City of Boston writing guide
We have tips for what to do — and what not to do — when writing content for the City of Boston.
What to do
Have an idea of who you want to provide the information to before you start. What you're writing should be like a conversation with a friend.
Remember to use the active voiceFor example, instead of writing, “The bill should be paid by the property owner,” we would write, “The property owner pays the bill.” It’s much more simple and direct.
An easy way to tell if you are using the active or passive voice is to add “by zombies” after the verb in the sentence. If the sentence still makes sense after adding “by zombies,” it’s in the passive voice. If not, it’s in the active voice. For example:
- Passive: The town was attacked (by zombies). Still makes sense.
- Active: Zombies attacked (by zombies) the town. Doesn’t make sense.
There are trickier versions of the passive voice, but this is an easy tip to keep in mind.
If a headline is longer than 11 words, it’s probably too long. Use full names and titles in headlines. Paragraphs should be two to three sentences at most. Aim for a sentence length of 15 to 20 words. For example:
- “Perhaps more important than fire fighting itself in many modern industrial countries is fire prevention,” could just be: “Fire prevention is important.”
Brevity can also increase readability and make the site more friendly for people using smartphones.
Write for smaller screensThe more text, the more scrolling someone does on their smartphone or tablet.
Do you find yourself with a big paragraph? By breaking down your points into a bulleted list instead of a huge block of text, you’ll increase readability and comprehension. For example:
“The Fire Prevention Division, in the Boston Fire Department, directs fire prevention activities. It handles the more technical fire prevention problems, maintains appropriate records, grants permits, investigates the causes of fires, and conducts public education programs,” could just be:
“The Fire Prevention Division:
- handles more technical fire prevention problems
- maintains appropriate records
- grants permits
- investigates the cause of fires, and
- conducts public education programs.”
Just remember, you don’t have to bullet everything on a page. Only use bulleted lists when they make sense.
Don’t be afraid to say "we" instead of “The City.” Instead of "residents" or “applicants,” consider saying "you."
Can we use a photo with the content?Photos add depth to what you are talking about, and may provide greater context for users struggling with reading comprehension.
Break up content into blocks or chunksThis allows readers to digest the content more easily. Ideally, you should separate these blocks of text with headlines and bullet lists of information.
Write as you talkThis is a common rule in writing. The content that you create should be like a conversation between two people. Stuffy language can get in the way.
One of the easiest ways to write as you talk is with contractions. People talk in contractions — like can’t and don’t — and using them helps people relate to what you’re writing. The important thing to remember, though, is not to overuse them. Only use them when they sound natural.
What to avoid
We should be writing to the person with the least amount of knowledge on the topic. See a list of plain English words to use instead.
Run-on sentences and multiple commas in a sentenceUse periods where you can to help a reader digest the content.
Words like “may” and “shall”When something needs to be done to complete a task, make sure a resident knows by using strong words like “must.”
AcronymsA human-centered website doesn’t require a government reference guide. Explain what it is you're talking about in detail.
While symbols — like “&” and “@” — can shorten your text, please just spell out what you’re writing. Symbols like these will only confuse your readers, especially those who may be learning English as a second language.
RepetitionIf the full title of person or place has been used already as a first reference on the page, we don’t have to repeat that full title. “Mayor Michelle Wu” would simply become “the Mayor” down the page.
Associated Press style
While there are some exceptions, we are using Associated Press, or “AP,” rules to guide our writing on the new site. A general Google search that includes “AP style” in the question will usually give you the right answer. Here are some common tips pulled directly from the AP stylebook:
Use the abbreviations Ave., Blvd., and St. only with a numbered address: 1600 Pennsylvania Ave. Spell them out and capitalize when part of a formal street name without a number: Pennsylvania Avenue. Lowercase and spell out when used alone or with more than one street name: Massachusetts and Pennsylvania avenues.
All similar words (alley, drive, road, terrace, etc.) always are spelled out. Capitalize them when part of a formal name without a number; lowercase when used alone or with two or more names.
Always use figures for an address number: 9 Morningside Circle. Spell out and capitalize First through Ninth when used as street names; use figures for 10th and above: 7 Fifth Ave., 100 21st St.
Always use Arabic figures for dates, without st, nd, rd, or th. For example:
- We were married on July 1, 2013.
- On September 5, we celebrate Labor Day.
For text used as a headline, only capitalize the first word and proper nouns. Use single quotes for quotation marks. For example:
- Neighborhood Development joins federal housing program
- Mayor names new director for Animal Control
- ‘Prepare for the storm,’ Mayor says
In general, spell out one through nine: The Red Sox finished first. He had nine months to go.
Use figures for 10 and above, and whenever preceding a unit of measure or referring to ages of people, animals, events, or things. For percentages, use numerals with “percent,” not “%”. For example:
- We picked more than 20 apples at the orchard.
- The City Council is revising the 8-year-old laws.
