EWG:Writing Guidelines
From TEITAC
Editorial Working Group > Writing guidelines
Contents |
How to write provisions so they are easy to understand
One of the themes for this committee is the "usability of the standards." Many different people have to read the standard and understand what they must do. Some readers speak or read English as a second language. Some may have cognitive disabilities. Clear writing is also easier to translate.
Follow these guidelines to write provisions that are easy to understand, and have a consistent style. They are based on guidance from federal agencies for writing in what is known as "plain language" drawn from experience with writing legal and regulatory documents.
Write clearly and simply
- Keep your sentences and paragraphs short.
- Set the context first. Put the pieces of a sentence in logical order for your readers.
- Write in the active voice (most of the time).
- Use the present tense.
- Put the action in the verb, not in the nouns.
- Avoid gender-specific language.
Make the provisions easier to scan
- Make information easy to find with clear headings.
- Put any information about the scope of the provision at the beginning.
- Use bulleted lists for options (break up long, dense paragraphs).
- Make the subject of each sentence clear: For example:
- "The product must...."
- "You must provide..."
Use clear terminology
- Use common, easily understood words when possible.
- But, use precise technical "terms of art" when appropriate.
- Use "must" (not shall) for provisions (as recommended by the Federal Register).
Write informative titles
Write titles in short phrases that identify the topic of the provision. Use titles to help readers scan the page to find specific information, and differentiate related provisions.
- State the topic of the provision.
- (Possibly) include an indication of scope of the provision
- Keep them short.
