Effective Language

The key to writing and communicating effectively is to keep the language as simple as possible.

There are a few techniques that can be employed to aid effective writing:

  • Write in plain English.
  • Use active sentence construction instead of passive sentence construction.
  • Where possible, keep sentences simple and present only one idea per sentence/clause.
  • Keep language and register consistent throughout the document.
  • Identify your audience and consider their needs when writing.

  • Plain English

    Applying plain English means avoiding jargon and legalese, using one word instead of two or more (where possible), and replacing a complicated or lengthier word with an everyday word.

    Using active sentence construction rather than passive sentence construction can also contribute to plain English and clear language.

    For example:

    Use one word instead of three.

     Students will need to submit an application as well as attend an interview.

     Students will need to submit an application and attend an interview.

    Replace a longer word with a simpler, shorter word where the same meaning exists.

     The teacher utilised the iPad to demonstrate the new technology.

     The teacher used the iPad to demonstrate the new technology.

  • Sentences

    Short sentences aid clear and effective writing. It is easier to process and absorb information presented in a short sentence. Long sentences can become confusing.

    Tips for writing clearly include:

    • Be concise and avoid unnecessary words and phrases.
    • Express one idea per sentence.
    • Know what you are trying to say/have a clear goal in mind.
    • Prioritise the importance of the information.
    • Ensure that in each sentence the verb agrees with its subject in terms of singular or plural.
    • Always review what you have written, or have another person review the content.
    • Edit, edit, edit!

  • Active and passive sentence construction

    Writers may choose to use active or passive sentence construction. Active sentences usually use stronger, more definite verbs whereas passive sentences use the part of the verb ‘to be’ and a past participle. Generally, active sentences are shorter and easier to read than passively constructed sentences.

    Passive sentence construction is typically used for report-style writing where personal pronouns are not used and the subject of a sentence or clause can be omitted from the text. Passive sentence construction can sometimes cause ambiguity or hide responsibility for an action and therefore at times can be a less transparent way of writing. However, there are contexts where this style of writing is entirely appropriate and expected. For more information refer to the section on register and tone.

    Examples of active and passive construction

    An active sentence is where the subject is undertaking the action.

    For example:

    'The employee signed the contract.'

    Passive sentence construction reverses the order so that the object comes before the verb, or is omitted altogether.

    For example:

    'The contract was signed by the employee.'

    'The contract was signed.'

    The passive construction uses the word ‘was’ and so introduces an additional word to the sentence making it longer. In more complicated prose, passive sentence construction can contribute to clumsy and confusing sentences and blocks of text.

    In most instances, it is recommended that writers use active sentence construction. However, the communication’s purpose and intended audience will be guiding factors as to the appropriate sentence construction.

  • Agreement
    "Within any clause, the verb must match (or agree with) its subject in terms of singular or plural…"Style manual for authors, editors and printers, sixth edition.


    Singular

    For example:

    'The assignment is due tomorrow.'
     

    Plural

    For example:

    'The assignments are due tomorrow.'
     

    Collective nouns

     The team are playing the final match in Melbourne.

     The team is playing the final match in Melbourne.
     

    Singular or plural agreement for organisational names

    It is recommended for consistency that singular agreement is applied when talking about the University and other organisations. Treat them as single entities.

     The government is…, SAHMRI has…, Santos has decided…

     The University is a member of the Group of Eight (Go8).

     The University of Adelaide is a world-class tertiary education and research institution.

     The Marketing and Communications branch is pleased to present this style guide.

     The Marketing and Communications branch are pleased to present this style guide.

     Woolworths has a chain of supermarkets around Australia.

     Woolworths have a chain of supermarkets around Australia.

    The limited exception to this recommendation would be for websites and social media where the prospective audience (mainly undergraduate aged) may expect a more casual register.

    For example:

    'We're consistently ranked in the top 1% of universities worldwide.'

    For more information refer to the section on register and tone.