Clear writing, layout and design are an integral part of literacy.  When writing is not clear people may misunderstand.  They may also lose interest, get frustrated and give up.  Many more people will understand and use information written in clear language.  Clear writing is inclusive and focuses on the needs of the reader.  Designing a visually attractive layout is just as important as the written content.

What is clear language writing?

Clear language writing is a way of organizing information so that it makes sense to the reader.  It uses straightforward, concrete words and includes examples that relate to the readers’ experience.  It helps all readers understand information and avoids misunderstanding.  Keeping writing clear does not mean you have to sacrifice the content. Your writing is clear when the people it is intended for find it interesting and easy to read.  It is not insulting to people who read well because it allows them to find information quickly.

Design and layout

When you are writing make sure there is lots of white space as this helps the reader to navigate the text.  Use graphics when they improve understanding.  Short lines with a ragged right margin are easier to read.  Serif type (with a thin line at the top and bottom of the main stroke of a letter) is easier to read, particularly in small typefaces but you should use sans-serif type for posters, slides, titles and sub-headings.  This information package uses Times New Roman font for body text and Arial for headings. Bullets and lists help to separate points and make them clear.

How to write clearly

It takes time and effort to write clearly but the benefits to the reader make it worthwhile.

You have to think, plan, write, design the layout, revise, edit, test with readers and revise again.  Write naturally – pretend you are giving someone the information orally. Use “you” to address the reader personally.  It will engage your readers and let them know what you expect them to do.  As a writer, you will feel good when you have produced a piece of clear writing.  The steps that follow will help to guide you through the process.

Put yourself in the readers’ place. Your readers may have difficulty reading complicated material, they may be reading in their second language, they may have learning disabilities or they may just be busy people with too much to read in too little time. Be inclusive.  Learn about your audience; if appropriate consult with them and ask them what they need to know.  Your writing level will vary depending on whether you are writing to a group of professionals or the general public.  If you are writing for the public avoid jargon.

Answer the following questions before you start writing.

Step 1: Audience

• Who do you want to read the material?
• Why do you want them to read it?
• What do you want them to do after they have read it?

Step 2: Planning

• What information does it need to contain?
• Have you thought about the questions your reader will have?
• Does it answer who, what, when, where, why, how?
• Will the reader see how this material is useful?
• Do you want to write a fact sheet, a brochure, poster or use another type of format?

Step 3: Organization

• Do your ideas follow a logical order?
• Is the most important information first?
• Does the introduction explain the context and content?
• Do you use headings and sub-headings to guide the reader?
• Will graphics help the reader?
• Can the reader find information quickly and easily?

Step 4: The Writing

• Do you address readers directly?
• Do you grab their attention and keep their interest?
• If you are referring to the reader as “you,” have you made sure you have defined the audience clearly?
• Are you using the active voice as it is less complicated and more immediate?
• Have you got one thought in each sentence?
• Are your sentences clear and concise?
• Do your sentences average 15 words, with a maximum of 25 words?
• Are you using simple sentences?
• Are you using a subject, verb, object structure?
• Is there one idea in each paragraph?
• Are you keeping the paragraphs short?
• Do you start each paragraph with a linking sentence?
• Is the writing helpful and accessible?
• Is the tone natural rather than distant?

Step 5: Layout

• Do you use distinguishing headings?
• Are the headings descriptive?
• Have you broken the writing into short sections?
• Are your fonts easy to read?
• Have you avoided upper case fonts?
• Did you use pictures and graphics as clues to the content?
• Is there enough white space?

Step 6: Revision

• Does the content meet the audience’s needs?
• Are there any awkward sentences or typos?
• Have you avoided ambiguity?
• Do you use concrete and familiar words?
• Do you avoid stilted language?
• Is your writing too wordy?
• Has it been reviewed by your target audience?
• Did you make revisions based on feedback?

Used with permission from Ottawa Community Coalition for Literacy.

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