Tips for better writing

Active voice

Use an active voice to better engage your reader. For more tips on using active voice to engage your reader, see Writing on brand.

Write

Delia sent the data today.

Don’t write

The data was sent by Delia today.

The first example is active because the subject of the sentence, Delia, is performing the action. There are occasions when passive voice is appropriate (see Passive voice).

Idiom

An idiom is a phrase that has a metaphorical meaning. Do not use idioms – they can sound like clichés and they can be misunderstood by the reader.

Write

The department has employed more staff in response to the increase in enrolments.

Don’t write

The department has employed more staff in light of the increase in enrolments.

In light of is an idiom.

Inclusive language

Inclusive language is language that avoids implying bias, prejudice, stereotypes and discrimination against particular people or groups.

Wherever possible, use inclusive, gender-free terms when describing people and their roles.

Examples

• humankind, not mankind
• chair, not chairman or chairwoman
• workforce/labour, not manpower.

If you need to describe physical characteristics, avoid labels by using adjectives rather than nouns.

Write

He has quadriplegia.

Don’t write

He’s a quadriplegic.

Jargon

Jargon is the specialised vocabulary of a field or industry. Avoid jargon when writing information for the public; however, don’t shy from including more common technical terms.

Include explanations if appropriate – readers may appreciate the opportunity to learn new terms. For more information, see Writing on Brand.

Write

All the fish died

Don’t write

The biota exhibited a 100% mortality response.

Passive voice

In general, sentences written in active voice are clearer than those written in passive voice but passive voice is acceptable when you want to prioritise the subject in the sentence.

Examples

• The first Egyptian pyramids were built around 2,500 BCE.
• Mistakes were made.

In the first example above, the subject is the pyramids, not the builders of the pyramids.

In the second example, the subject is the mistakes. We’ve deliberately left out the actor – either because we don’t know who made the mistakes, or because we want to be tactful and avoid attributing blame.

Plain language

Write to your audience using clear writing that communicates as simply and effectively as possible, without being childish or simplistic.

• Use simple words where you have a choice
• Avoid wordy phrases
• Use the active voice
• Keep sentences and paragraphs short
• Use concrete examples, where possible
• Present information and instructions in a logical sequence
• Avoid strings of nouns because they can cause confusion and sound clumsy. For example, write: ‘there are safety procedures to protect workers in chemical laboratories’, instead of ‘chemical laboratories worker safety protection procedures are available’.

Remember the ABC of good writing: Accuracy – Brevity – Clarity.

Readability

Readability refers to how well the reader will understand and engage with your writing. Reader engagement is your key aim. Your writing must be clear and cohesive so that the reading process is smooth – you want to avoid your reader needing to re-read a sentence. For more information, see Writing on Brand.

Sentence length and rhythm

Short sentences are easier to read, but a set of short sentences can create a tense ‘clipped’ rhythm. A good rhythm helps with readability. Most readers like the variety and rhythm of a mixture of sentence lengths. Aim for an average sentence length of 15 words. Long sentences should have no more than 25 words.

Reading rhythm is also disrupted by:

• unfamiliar words
• capital letters
• changes in font or typeface, such as italics.