This document provides guidance on writing in plain language and proper document formatting. It discusses using shorter words and sentences, everyday language, and placing words carefully for clarity. Abbreviations, acronyms, punctuation and paragraph structure are also outlined. The goal is to make information easy to understand by matching the reading level of the intended audience.

2. Abbreviations
• Common Latin terms: etc. (et cetera — and
so forth), i.e. (id est — that is), e.g. (exempli gratia
— for example), et al. (et alii — and others).
• Titles before names: Mrs., Mr., Ms., Prof.,
Dr.,
• Terms of mathematical units: 15 in., 15 ft,
15 kg, 15 m, 15 lb

4. Acronyms
• There is a difference between and abbreviations. An acronym is
usually formed by taking the first initials of a phrase or compounded-
word and using those initials to form a word that stands for
something.
• Thus NATO, which we pronounce NATOH, is an acronym for North
Atlantic Treaty Organization,
• and LASER (which we pronounce "lazer"), is an acronym for Light
Amplification by Stimulated Emission of Radiation.
• countries — U.S.A., U.K.
• corporations — IBM, CBS, NPR, CNN, ITT
• famous people — LBJ, FDR, JFK, MLK
• very familiar objects — TV, VCR, CD-ROM.
• Tip: Before using any abbreviations in the
text you should defined it at first.

5. Punctuation
How to use Colons
• Punctuations are marks to organize
writing such as:
• 1. The colon [:] is used to introduce a
strong pause within a sentence.
• 2. The colon may be used to introduce
a list:
• The car has a number of optional
extras: sun roof, tinted windows, rear
seat belts, and electrically operated
wing mirrors.

6. How to use Colons
• 3. It separates clauses which could be separate
sentences, but which are linked by some relationship in
meaning: My brother likes oranges: my sister hates
them.
• 4. The colon is also used before a long quotation or a
speech: Speaking at Caesar's funeral, Anthony
addresses the crowd: "Friends, Romans, countrymen ..."
• 5. It can also be used before a clause which explains the
previous statement:

7. How to use Commas
• 1. The comma [,] is used to show a slight pause in a
sentence.
• 2. It is the lightest mark of punctuation.
• 3. It is also used to separate and clarify clauses.
• He will never do it, whatever he says.
• She bought some butter, a pint of milk, and some jam.
• Cars should turn left here, whilst vans should turn right.
• 4. The comma is used to separate words, clauses, or
phrases.

8. How to use Commas
• 5. It separates two clauses when the first
is not closely associated with the second:
• She is a famous singer, whilst her
husband remains unknown.
• 6. It is used to clarify the sense of
statements and to prevent ambiguity.

9. How to use Semicolons
• 1. The semicolon [ ; ] marks a long pause in a
sentence.
• 2. It is half way between a comma and a colon.
• 3. Semicolons are used between clauses which
could stand alone, but which are closely related.
• He ran with his shirt over his head; he had
forgotten his umbrella once again.
• She couldn't dance in her favourite ballroom; it
was being renovated.

10. How to use Semicolons
• 4. For instance, in the following example there could be a
full stop after 'England', but the semicolon is a more subtle
pause: Rutland was formerly the smallest county in
England; no other area in the land was famous for so little.
• 5. Semicolons are also used to punctuate mixed lists in
continuous prose writing: Four objects lay on the desk: a
large book; a spiral-bound notepad; a glass vase containing
flowers; and a silver propelling pencil.
• 6. A semicolon is used when a second clause expands or
explains the first: Neither of us spoke; we merely waited
patiently in silence to see what would happen.

11. How to use Full Stops
• 1. The full stop [.] (sometimes called the period) is a
punctuation mark indicating a strong pause.
• 2. It is used most commonly at the end of a complete
sentence - like this one.
• This is a short sentence. This is another.
• It happened suddenly in 1996.
• There are two reasons for this (in my opinion).
• 3. The only common exception to this rule occurs when
the sentence is a question or an exclamation.
• Is this question really necessary?
• What a mess!
• Notice that both of these punctuation marks include a
full stop.