- We want you to spend 50 percent of your time on reading.
Use figures except for noon and midnight. Use a colon to separate hours from minutes. You don’t need the “:00” when referring to an hour of the day. For example:
- The meeting took place at 11 a.m., but we plan to meet again at 3:30 p.m.
When referring to a time span, please use a hyphen instead of the words “to” or “through.” For example:
- A typical work day for most people takes place from 9 a.m. - 5 p.m.
If you are writing about a time span in the afternoon, evening, or in the morning, you don’t need to write out the first a.m. or p.m. For example:
- We plan to discuss the proposal from 9-11 a.m. We should also set some time aside from 3-5 p.m.
Capitalize formal titles when they are used before one or more names: Pope Francis, President Barack Obama, Vice Presidents John Jones and William Smith.
Lowercase and spell out titles when they are not used with an individual’s name: The president issued a statement. The pope gave his blessing.
Lowercase and spell out titles in constructions that set them off from a name by commas. For example:
- The vice president, Joe Biden, was re-elected in 2012.
- Pope Francis, the current pope, was born in Argentina.
There are certain exceptions to this rule for the City of Boston, which you can find below.
Use figures, without commas, for years: 1975. Use an s without an apostrophe to indicate spaces of decades or centuries: the 1890s, the 1800s.
Some examples:
- January 1972 was a cold month. January 2 was the coldest day of the month.
- His birthday is May 8. February 14, 1987, was the target date.
- She testified that it was Friday, December 3, when the accident occurred.
Special writing rules
Always capitalize “Mayor” when referring to the Mayor of Boston. This is true whether or not you use the Mayor’s name. For example:
- Mayor Michelle Wu is coming to the meeting today.
- Michelle Wu, the Mayor of Boston, is coming to the meeting today.
- The Mayor is coming to the meeting today.
If you are talking about “mayors” in general, you do not need to capitalize the word. For example:
- Mayor Michelle Wu will be among the mayors who will visit the White House this week.
- Climate change is a big concern for mayors in many major cities along the coast.
Always capitalize “City Council” when referring to the Boston City Council. This is true whether or not you use “Boston” before “City Council.” For example:
- The Boston City Council will make a decision on the ordinance today.
- The City Council will make a decision on the ordinance today.
If you are talking about “city councils” in general, you do not need to capitalize the words. For example:
- In many major cities, city councils help enact laws.
Always capitalize “City” when referring to the City of Boston. For example:
- The City is ready for First Night.
- This time of year, students from around the world come to the City to attend college.
If you are talking about “cities” in general, you do not need to capitalize the word. For example:
- Boston is one of the major cities on the East Coast.
- Climate change is a big concern for cities across the United States.
Always use the “oxford” comma. If you use a serial list in your writing, please remember to include a comma before “and” at the end of the sentence. For example:
- Boston’s professional sports teams include the Patriots, Red Sox, Bruins, and Celtics.
Always use the click-to-call friendly format for phone numbers. Remember to use dashes so that the numbers are recognized on mobile devices. For example:
- Please use 617-353-4500, instead of (617) 653-4500, or 617.635.4500.
Plain English word list
Word listHere are some suggestions for plain language words to use instead of complicated jargon or legalese. We put together this list from a couple of different sources.
Looking for a better option for a complicated word? Click on a drawer below, hit (ctrl + f) on your keyboard, and type your word in. We might have an answer.
/*-->*/
INSTEAD OF: | CONSIDER USING: |
---|---|
INSTEAD OF: | (an) absence of |
CONSIDER USING: | no, none |
INSTEAD OF: | abundance |
CONSIDER USING: | enough, plenty, a lot (or say how many) |
INSTEAD OF: | accede |
CONSIDER USING: | agree, grant, allow |
INSTEAD OF: | accelerate |
CONSIDER USING: | speed up |
INSTEAD OF: | accentuate |
CONSIDER USING: | strengthen, emphasize |
INSTEAD OF: | access [verb] |
CONSIDER USING: | enter, use, gain, entry |
INSTEAD OF: | accommodation |
CONSIDER USING: | where you live, home |
INSTEAD OF: | accompanying |
CONSIDER USING: | with |
INSTEAD OF: | accomplish |
CONSIDER USING: | do, finish |
INSTEAD OF: | accordingly |
CONSIDER USING: | so |
INSTEAD OF: | according to our records |
CONSIDER USING: | our records show |
INSTEAD OF: | accountability |
