means...

9. How to list definitions. If you have a group of terms that you want to group together, use the following conventions:

EXAMPLE:

Sec. 100.3 Definitions. For the purpose of this part --

Act means the Surface Mining Control and Reclamation Act of 1977.

OSMRE Director means the head of the Office of Surface Mining Reclamation and Enforcement.

Regional Director means the head of the Office of Surface Mining Reclamation and Enforcement in the region in which the state applying for a grant under this part is located.

This method of listing definitions makes your task easier if you ever have to add or remove definitions. You do not have to change the paragraph designation of each term that appears after terms are added or removed.

Page Top . Words To Avoid . Jargon . Principals of Clear Writing

Ambiguity

An ambiguous sentence is a sentence that a reader can interpret in two or more ways. Ambiguity has at least two common sources -- word order and word meaning.

A. WORD ORDER

The position of words in a sentence is the principal means of showing their relationship. You should group together words that are related in thought and separate words that are not related. The following conventions address the most common word order problems.

l. Avoid misplaced modifiers. The careless placement of a modifier may result in the same sentence having several meanings.

DON'T SAY: John saw Jane driving down the street.

SAY: John, while driving down the street, saw Jane.

unless you mean

John saw Jane, who was driving down the street.

2. Avoid indefinite pronouns used as references. If a pronoun could refer to more than one person or object in a sentence, repeat the name of the individual or object.

DON'T SAY: After the administrator appoints an Assistant, he or she shall supervise the...

SAY: After the Administrator appoints an Assistant, the Assistant shall supervise the...

3. Avoid grouping together two or more prepositional phrases. A common example of a problem of word order occurs when two or more prepositional phrases are grouped together in a sentence.

DON'T SAY: Each subscriber to a newspaper in Washington, DC.

SAY: Each newspaper subscriber who lives in Washington, DC.

unless you mean

Each subscriber to a newspaper published in Washington, DC.

B. WORD MEANING

Problems of word meaning occur when one word or phrase is open to several possible interpretations. The following conventions address the most common problems of word meaning.

4. Use the singular noun rather than the plural noun. To the extent your meaning allows, use a singular noun instead of a plural noun. You will avoid the problem of whether the rule applies separately to each member of a class or jointly to the class as a whole.
DON'T SAY SAY
The guard shall issue security badges to employees who work in Building D and Building E. The guard shall issue a security badge to each employee who works in Building D and each employee who works in Building E.

unless you mean
The guard shall issue a security badge to each employee who works in both Building D and Building E. (There are other possible meanings).

5. Draft an expression of time as accurately as possible. You can eliminate uncertainty as to when a time period begins or ends by clearly stating the first and last days of that period.

DON'T SAY: From July 1, 19___, until June 30, 19___.

SAY: After June 30, 19___, and before July 1, 19___.

If a time period is measured in whole days, use the word "day" instead of "time". A reader may interpret the word "time" to mean an exact time during the day or night an event occurs.

DON'T SAY: Thirty days after the time when...

SAY: Thirty days after the day on which....

Avoid the use of time relational words such as "now", "presently", and "currently" in your regulations. Use of these words to relate a provision in your regulations to the time the regulations takes effect creates an ambiguity. It is unclear whether the provision in the regulations should change if the "current" fact changes after the regulation takes effect.

DON'T SAY: The Mayor of the District of Columbia is entitled to a salary equal to that of a GS-15, step 2, as now prescribed by law.

[You know what the Mayor's salary is on the day the regulation takes effect but what salary does the Mayor receive if Congress changes the pay rate for a GS-15 one week, one month, or one year after the regulation takes effect?]

If, in the example above, you intend the provision to remain unchanged after the regulation takes effect, it is better to determine what the provision would be on the day the regulation takes effect and write that specific provision into your regulation.

SAY: The Mayor of the District of Columbia is entitled to a salary of $____________.

However, if you intend the provision to change as time passes, make that fact clear.

SAY: The Mayor of the District of Columbia is entitled to a salary equal to that of GS-15, step 2. The GS-15, step 2, salary is adjusted by Congress.

6. Draft an expression of age as accurately as possible. Similar problems occur when you express an age requirement. The expression "more than 21 years old" has two possible meanings. A person may be "more than 21" on his or her 21st birthday, or on his or her 22nd birthday. Depending upon which meaning you intend, clarify the ambiguity as follows:

DON'T SAY: A person who is more than 21 years old...

SAY: A person who is 21 years old or older...

unless you mean

A person who is 22 years old or older...

DON'T SAY: Between the ages of 16 and 20...

SAY: Sixteen years old or older and under 21...

7. Do not use privisos. The priviso is archaic, legalistic, and usually results in a long and unintelligible sentence. Use the following drafting conventions to avoid expressions such as "provided however" and "provided always".

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Hidden Verbs

Uncover your hidden verbs

Use the strongest, most direct form of the verb possible.

Verbs are the fuel of writing - they give your sentences power and direction. They liven up your writing and make it more interesting. Too often, we hide verbs by turning them into nouns, making them less effective and using more words than we need.

What Are hidden verbs?

A hidden verb is a verb converted into a noun. It often needs an extra verb to make sense. So we write: Please make an application for a personal loan... rather than Please apply for a personal loan....

Hidden verbs come in two forms. Some have endings such as: -ment, -tion, -sion, and -ance and often link with verbs such as: achieve, effect, give, have, make, reach, and take. For example:

Hidden Verb:

To trace the missing payment, we need to carry out a review of the Agency's accounts so we can gain an understanding of the reason the error occurred.

Uncovered:

To trace the missing payment, we need to review the Agency's accounts so we understand the reason the error occurred.

Hidden Verb:

If you cannot make the payment of the $100 fee, you must make an application in writing before you file your tax return.

Uncovered:

If you cannot pay the $100 fee, you must apply in writing before you file your tax return.

Hidden verbs also occur when we turn verbs into nouns by adding endings such as -ing, -tion, -ment, or -sion and placing the longer word between the words the and of. For example:

Hidden Verb:

This means we must undertake the calculation of new figures for the congressional hearing.

Uncovered:

This means calculating new figures for the congressional hearing.

Hidden Verb:

The production of accurate statistics is important for the committee in the assessment of our homelessness policy.

Uncovered:

Producing accurate statistics is important to the committee in assessing our policy on homelessness.

Uncovering the hidden verb usually forces you to rephrase your sentence and cut out other poor habits such as wordy phrases. Hidden verbs often go hand in hand with passive verbs and combine to give an officious and longwinded style.

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Contractions

Contractions improve clarity and help your reader. Yes, Virginia, contractions are acceptable in government writing. They're especially appropriate in letters. But you must use them with discretion. Just as you shouldn't bullet everything on a page, you shouldn't make a contraction out of every possible word.

Contractions help the reader. Readers are used to hearing words in the contracted form. So, when readers see "would not," they turn it into "wouldn't." That means that using contractions speeds reading. Another benefit is that many readers miss the second word and take the exact opposite meaning. They read "would not" as "would." That doesn't happen when you use "wouldn't."

Most people will agree that contractions are less formal than writing out both words. As in any other type of writing, it's important to focus on your reader. If you would speak more formally to someone, then you should probably write to them the same way, without contractions.

In a few cases, there is a difference in tone between the contracted form and the two word form--"can't" and "cannot" or "don't" and "do not."

More Emphatic Message Softer Message
You cannot come in now. You can't come in now.
Do not enter this building. Don't enter this building.
Do not enter this building without permission. Don't enter this building without permission.

Page Top . Words To Avoid . Jargon . Principals of Clear Writing