Why clear and concise writing matters
Improves comprehension
Clear and straightforward language makes your content easier to understand. It particularly benefits:
- People with dyslexia
- People with ADHD
- People reading in a second language
- People with limited literacy skills
It reduces cognitive load, making it easier for readers to process and retain information.
Supports assistive technologies
Screen readers handle straightforward, well-organized content better. Clarity reduces misinterpretation and ensures key information is communicated.
Best practices for writing clearly and concisely
Choose your words carefully
Try these tips to create content engaging and accessible content:
- Use plain language: Choose simple words and sentences to convey your message without extra complexity.
- Avoid jargon and technical terms: Skip industry terms unless you’re speaking to specialists. If you must use jargon, offer a quick definition (See WCAG 3.1.3: Unusual words).
- Choose familiar words: Use words your readers know. Say “start” instead of “commence” and “buy” instead of “purchase.”
- Be direct: Get to the point. Every word should serve a purpose.
- Keep sentences and paragraphs short: Short sentences and paragraphs are easier to read. Aim for sentences under 20 words.
Organize content logically
A clear structure helps readers find what they need.
- Use headings and subheadings. These improve navigation, especially for screen reader users (See 1.3.1 Info and Relationships).
- Prioritize information. Lead with the most important information, then add details.
- Use lists and bullet points. Lists are easier to scan and understand than dense text.
Be mindful of reading level
Content should be readable by a wide audience, including those with limited literacy skills
- Aim for a reading level around grades 6 to 8
- Tools like the Flesch-Kincaid test or the Hemingway App can help measure readability (See WCAG 3.1.5: Reading Level).
Simplify complex ideas
Break down complex ideas. Use examples or analogies to make them easier to grasp.
Use active voice
Active voice is clear and direct. It shows who’s performing the action.
- Active: “The team completed the project.”
- Passive: “The project was completed by the team.”
Choose active voice whenever possible.
Be consistent
Consistency improves clarity.
- Use consistent terminology: Stick with the same terms. If you use “customers,” don’t switch to “clients” or “users.”
- Follow style guides: Style guides help with consistent grammar, punctuation, and formatting.
Test your content for accessibility
Clear, concise writing only works if it reads well in practice. Test your writing in the following ways:
- Readability testing: Tools like Hemingway assess readability and suggest edits.
- Screen reader testing: Test your content using a screen reader to ensure that it is read aloud clearly and logically.
- User feedback: Ask people with disabilities to review your content. Their feedback helps reveal accessibility gaps.
Examples of clear and concise writing
- Before: “Due to the fact that the company is experiencing an increased volume of sales, it has become necessary to expand our workforce in order to meet the demands of our customers.”
- After: “Because of increased sales, we need more staff to meet demand.”
- Before: “It is important that all employees adhere to the company’s new policy regarding the use of personal devices during work hours.”
- After: “All employees must follow the new personal device policy.”