CONSIDER USING: | responsibility for |
INSTEAD OF: | accustomed to |
CONSIDER USING: | used to |
INSTEAD OF: | acknowledge |
CONSIDER USING: | thank you for |
INSTEAD OF: | acquaint yourself |
CONSIDER USING: | find out, read |
INSTEAD OF: | acquiesce |
CONSIDER USING: | agree |
INSTEAD OF: | acquire |
CONSIDER USING: | buy, get |
INSTEAD OF: | additional |
CONSIDER USING: | more, extra |
INSTEAD OF: | address [sense 'consider'] |
CONSIDER USING: | tackle, deal with, consider |
INSTEAD OF: | adjacent |
CONSIDER USING: | next to |
INSTEAD OF: | adjustment |
CONSIDER USING: | change, alteration |
INSTEAD OF: | admissible |
CONSIDER USING: | allowed, acceptable |
INSTEAD OF: | advantageous |
CONSIDER USING: | useful, helpful |
INSTEAD OF: | advices |
CONSIDER USING: | information, instructions |
INSTEAD OF: | advise [ sense 'inform'] |
CONSIDER USING: | inform, tell, let [me] know |
INSTEAD OF: | affix |
CONSIDER USING: | add, write, fasten, stick on, fix to |
INSTEAD OF: | afford an opportunity |
CONSIDER USING: | let, allow |
INSTEAD OF: | afforded |
CONSIDER USING: | given |
INSTEAD OF: | aforementioned, aforesaid |
CONSIDER USING: | [get rid of or be more specific] |
INSTEAD OF: | aforesaid |
CONSIDER USING: | this, earlier in this document |
INSTEAD OF: | aggregate [noun] |
CONSIDER USING: | total |
INSTEAD OF: | aligned |
CONSIDER USING: | lined up, in line |
INSTEAD OF: | alleviate |
CONSIDER USING: | ease, reduce, lessen |
INSTEAD OF: | allocate |
CONSIDER USING: | give |
INSTEAD OF: | along the lines of |
CONSIDER USING: | like, as in |
INSTEAD OF: | alternative |
CONSIDER USING: | choice, other |
INSTEAD OF: | alternatively |
CONSIDER USING: | or, on the other hand |
INSTEAD OF: | ambit |
CONSIDER USING: | scope |
INSTEAD OF: | ambiguous |
CONSIDER USING: | more than one meaning |
INSTEAD OF: | ameliorate |
CONSIDER USING: | improve, help |
INSTEAD OF: | amendment |
CONSIDER USING: | change |
INSTEAD OF: | annuity |
CONSIDER USING: | pension, lifetime income |
INSTEAD OF: | annul |
CONSIDER USING: | cancel |
INSTEAD OF: | anticipate |
CONSIDER USING: | expect |
INSTEAD OF: | apparent |
CONSIDER USING: | clear, obvious |
INSTEAD OF: | applicant |
CONSIDER USING: | [use 'you' where possible] |
INSTEAD OF: | application [noun] |
CONSIDER USING: | use |
INSTEAD OF: | apportion |
CONSIDER USING: | split |
INSTEAD OF: | appreciable |
CONSIDER USING: | large, great |
INSTEAD OF: | apprise |
CONSIDER USING: | inform, tell, let [me] know |
INSTEAD OF: | appropriate (adjective) |
CONSIDER USING: | suitable, right, proper |
INSTEAD OF: | appropriate to |
CONSIDER USING: | suitable for |
INSTEAD OF: | approximately |
CONSIDER USING: | about, roughly |
INSTEAD OF: | as a consequence of |
CONSIDER USING: | because |
INSTEAD OF: | as of the date of |
CONSIDER USING: | from |
INSTEAD OF: | as regards |
CONSIDER USING: | about, on the subject of |
INSTEAD OF: | ascertain |
CONSIDER USING: | find out |
INSTEAD OF: | assemble |
CONSIDER USING: | build, gather, put together |
INSTEAD OF: | assist, assistance |
CONSIDER USING: | help |
INSTEAD OF: | at an early date |
CONSIDER USING: | soon (or say when) |
INSTEAD OF: | at its discretion |
CONSIDER USING: | can, may (or edit out) |
INSTEAD OF: | at the moment |
CONSIDER USING: | now (or edit out) |
INSTEAD OF: | at the present time |
CONSIDER USING: | now (or edit out) |
INSTEAD OF: | attain |
CONSIDER USING: | reach |
INSTEAD OF: | attend |
CONSIDER USING: | come to, go to, be at |
INSTEAD OF: | attributable to |
CONSIDER USING: | die to, because of |
INSTEAD OF: | attribute [verb] |
CONSIDER USING: | earmark |
INSTEAD OF: | authorize |
CONSIDER USING: | allow, let |
INSTEAD OF: | authority |
CONSIDER USING: | right, power, may (as in "have the authority to") |
INSTEAD OF: | axiomatic |
CONSIDER USING: | obvious, goes with saying |
INSTEAD OF: | belated |
CONSIDER USING: | late |
INSTEAD OF: | beneficial |
CONSIDER USING: | helpful, useful |
INSTEAD OF: | bestow |
CONSIDER USING: | give, award |
INSTEAD OF: | branchild |
CONSIDER USING: | idea |
INSTEAD OF: | breach |
CONSIDER USING: | break |
INSTEAD OF: | by means of |
CONSIDER USING: | by |
INSTEAD OF: | burgeon |
CONSIDER USING: | grow, increase |
INSTEAD OF: | calculate |
CONSIDER USING: | work out, decide |
INSTEAD OF: | category |
CONSIDER USING: | group |
INSTEAD OF: | cease |
CONSIDER USING: | stop, end |
INSTEAD OF: | circumvent |
CONSIDER USING: | get around, void, skirt, circle |
INSTEAD OF: | clarification |
CONSIDER USING: | explanation, help |
INSTEAD OF: | cognizant of |
CONSIDER USING: | aware of, know about |
INSTEAD OF: | combine |
CONSIDER USING: | mix |
INSTEAD OF: | combined |
CONSIDER USING: | together |
INSTEAD OF: | cohort |
CONSIDER USING: | group [with shared characteristics] |
INSTEAD OF: | collaborate |
