Your ability to choose the right words may make all the difference in a communication’s effectiveness. When you focus on plain language, you help your readers understand your message quickly and accurately. To choose the right words, focus on five areas:
- Jargon
- Hidden verbs
- Abbreviations
- Consistency
- Word placement
Jargon
What It Is
Jargon refers to specialized words or phrases that are familiar to experts but may confuse or alienate a general audience. Using too much jargon makes your text feel inaccessible.
How to Fix It
- Identify uncommon or technical terms.
- Replace them with plain, everyday words whenever possible.
- If you must use a specialized term, explain it clearly.
| Jargon | Plain Language |
|---|---|
| Synergy | Working together |
| Paradigm shift | Major change |
| Leverage (as a verb) | Use or take advantage of |
| Bandwidth | Time, capacity, or resources |
| Touch base | Get in contact |
| Deep dive | Detailed look |
| Core competency | Main strength |
| Incentivize | Motivate or encourage |
| Optics | Public perception |
| Drill down | Examine in detail |
| Action items | Tasks or next steps |
| Streamline | Simplify |
| Value-added | Extra benefit |
| Low-hanging fruit | Easiest opportunity |
| Out of scope | Not included / beyond this topic |
Hidden Verbs
What It Is
A “hidden verb” occurs when a verb is turned into a noun by adding endings like “-tion” or “-ment.” This often makes sentences longer and less direct.
How to Fix It
- Identify phrases where a simple verb is masked (e.g., “make a recommendation” → “recommend”).
- Rework the sentence to use the verb form directly.
| Hidden Verb Phrase | Direct Verb |
|---|---|
| Make a decision | Decide |
| Conduct an investigation | Investigate |
| Perform an analysis | Analyze |
| Give consideration to | Consider |
| Provide authorization | Authorize |
| Reach an agreement | Agree |
| Engage in collaboration | Collaborate |
| Offer assistance | Help |
| Initiate an update | Update |
| Provide an explanation | Explain |
| Undertake a review | Review |
| Facilitate a discussion | Discuss |
| Submit an application | Apply |
| Make an assessment | Assess |
| Undertake the implementation | Implement |
Abbreviations
What It Is
Abbreviations (including acronyms) shorten words or phrases but can confuse readers who aren’t familiar with them.
How to Fix It
- Spell out the full term the first time you use it, followed by the abbreviation in parentheses.
- Use the abbreviation consistently afterward.
- When possible, consider whether you need the abbreviation at all—sometimes just using the full term is clearer.
| Abbreviation | Full Form / Plain Language |
|---|---|
| ASAP | As soon as possible |
| TBD | To be determined |
| FAQ | Frequently asked questions |
| ETA | Estimated time of arrival |
| ROI | Return on investment |
| FYI | For your information |
| e.g. | For example (from Latin “exempli gratia”) |
| i.e. | That is (from Latin “id est”) |
| PTO | Paid time off |
| KPI | Key performance indicator |
| COB | Close of business |
| WIP | Work in progress |
| OEM | Original equipment manufacturer |
| HQ | Headquarters |
| FTE | Full-time equivalent |
Always consider whether each abbreviation is necessary or helpful to your reader.
Consistency
What It Is
Consistency means using the same words or terms to describe the same concepts throughout your text. Inconsistency can lead to confusion and reduce credibility.
How to Fix It
- Choose a preferred term (e.g., “web site” vs. “website”) and stick with it.
- Maintain consistency in titles, dates, capitalization, and spellings.
- Create a style guide if you have a large document or multiple authors.
| Inconsistency | Consistent Choice |
|---|---|
| Web site / Website | Website |
| E-mail / Email | |
| Sign-up / Sign up / Signup | Sign up |
| 9 November / Nov. 9 | November 9 |
| WiFi / Wi-Fi / wifi | Wi-Fi |
| 10 A.M. / 10 AM | 10 a.m. (style dependent) |
| User ID / user name | Username |
| Color / Colour | Color (or Colour, choose one) |
| Homepage / Home page | Home page |
| Meter / Metre | Meter (or Metre, choose one) |
| Log-in / Login | Log in |
| Program / Programme | Program (or Programme) |
| Inquiry / Enquiry | Inquiry (or Enquiry) |
| Confirm your password / Re-enter password | Re-enter password |
| BLM (never spelled out) / Bureau of Land Management | Bureau of Land Management (BLM) |
Consistency ensures readers don’t question whether different spellings or phrases refer to different things.
Word Placement
What It Is
Word placement refers to the order and position of words within a sentence. Placing words in the wrong spot can obscure your meaning or confuse readers.
How to Fix It
- Keep subjects and verbs close together.
- Avoid placing important words at the end where they can be overlooked, or in the middle where they might break the flow of the sentence.
- Place descriptive words next to the words they describe.
How It Affects Understandability
- Misplaced or dangling modifiers can completely change—or hide—your meaning.
- Correct placement helps your reader grasp your key point on the first read.
10 Examples for Improved Word Placement
- Unclear: “He only wants to verify the documents once.”
Clear: “He wants to verify the documents only once.” - Unclear: “We almost shipped 2,000 units last month.”
Clear: “We shipped almost 2,000 units last month.” - Unclear: “The manager told everyone in the meeting she would handle the report.”
Clear: “In the meeting, the manager told everyone she would handle the report.” - Unclear: “She saw a cat in the window that was sleeping.”
Clear: “She saw a sleeping cat in the window.” - Unclear: “Employees who submit late forms only receive partial benefits.”
Clear: “Employees who submit late forms receive only partial benefits.” - Unclear: “We nearly increased sales by 20%.”
Clear: “We increased sales by nearly 20%.” - Unclear: “He said during the conference call the data was inaccurate.”
Clear: “During the conference call, he said the data was inaccurate.” - Unclear: “All students can’t attend the field trip.”
Clear: “Not all students can attend the field trip.”
(Or: “All students are unable to attend the field trip” if that’s the meaning.) - Unclear: “Only Sarah finished the task on time.”
Clear: “Sarah finished the task on time, and no one else did.” - Unclear: “We almost presented the new policy to the board.”
Clear: “We presented the new policy to the board almost completely.”
(Or: “We nearly presented the new policy to the board, but decided to hold off.” Clarify the intention.)
*Content on this page was curated and edited by expert humans with the creative assistance of AI.