How to Apply Plain Language Techniques in Technical Documents

Table of contents

  1. How to Apply Plain Language Techniques in Technical Documents
    1. Types of Jargon
    2. Limiting acronyms and abbreviations
    3. Place words carefully
    4. Don’t make readers do your thinking for you
    5. Activity 7: Reduce the complexity of the text

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  1. Limit jargon and acronyms:
    • Minimize technical jargon and unexpanded acronyms that may need more widely understood.
    • Use everyday language that is accessible to a broader audience.
  2. Contractions aren’t bad - use them!
    • Contractions, such as “isn’t” or “can’t,” are acceptable and can make your writing more conversational and approachable.
  3. Use everyday words:
    • Opt for ordinary, everyday words instead of obscure or pretentious language. Avoid circumlocutions and lengthy words that may confuse or alienate readers.

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Types of Jargon

  • Unnecessary technical terms: Utilize technical terms essential for understanding the subject matter, but provide explanations or context when introducing them.
  • Obscure and pretentious language: Avoid using convoluted or lengthy words, archaic phrases like “herby” or “wherefore,” and excessive Latin terminology.

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Limiting acronyms and abbreviations

  • Use “we” to refer to the organization or team.
  • Avoid using acronyms or abbreviations for infrequent phrases. Spell out acronyms that are not commonly known and repeat their full form (e.g., “3-47”).
  • Consider adopting a different writing style that favors pronounceable acronyms (e.g., “SQL” pronounced as “sequel”).

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Place words carefully

  • Keep subjects and objects close to their verbs to improve clarity.
  • Utilize contractions to create a more conversational tone.
  • Position conditionals such as “only” or “always” next to the words they modify.
  • Avoid misplaced modifiers that can lead to confusion.
  • Place exceptions and long conditions after the main clause rather than before or in the middle.

Don’t make readers do your thinking for you

  • Reduce duplication, redundancy, and unnecessary language to ensure your writing is concise.

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Activity 7: Reduce the complexity of the text

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