Page:NARA Style Guide.pdf/4

 ;Contents

1. Writing in Plain Language 1.1 Think about your audience 1.2 Organize your material
 * 1.2.1 Use headings and subheadings
 * 1.2.2 Limit heading levels to three or fewer
 * 1.2.3 Write short sections

1.3 Verbs
 * 1.3.1 Use the active voice (unless passive makes more sense)
 * 1.3.2 Use the simplest form of the verb
 * 1.3.3 Don't hide the verb
 * 1.3.4 Don't use "shall"
 * 1.3.5 Avoid the false subjects It is and There are
 * 1.3.6 Use contractions when appropriate

1.4 Nouns and pronouns
 * 1.4.1 Use everyday words
 * 1.4.2 Avoid "noun strings"
 * 1.4.3 Use pronouns

1.5 Omit unnecessary words
 * 1.5.1 Write with a word, not a phrase
 * 1.5.2 Avoid redundancy
 * 1.5.3 Avoid intruding words
 * 1.5.4 Don't "double" terms
 * 1.5.5 Beware basis, manner, fashion, and way

1.6 Sentences
 * 1.6.1 Write short sentences
 * 1.6.2 Place words carefully
 * 1.6.3 Use idioms
 * 1.6.4 Minimize the use of "not"

2. Formatting for Readability 2.1 Understand that isolation is emphasis 2.2 Don't hesitate to use headings in any document 2.3 Isolate lead sentences 2.4 Feel free to write one-sentence paragraphs 2.5 Use standard typefaces for the text 2.6 Leave the right margin ragged 2.7 Leave plenty of white space 2.8 Use discretion with graphics 2.9 Use tables to present comparisons 2.10 Use vertical lists 2.11 Use footnotes and endnotes for explanatory or peripheral information Rh