How can you write clear and concise documents using plain language and active voice?

1 What is plain language?

Plain language is a style of writing that uses simple, clear, and direct words and sentences to convey your message. Plain language does not mean dumbing down your content or losing your tone. It means choosing words that your audience can understand, avoiding jargon and technical terms, and organizing your document in a logical and coherent way. Plain language helps you achieve your purpose, whether it is to inform, persuade, or instruct your audience.

2 What is active voice?

Active voice is a way of writing that shows who or what is performing the action in a sentence. In active voice, the subject of the sentence comes before the verb and the object. For example, "The manager approved the budget" is an active voice sentence. Active voice makes your writing more engaging, direct, and concise. It also helps you avoid passive voice, which is a way of writing that shows who or what is affected by the action in a sentence. In passive voice, the subject of the sentence comes after the verb and the object. For example, "The budget was approved by the manager" is a passive voice sentence. Passive voice can make your writing vague, wordy, and impersonal.

4 How to use plain language and active voice?

Using plain language and active voice may seem simple but it requires practice and revision. To help you use plain language and active voice in your documents, here are some tips and examples. Common and familiar words should replace jargon and technical terms so that your audience can understand. Additionally, break up long and complex sentences into shorter and simpler ones. Connectors can be used to show the relationship between ideas. Furthermore, the subject, verb, and object should be in the correct order when using active voice. The passive voice should only be used when you want to emphasize the object or when the subject is unknown or irrelevant. For example, "You must submit the proposal by next Friday" instead of "The deadline for the submission of the proposal is next Friday". And "We made a mistake in the calculation of the expenses" instead of "A mistake was made in the calculation of the expenses".

5 How to check your document for plain language and active voice?

After you finish writing your document, it's important to review it for plain language and active voice. To do this, you can read your document aloud to spot any awkward or unclear words or sentences. You could also ask someone else to read it and provide feedback. Additionally, using a readability tool like Hemingway Editor or Readable can measure the complexity and readability of your document, as well as highlight any long or hard words or sentences, passive voice, or other issues. Additionally, using a checklist such as the Plain Language Checklist or the Active Voice Checklist can ensure that you have followed the principles and guidelines of plain language and active voice. Ultimately, using plain language and active voice will help you write clear and concise documents that communicate your message effectively to your audience. By following these tips and examples, you can improve your writing skills and enhance your professional image as an administrative assistant.