CONSIDER USING: | work together, work with |
INSTEAD OF: | commence |
CONSIDER USING: | start, begin |
INSTEAD OF: | commencement date |
CONSIDER USING: | start date |
INSTEAD OF: | commensurate with |
CONSIDER USING: | consistent with |
INSTEAD OF: | communicate |
CONSIDER USING: | talk, write, telephone (be specific) |
INSTEAD OF: | competent |
CONSIDER USING: | able, can |
INSTEAD OF: | compile |
CONSIDER USING: | male, collect |
INSTEAD OF: | complete |
CONSIDER USING: | fill in, finish |
INSTEAD OF: | comply with |
CONSIDER USING: | keep to, meet |
INSTEAD OF: | component |
CONSIDER USING: | part |
INSTEAD OF: | comprise |
CONSIDER USING: | make up, include |
/*-->*/
Instead of: | Consider using: |
---|---|
Instead of: | compulsory |
Consider using: | required, you must |
Instead of: | conceal |
Consider using: | hide |
Instead of: | concept |
Consider using: | idea |
Instead of: | concerning |
Consider using: | about |
Instead of: | consequently |
Consider using: | so |
Instead of: | considerable |
Consider using: | large |
Instead of: | conclusion |
Consider using: | end |
Instead of: | concur |
Consider using: | agree |
Instead of: | condition |
Consider using: | rule |
Instead of: | consequently |
Consider using: | so |
Instead of: | considerable |
Consider using: | great, important |
Instead of: | constitutes |
Consider using: | makes up, forms, is |
Instead of: | construct [verb] |
Consider using: | build |
Instead of: | construe |
Consider using: | interpret |
Instead of: | consult |
Consider using: | talk to, meet, ask |
Instead of: | consumption |
Consider using: | amount used |
Instead of: | contemplate |
Consider using: | think about |
Instead of: | contrary to |
Consider using: | against, despite |
Instead of: | correct |
Consider using: | put right |
Instead of: | correspond |
Consider using: | write |
Instead of: | corroboration |
Consider using: | evidence, proof, support |
Instead of: | costs the sum of |
Consider using: | costs |
Instead of: | counter |
Consider using: | against |
Instead of: | courteous |
Consider using: | polite |
Instead of: | cumulative |
Consider using: | added up, added together |
Instead of: | currently |
Consider using: | now (or edit out) |
Instead of: | customary |
Consider using: | usual, normal |
Instead of: | deduct |
Consider using: | take away, take off, substract |
Instead of: | deem |
Consider using: | treat as, consider |
Instead of: | defer |
Consider using: | put off, postpone |
Instead of: | deficiency |
Consider using: | lack of |
Instead of: | delete |
Consider using: | cross out |
Instead of: | deliverables |
Consider using: | results, outputs, what we'll provide |
Instead of: | demonstrate |
Consider using: | show, prove |
Instead of: | denote |
Consider using: | show |
Instead of: | depict |
Consider using: | show |
Instead of: | designate |
Consider using: | name, specify |
Instead of: | desire |
Consider using: | wish, want |
Instead of: | desist |
Consider using: | stop |
Instead of: | despatch or dispatch |
Consider using: | send or post |
Instead of: | despite the fact that |
Consider using: | although, despite |
Instead of: | determine |
Consider using: | decide |
Instead of: | determine [legal sense] |
Consider using: | end, terminate |
Instead of: | detrimental |
Consider using: | harmful |
Instead of: | diminish |
Consider using: | lessen, reduce |
Instead of: | disburse |
Consider using: | pay |
Instead of: | discharge [verb] |
Consider using: | pay off, settle |
Instead of: | disclose |
Consider using: | tell, show |
Instead of: | disconnect [verb] |
Consider using: | cut off |
Instead of: | discontinue |
Consider using: | stop, end |
Instead of: | discuss |
Consider using: | talk about |
Instead of: | disseminate |
Consider using: | spread |
Instead of: | documentation |
Consider using: | papers, documents |
Instead of: | domiciled in |
Consider using: | living in |
Instead of: | dominant |
Consider using: | main |
Instead of: | due to the fact that |
Consider using: | as, because |
Instead of: | duration |
Consider using: | time, life |
Instead of: | during which time |
Consider using: | while |
Instead of: | dwelling, domicile |
Consider using: | home, property |
Instead of: | economical |
Consider using: | cheap, good value |
Instead of: | egress |
Consider using: | exit, way out |
Instead of: | elect, election [outside of political context] |
Consider using: | choose, choice |
Instead of: | eligible |
Consider using: | allowed, qualified |
Instead of: | elucidate |
Consider using: | explain, make clear |
Instead of: | emanate from |
Consider using: | come from, stem from |
Instead of: | emphasize |
Consider using: | stress |
Instead of: | empower |
Consider using: | allow, let |
Instead of: | enable |
Consider using: | allow |
Instead of: | enclosed |