12. How to use Full Stops
• 4. The stop is also used following abbreviations:
• ibid. No. 1 ff. e.g.
• 5. The stop is not necessary following common
titles which are shortened forms of a word
(technically, contractions):
• Dr Mr St Mme
• 6. Full stops are not necessary after the initial
capital letters commonly used as abbreviations
for the titles of organisations and countries:
• NATO BBC UNESCO USA

13. Tip
– When typing always don’t live space after
any punctuation, but leave 1 space after a
this, and

14. WHAT IS A PARAGRAPH?
• A paragraph usually contains a general idea in one
sentence, and 4 - 5 supporting sentences which expand
this idea by giving explanation, details and/or examples
to support the main idea.
• Length can vary. On the page, the paragraph is a solid
block of writing (like this!)
• To start a new paragraph, you should leave a whole line
and start at the beginning of the line after. You can indent
- if handwriting (start about 2 cm from the left), but this is
not necessary if you have left a line.

15. WHY USE PARAGRAPHS?
• Paragraphs are used to separate main
ideas.
• A new paragraph signals to the reader that
a new idea is about to be discussed.
• The break between paragraphs gives the
reader time to take in each idea.

16. HOW IS A PARAGRAPH
STRUCTURED?
• There is no one correct structure. However, a useful
structure is:
• 1. Topic Sentence This is the first sentence and it
expresses the main idea.
• 2. Supporting Sentences details that expand your main
idea.
• 3. Concluding Sentence a rounding off, possibly by
summarizing what has been said or drawing a logical
conclusion from it.(Note that in a piece of writing which is
longer than one paragraph you should leave your
conclusion to the very end!)

19. Writing Good Paragraphs
• Organize the paragraph around a unifying idea
• Use words, grammar, and punctuation to create
coherence.
• Paragraph should follow a progression ‫تقدم‬of
thoughts.
• Conclude the paragraph with a summary
sentence

20. How to write Paragraphs
• 1. The purpose (and definition) of a paragraph is that it deals with
just one topic or major point of argument in an extended piece of
writing.
• 2. That topic or subject should normally be announced in the
opening sentence, which is for that reason sometimes called a 'topic
sentence'.
• 3. The sentences which immediately follow the topic sentence
should expand and develop the statement, explaining and relating
its relevance to the subject under discussion.
• 4. This opening statement and amplification should then be followed
by evidence to support the argument being made.

21. Writing Style
• All reports should be written in the third person
i.e., as an objective observer! Avoid using terms
such as ``I did this experiment and ..".
• Instead substitute terms, such as
• ``The experiment was performed ...''.
• Note that the best written description is not
necessarily the same as the best verbal
description.

22. READER’S RED FLAGS
• TOO MANY PAGES
• TOO MANY WORDS ON A PAGE
• IMPROPER FORMAT
• FAT PARAGRAPHS
• LONG SPEECHES
• TOO MANY CHARACTERS EARLY ON
• MISSPELLED WORDS
• POOR GRAMMAR & PUNCTUATION

23. Writing in Plain
Language

24. What is plain language?
Plain language is language that is
easy to understand.
It is not only clear, direct, and well
written. It also matches the reading
level of the audience.

25. Plain-Language Samples
Before:
A thorough inspection of your forest home or summer
cottage and the surrounding property for obvious fire
hazards is the first step in fire protection.
After:
You can protect your forest home or summer cottage by
first inspecting your land and building for fire hazards.
Before:
Prior to completing the application, the applicants should
determine if the proposed corporate name is available.
After:
Before you complete the application, find out if another
company is using the name you have chosen.

26. Words
Shorter is Better
• Use shorter, fewer words
• Use short sentences
– Only one subject in each sentence
– Aim for no more than 20-25 words
• Use short paragraphs
– Only one subject or step
– Aim for no more than 7 lines (40-70 words)

27. Use Short, Everyday Words
Instead of:
• At this point in time
• Demonstrate
• Previously
• In the event that
• Terminate
• Facilitate
• In close proximity
• Magnitude
• Provided that
Use:
• Now
• Show
• Before
• If
• End
• Help
• Near
• Size
• If, only if

28. Avoid Over-Used Phrases
and Expressions
Instead of:
• in order to
• in the event that
• due to the fact that
• most of the time
• despite the fact that
• at the time
• at the present time
• until such time as
• subsequent to
Use:
• to
• if
• because
• usually
• although
• when
• now
• until
• after

