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This Clear Language Lab webinar took place on March 8, 2023 as part of the Plain Language Foundations series. Check out the notes below or access the webinar recording and slides.
Overview
Grammar & plain language
Using plain language means centering your audience’s needs and goals, and writing so they can find, understand, and use the information you're sharing.
Grammar is a set of rules about how we use words, but, more importantly, it’s a tool for communication and it changes over time.
There are many variations of English grammar. Much of what is considered “professional” language has roots in racism and classism.
Only correct someone’s grammar if you have permission (you are editing a paper together, you are a tutor with a student who wants to improve their grammar, etc.). Always focus on how changes will help them be understood by others.
Tips for less complex grammar
Active voice is generally easier to understand and helpful when you want to be clear about who is doing what, compared with the passive voice
Using the 2nd person “you” can help your writing feel more conversational and personable. But be careful - it can sound patronizing or accusatory when talking about something punitive
Aim for an average sentence length of 15-20 words, with variation. Avoid overly wordy sentences by:
Asking yourself “does this add new & important information?”
Using strong verbs
Avoiding repetition & complicated clauses that don’t add meaning
Breaking up information into lists or separate sentences
Create cohesion by:
Separating ideas that don’t belong together
Using headings & subheadings that guide your reader
Writing about processes or steps in chronological order
Using transition words and phrases
Resources
Books
Oxford Guide to Plain English by Martin Cutts
How English Works: A Linguistic Introduction by Anne Curzan and Michael Adams
The Oxford English Grammar by Sidney Greenbaum
Websites
Interested in learning more about professional development at Clear Language Lab? Check out other past webinars, find upcoming events on our training page, or contact Sarah Glazer, Sr. Program Manager, at sarah@litworks.org to learn more about our offerings.
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