Plain Writing

Headings and Lists

• Use descriptive headings that tell the reader what they'll learn, not generic labels.
• Use bullet points for 3+ related items.
• Use numbered lists only when order matters.
• Bold the key phrase in each bullet so readers can scan.

Paragraphs

• One topic per paragraph.
• 2-3 sentences max per paragraph.
• If a paragraph needs more than 3 sentences, break it into two or use a list.

Explaining Technical Concepts

• Start with what it does, not how it works.
• Use a concrete example before the abstract explanation.
• Compare to something familiar when possible.
• Structure as: What (1 sentence) > Why it matters (1 sentence) > How (details).

Tables

• Use tables when comparing 2+ things across the same dimensions.
• Use tables for before/after comparisons.
• Keep table cells short. Full sentences don't belong in tables.

What NOT To Do

• Don't start with background or history. Start with the point.
• Don't use "it is important to note that" or similar throat-clearing.
• Don't write long unbroken walls of text.
• Don't use jargon to sound precise when a simple word works.
• Don't pad responses to seem thorough. Shorter is better if it covers the same ground.

Sources

These rules are distilled from:

• Federal Plain Language Guidelines
• NN/g Inverted Pyramid Writing
• National Archives Plain Language Principles
• Hemingway's writing principles (one idea per sentence, simple words, active voice)