Consider using: | inside, with |
Instead of: | encounter |
Consider using: | meet |
Instead of: | endeavor |
Consider using: | try, attempt |
Instead of: | enhance |
Consider using: | improve |
Instead of: | enquire |
Consider using: | ask |
Instead of: | enquiry |
Consider using: | question |
Instead of: | ensure |
Consider using: | make sure |
Instead of: | entitlement |
Consider using: | right |
Instead of: | envisage |
Consider using: | expect, imagine, forecast, think |
Instead of: | equitable |
Consider using: | fair |
Instead of: | equivalent |
Consider using: | equal, the same |
Instead of: | erroneous |
Consider using: | wrong, mistaken |
Instead of: | establish |
Consider using: | set up, create, form |
Instead of: | evaluate |
Consider using: | test, check |
Instead of: | eventuate |
Consider using: | result, occur, happen |
Instead of: | evince |
Consider using: | show, prove |
Instead of: | ex officio |
Consider using: | because of his or her position |
Instead of: | exhaustive |
Consider using: | complete |
Instead of: | exceptionally |
Consider using: | only when, in this case |
Instead of: | excessive |
Consider using: | too many, too much |
Instead of: | exclude |
Consider using: | leave out |
Instead of: | excluding |
Consider using: | apart from, except |
Instead of: | exclusively |
Consider using: | only |
Instead of: | exempt from |
Consider using: | free from |
Instead of: | expedite |
Consider using: | hasten, speed up |
Instead of: | expeditiously |
Consider using: | as soon as possible, quickly |
Instead of: | expenditure |
Consider using: | spending |
Instead of: | expire |
Consider using: | run out |
Instead of: | expiration |
Consider using: | end |
Instead of: | extant |
Consider using: | current, in force |
Instead of: | extremity |
Consider using: | limit |
Instead of: | fabricate |
Consider using: | make, make up |
/*-->*/
Instead of: | Consider using: |
---|---|
Instead of: | facilitate |
Consider using: | help |
Instead of: | factor |
Consider using: | reason |
Instead of: | failure to |
Consider using: | if you do not |
Instead of: | finalize |
Consider using: | end, finish |
Instead of: | following |
Consider using: | after |
Instead of: | for the duration of |
Consider using: | during, while |
Instead of: | for the purpose of |
Consider using: | to |
Instead of: | for the reason that |
Consider using: | because |
Instead of: | formulate |
Consider using: | plan, devise |
Instead of: | forthwith |
Consider using: | now, at once |
Instead of: | forward [verb] |
Consider using: | send, give |
Instead of: | frequently |
Consider using: | often |
Instead of: | fundamental |
Consider using: | basic |
Instead of: | furnish |
Consider using: | give, provide |
Instead of: | further to |
Consider using: | after, following |
Instead of: | furthermore |
Consider using: | also |
Instead of: | generate |
Consider using: | produce, give, make |
Instead of: | give consideration to |
Consider using: | consider, think about |
Instead of: | grant |
Consider using: | give |
Instead of: | henceforth |
Consider using: | from now on, from today |
Instead of: | hereby |
Consider using: | now, by this (or edit out) |
Instead of: | herein |
Consider using: | here (or edit out) |
Instead of: | hereinafter |
Consider using: | after this (or edit out) |
Instead of: | hereof |
Consider using: | of this |
Instead of: | hereto |
Consider using: | to this |
Instead of: | heretofore |
Consider using: | until now |
Instead of: | hereunder |
Consider using: | below |
Instead of: | herewith |
Consider using: | with this |
Instead of: | hitherto |
Consider using: | until now |
Instead of: | hold in abeyance |
Consider using: | wait, postpone |
Instead of: | hope and trust |
Consider using: | hope, trust (but not both) |
Instead of: | hypothecate |
Consider using: | earmark |
Instead of: | if and when |
Consider using: | if, when (but not both) |
Instead of: | if this is not the case |
Consider using: | if so |
Instead of: | illustrate |
Consider using: | show, explain |
Instead of: | immediately |
Consider using: | at once, now |
Instead of: | impart |
Consider using: | give, pass on, tell, inform |
Instead of: | implement [verb] |
Consider using: | carry out, do |
Instead of: | imply |
Consider using: | suggest, hint at |
Instead of: | in a number of cases |
Consider using: | some (or say how many) |
Instead of: | in accordance with |
Consider using: | in line with |
Instead of: | in addition (to) |
Consider using: | and, as well as, also |
Instead of: | in advance |
Consider using: | before |
Instead of: | in case of |
Consider using: | if |
Instead of: | in conjunction with |
Consider using: | with |
Instead of: | in connection with |
Consider using: | for, about |
Instead of: | in consequence |
