Kansas State University

Write Clearly

Good writing is clear and consistent. It should not be complicated or include lots of complex words. Most of our publications, brochures, and websites are intended for the public and should be understandable to a lay reader.

Here are a few more guidelines:
• Avoid jargon. If you must use special terms, define or explain them at first reference. Apply the same rule to acronyms. Spell out the name or term before using the acronym alone: Division of Water Resources (DWR).
• Use the active voice (Joe hit the ball) rather than passive voice (the ball was hit by Joe).
• Revise and rewrite. Most of the time, the second draft will be shorter and clearer.
• Be sure tables or charts clearly convey information and match accompanying text.

Not all repetition is bad. Sometimes repeating a word or phrase adds emphasis, but avoid using two words when one will do. Some examples (with best choice bold):

adequate enough (adequate)
as a general rule (as a rule)
basic fundamentals (fundamentals)
close proximity (proximity or close)
consensus of opinion (consensus)
current status (status)
different varieties (varieties)
disappear from sight (disappear)
early beginnings (beginnings)
empty space (empty or vacant)
end result (result)
exactly alike (alike or identical)
final completion (completion or final)
for the sum of (for or sum)
free gift (free or gift)
honest truth (truth)
joint partnership (partnership)
new breakthrough (breakthrough)
on pages 20 to 30 inclusive (pages 20 through 30)
precisely correct (correct)
regular weekly meetings (regular meetings or weekly meetings)
separate entities (separate)
surrounded on all sides (surrounded)
true facts (facts)
visible to the eye (visible)
From Media Mix, First Quarter 2002, at:
http://www.communications.k-state.edu/

Streamline Your Writing