Writing using plain English
Writing for a global audience can be daunting, but by using plain English, you can make sure nothing gets lost in translation. The growth we’re experiencing means we need to be able to communicate with people from all over the world, so it’s a big focus for us.
So what exactly is plain English? The Plain English Campaign defines it as ‘Writing that the intended audience can understand and act on the first time they read it.’
Plain English also means cutting out jargon and avoiding slang and unfamiliar phrases or words. Clarity is key. What is understood in New Zealand is not necessarily understood in the United States. For example, in New Zealand we use the term ‘fortnight’ to describe a frequency of every two weeks. But we know that in the United States and Canada this is not a familiar word.
8 ways you can write using plain English principles
- Write for the reader, not the writer.
- Use simple, familiar vocabulary and plain English.
- Use correct grammar, spelling and punctuation.
- Structure content in a logical way. The top of the page is the most important.
- Be concise. Studies show less is more when it comes to words on a website.
- Use positive language – it’s shorter and clearer.
- Get personal. Use a conversational tone and the word ‘you’.
- Use easy-to-read design. If it looks good, people are more likely to read it.
How we keep you in mind when we write
Let’s look at how we apply plain English principles to help.xero.com.
The phrase ‘Content is King’ is one that Xero’s technical writers understand well. If you’ve ever visited help.xero.com, you’ll know there’s a wealth of content about all things ‘online accounting’. Xero’s Help Centre is heavily read by our customers, with an average of 6,000 hits a day. Have a look.
Check out the Xero Help Centre.
Behind the scenes of all this helpful content, we have a team of five technical writers. They create and maintain everything you see on help.xero.com, including the help tips in Xero.
When our technical writers begin a new piece of content, it starts with you. We put ourselves in your shoes. We test a new feature and keep testing until every base is covered. We distill a complex new feature into bite-size chunks so it’s easy for you to know what to do and how to do it. Descriptive subheadings are great ways to break up a wall of words so you can scan the page.
Your time is valuable and our technical writing team recognise that. Content you can understand the first time is written well. But it takes time to create something simple. As Nathaniel Hawthorne once famously said, “Easy reading is damn hard writing.” We couldn’t agree more.
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