Consider using: | because, as a result |
Instead of: | in excecss of |
Consider using: | more than |
Instead of: | in lieu of |
Consider using: | instead of |
Instead of: | in order to |
Consider using: | to |
Instead of: | in receipt of |
Consider using: | get, have, receive, receiving |
Instead of: | in relation to |
Consider using: | about |
Instead of: | in regard to |
Consider using: | about, concerning, on |
Instead of: | in respect of |
Consider using: | about, for |
Instead of: | in the absence of |
Consider using: | without |
Instead of: | in the course of |
Consider using: | while, during |
Instead of: | in the event of |
Consider using: | if, when |
Instead of: | in the eventuality of |
Consider using: | if, when |
Instead of: | in the majority of instances |
Consider using: | most, mostly |
Instead of: | in the near future |
Consider using: | soon (or say when) |
Instead of: | in the neighborhood of |
Consider using: | about, around |
Instead of: | in view of the fact that |
Consider using: | as, because |
Instead of: | inappropriate |
Consider using: | wrong, unsuitable |
Instead of: | inception |
Consider using: | start, beginning |
Instead of: | incorporating |
Consider using: | which includes |
Instead of: | incurred |
Consider using: | have to pay, owe |
Instead of: | indicate |
Consider using: | show, suggest |
Instead of: | inform |
Consider using: | tell |
Instead of: | initially |
Consider using: | at first |
Instead of: | initiate |
Consider using: | being, start |
Instead of: | insert |
Consider using: | put in |
Instead of: | instances |
Consider using: | cases |
Instead of: | insofar as |
Consider using: | as far as |
Instead of: | institute [verb] |
Consider using: | being, start |
Instead of: | intend to |
Consider using: | will |
Instead of: | interim [noun] |
Consider using: | meantime, for the time being |
Instead of: | intimate |
Consider using: | say, hint |
Instead of: | irrevocable |
Consider using: | cannot be reversed or change |
Instead of: | irrespective of |
Consider using: | despite, even if |
Instead of: | is in accordance with |
Consider using: | agrees with, follows |
Instead of: | is of the opinion |
Consider using: | thinks |
Instead of: | issue |
Consider using: | give, send |
Instead of: | it is known that |
Consider using: | I/we know that |
Instead of: | jeopardize |
Consider using: | risk, threaten |
Instead of: | juncture |
Consider using: | point, time |
Instead of: | (a) large number of |
Consider using: | many, most (or say how many) |
Instead of: | (to) liaise with |
Consider using: | to meet with, to discuss with, to work with (whichever is more descriptive) |
Instead of: | locality |
Consider using: | place, area |
Instead of: | locate |
Consider using: | find, put |
Instead of: | magnitude |
Consider using: | size |
Instead of: | mandatory |
Consider using: | required by law, (you) must |
Instead of: | manner |
Consider using: | way |
Instead of: | manufacture |
Consider using: | make |
Instead of: | material |
Consider using: | relevant |
Instead of: | materialize |
Consider using: | happen, occur |
Instead of: | marginal |
Consider using: | small, slight |
Instead of: | may in the future |
Consider using: | may, might, could |
Instead of: | merchandise |
Consider using: | goods |
Instead of: | mislay |
Consider using: | lose |
Instead of: | modification |
Consider using: | change |
/*-->*/
Instead of: | Consider using: |
---|---|
Instead of: | monies |
Consider using: | money, amounts of money |
Instead of: | moreover |
Consider using: | and, also, as well |
Instead of: | necessitate |
Consider using: | need, have to, require |
Instead of: | negligible |
Consider using: | very small |
Instead of: | nevertheless |
Consider using: | even so, however, yet |
Instead of: | nonetheless |
Consider using: | even so, however, yet |
Instead of: | notify |
Consider using: | tell, let us/you know |
Instead of: | not less than (ten) |
Consider using: | at least (ten) |
Instead of: | not more than (ten) |
Consider using: | (ten) or less, (ten) or fewer |
Instead of: | notwithstanding |
Consider using: | even if, despite, still, yet, but |
Instead of: | numerous |
Consider using: | many (or say how many) |
Instead of: | objective |
Consider using: | aim, goal |
Instead of: | (it is) obligatory |
Consider using: | (you) must |
Instead of: | obtain |
Consider using: | get, receive |
Instead of: | occasioned by |
Consider using: | caused by, because of |
Instead of: | on behalf of |
Consider using: | for |
Instead of: | on numerous occasion |
Consider using: | often |
Instead of: | on receipt of |
Consider using: | when we/you get |
Instead of: | on request |
Consider using: | if you ask |
Instead of: | on the grounds that |
Consider using: | because |
Instead of: | on the occasion that |