29. Don’t Use “Shall”
• Use “must” to convey requirements
– “Shall” is ambiguous and not used in everyday
speech
• Use “may” for a discretionary action
– “Consider…”
– “We recommend that you…”
• Use “should” for a recommendation

30. Make Your Text Timeless
Don’t say
• “Today EPA issued a report”
• “EPA will publish the final rule next month”
Use hard dates:
• “Spring 2007”
• EPA issued the rule in February 2006”

31. Place Words Carefully
• Watch for possible double meanings
Example: No Smoking Section Available
• Put conditionals such as “only” or “always”
next to the words they modify.
Example:
Only I love you.
I only love you.
I love only you.

32. Avoid Confusing Words
• Words that are both nouns and verbs, or adjectives and
verbs– for example:
– The program is based on the multi-barrier concept, that is, the
research results in selecting the best available water source and
protecting it from contamination, using water treatment to control
contaminants, and preventing water quality deterioration in
distribution systems.
– Do not blow brake or clutch dust!
• Different terms that refer to the same thing – for example:
car, automobile, vehicle

33. Terms And Phrases To Avoid
• ``perfect''
• Nothing is.
• ``an ideal solution''
• You're judging again.
• ``today'', ``modern times''
• Today is tomorrow's yesterday.
• ``soon''
• How soon? Later tonight? Next decade?
• ``we were surprised to learn...''
• Even if you were, so what?
• ``seems'', ``seemingly'',
• It doesn't matter how something appears;

34. Terms And Phrases To Avoid
• ``would seem to show''
• all that matters are the facts.
•
• ``in terms of''
• usually vague
• ``based on'', ``X-based'', ``as the basis of''
• careful; can be vague
• ``different''
• Does not mean ``various''; different than what?
• ``in light of''
• colloquial
• ``lots of''
• vague & colloquial
• ``kind of''
• vague & colloquial

35. Terms And Phrases To Avoid
• ``type of''
• vague & colloquial
• ``something like''
• vague & colloquial
• ``just about''
• vague & colloquial
• ``number of''
• vague; do you mean ``some'', ``many'', or ``most''? A quantities statement is
preferable.
• ``due to''
• colloquial
• ``probably''
• only if you know the statistical probability (if you do, state it quantatively
• ``obviously, clearly''
• be careful: obvious/clear to everyone?

36. Terms And Phrases To Avoid
• ``simple''
• Can have a negative connotation, as in ``simpleton''
• ``along with''
• Just use ``with''
• ``actually, really''
• define terms precisely to eliminate the need to clarify
• ``the fact that''
• makes it a meta-sentence; rephrase
• ``this'', ``that''

37. Terms And Phrases To Avoid
• ``You will read about...''
• The second person has no place in a formal dissertation.
• ``I will describe...''
• The first person has no place in a formal dissertation. If self-
reference is essential, phrase it as ``Section 10 describes...'‘
•
• ``we'' as in ``we see that''
• A trap to avoid. Reason: almost any sentence can be written to
begin with ``we'' because ``we'' can refer to: the reader and author,
the author and advisor, the author and research team, experimental
computer scientists, the entire computer science community, the
science community, or some other unspecified group.

38. Terms And Phrases To Avoid
• ``Hopefully, the program...''
• Computer programs don't hope, not unless they implement AI
systems. By the way, if you are writing an AI thesis, talk to someone
else: AI people have their own system of rules.
• ``...a famous researcher...''
• It doesn't matter who said it or who did it. In fact, such statements
prejudice the reader.
• Be Careful When Using ``few, most, all, any, every''.
• A dissertation is precise. If a sentence says ``Most computer
systems contain X'', you must be able to defend it. Are you sure you
really know the facts? How many computers were built and sold
yesterday?
•

39. Terms And Phrases To Avoid
• ``must'', ``always''
• Absolutely?
• ``should''
• Who says so?
• ``proof'', ``prove''
• Would a mathematician agree that it's a proof?
• ``show''
• Used in the sense of ``prove''. To ``show'' something, you need to provide a
formal proof.
• ``can/may''
• Your mother probably told you the difference.