Consider using: | when, if |
Instead of: | onus |
Consider using: | burden, duty |
Instead of: | operate |
Consider using: | work, run |
Instead of: | optimum |
Consider using: | best, ideal |
Instead of: | option |
Consider using: | choice |
Instead of: | ordinarily |
Consider using: | normally, usually |
Instead of: | other than |
Consider using: | except |
Instead of: | otherwise |
Consider using: | or |
Instead of: | outstanding |
Consider using: | unpaid |
Instead of: | owing to |
Consider using: | because of |
Instead of: | particulars |
Consider using: | details, facts |
Instead of: | (a) percentage of |
Consider using: | some (or say what percentage) |
Instead of: | partially |
Consider using: | partly |
Instead of: | participate |
Consider using: | join in, take part |
Instead of: | particulars |
Consider using: | details, facts |
Instead of: | per annum |
Consider using: | a year |
Instead of: | perform |
Consider using: | do |
Instead of: | permissible |
Consider using: | allowed |
Instead of: | permit |
Consider using: | let, allow |
Instead of: | personnel |
Consider using: | people, staff |
Instead of: | persons |
Consider using: | people |
Instead of: | perpetrator |
Consider using: | (alleged) wrongdoer |
Instead of: | peruse |
Consider using: | read or study carefully, examine |
Instead of: | polemical |
Consider using: | controversial |
Instead of: | possess |
Consider using: | have, own |
Instead of: | possessions |
Consider using: | belongings |
Instead of: | predominantly |
Consider using: | mainly |
Instead of: | prescribe |
Consider using: | set, fix |
Instead of: | preserve |
Consider using: | keep, protect |
Instead of: | previous |
Consider using: | earlier, before, last |
Instead of: | principal [adjective] |
Consider using: | main, chief |
Instead of: | prioritize |
Consider using: | rank |
Instead of: | prior to |
Consider using: | before |
Instead of: | proceed |
Consider using: | go ahead |
Instead of: | procure |
Consider using: | get, obtain, arrange |
Instead of: | profusion of |
Consider using: | plenty, too many (or say how many) |
Instead of: | prohibit |
Consider using: | ban, stop |
Instead of: | projected |
Consider using: | estimated |
Instead of: | prolonged |
Consider using: | long |
Instead of: | promptly |
Consider using: | quickly, at once |
Instead of: | promulgate |
Consider using: | advertise, announce |
Instead of: | proportion |
Consider using: | part |
Instead of: | provenance |
Consider using: | source, origin |
Instead of: | provide |
Consider using: | give |
Instead of: | provided that |
Consider using: | if, as long as |
Instead of: | provisions [of a law, policy] |
Consider using: | the law, the policy, rules, terms |
Instead of: | proximity |
Consider using: | closeness, nearness |
Instead of: | purchase |
Consider using: | buy |
Instead of: | purport [verb] |
Consider using: | pretend, claim, profess |
Instead of: | pursuant to |
Consider using: | under, because of, in line with |
Instead of: | qualify for |
Consider using: | can get, be able to get |
Instead of: | reconsider |
Consider using: | think again, about, look again at |
Instead of: | reduce |
Consider using: | cut |
Instead of: | reduction |
Consider using: | cut |
Instead of: | referred to as |
Consider using: | called |
Instead of: | refer to |
Consider using: | talk about, mention |
Instead of: | (have) regard to |
Consider using: | take into account |
Instead of: | regarding |
Consider using: | about |
Instead of: | regulation |
Consider using: | rule |
Instead of: | reimburse |
Consider using: | repay |
Instead of: | reiterate |
Consider using: | repeat, restate |
Instead of: | relating to |
Consider using: | about |
Instead of: | remain |
Consider using: | stay |
Instead of: | remainder |
Consider using: | the rest, what is left |
Instead of: | remittance |
Consider using: | payment |
Instead of: | remuneration |
Consider using: | pay, wages, salary |
Instead of: | remunerative employment |
Consider using: | paid work |
Instead of: | render |
Consider using: | send, make, give |
Instead of: | representations |
Consider using: | show, stand for, be |
Instead of: | representations |
Consider using: | comments |
Instead of: | request |
Consider using: | ask, question |
Instead of: | require |
Consider using: | need, want, force |
Instead of: | requirements |
Consider using: | needs, rules |
Instead of: | reside |
Consider using: | live |
Instead of: | residence |
Consider using: | home, property, address |
Instead of: | restriction |
Consider using: | limit |
Instead of: | retain |
Consider using: | keep |
Instead of: | review |
Consider using: | look at (again) |
Instead of: | revised |
Consider using: | new, changed |
Instead of: | save [conjunction] |
Consider using: | except |
/*-->*/
Instead of: | Consider using: |
---|---|
Instead of: | scrutinize |
Consider using: | read (look at) carefully |
Instead of: | select |
Consider using: | choose |
Instead of: | settle |
Consider using: | pay |
Instead of: | similarly |
Consider using: | also, in the same way |
Instead of: | shall [legal obligation] |
Consider using: | must |
Instead of: | solely |
Consider using: | only |
Instead of: | specified |
Consider using: | given, written, set |
Instead of: | state |
Consider using: | say, tells us, write down |
Instead of: | statutory |
Consider using: | legal, by law |
Instead of: | stipulate |
Consider using: | state, set, lay down |
Instead of: | subject to |
Consider using: | depending on, under, keeping to |
Instead of: | submit |
Consider using: | send, give |
Instead of: | subsequent to/upon |
Consider using: | after |
Instead of: | subsequently |
Consider using: | later |
Instead of: | substantial |
Consider using: | large, great, a lot of |
Instead of: | substantially |
Consider using: | more or less |
Instead of: | sufficient |
Consider using: | enough |
Instead of: | supplement |
Consider using: | go with, add to |
Instead of: | supplementary |
Consider using: | extra, more |
Instead of: | supply |
Consider using: | give, sell, delivery |
Instead of: | terminate |
Consider using: | end, stop |
Instead of: | that being the case |
Consider using: | if so |
Instead of: | the law provides that |
Consider using: | the law says |
Instead of: | the question as to whether |
Consider using: | whether |
Instead of: | the way in which |
Consider using: | how |
Instead of: | thereafter |
Consider using: | then, afterwards |
Instead of: | thereby |
Consider using: | by that, because of that |
Instead of: | therein |
Consider using: | in that, there |
Instead of: | thereof |
Consider using: | of that |
Instead of: | thereto |
Consider using: | to that |
Instead of: | thus |
Consider using: | so, therefore |
Instead of: | to date |
Consider using: | so far, up to now |
Instead of: | to the extent that |
Consider using: | if, when |
Instead of: | transfer |
Consider using: | change, move |
Instead of: | transmit |
Consider using: | send |
Instead of: | timeously |
Consider using: | in goot time |
Instead of: | tranche |
Consider using: | slice, portion, share, chunk |
Instead of: | ultimately |
Consider using: | in the end, finally |
Instead of: | unavailability |
Consider using: | lack of |
Instead of: | undernoted |
Consider using: | the following |
Instead of: | undersigned |
Consider using: | I, we |
Instead of: | undertake |
Consider using: | agree, promise, do |
Instead of: | uniform |
Consider using: | same, similar |
Instead of: | unilateral |
Consider using: | one-sided, one-way |
Instead of: | unoccupied |
Consider using: | empty |
Instead of: | until such time |
Consider using: | until |
Instead of: | utilization |
Consider using: | use |
Instead of: | utilize |
Consider using: | use |
Instead of: | variation |
Consider using: | change |
Instead of: | verify |
Consider using: | check, prove |
Instead of: | virtually |
Consider using: | almost (or edit out) |
Instead of: | visualize |
Consider using: | see, predict |
Instead of: | ways and means |
Consider using: | ways |
Instead of: | we have pleasure in |
Consider using: | we are glad to |
Instead of: | whatsoever |
Consider using: | whatever, what, any |
Instead of: | whensoever |
Consider using: | when, whenever |
Instead of: | whereas |
Consider using: | but |
Instead of: | whereby |
Consider using: | by which, because of which |
Instead of: | whether or not |
Consider using: | whether |
Instead of: | with a view to |
Consider using: | to, so that |
Instead of: | with effect from |
Consider using: | from |
Instead of: | with reference to |
Consider using: | about, concerning |
Instead of: | with regard to |
Consider using: | about, concerning |
Instead of: | with respect to |
Consider using: | about, for, concerning |
Instead of: | with the minimum of delay |
Consider using: | quickly (or say when) |
Instead of: | whilst |
Consider using: | while |
Instead of: | willfully |
Consider using: | deliberately |
Instead of: | you are requested |
Consider using: | please |
Instead of: | your attention is drawn |
Consider using: | please see, please note |
Instead of: | zone |
Consider using: | area, region |
Resources
Where do you go from here? There are lots of ways to dive deeper into plain language and English.
Enter in your text to get an idea of the reading level for your content.
The federal website is pretty old, but it has some useful tips.
How to write well for your audience, including specialists.
This excellent book goes into more depth about the topics we mentioned.
Sir Ernest Grower wrote this book in 1948, but his advice still holds true.