ICAC style guide

Speaking Plainly: Plain Language Law for Non-Lawyers, 12th September 2002

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Independent Commission Against Corruption Plain English Guideline

Contents

Using Plain English
The basic rules of Plain English
Other matters of style and usage
Punctuation and grammar
From 'Yes Minister' language to 'Dear Mum' language
Use of acronyms and abbreviations
First and second person pronouns
Portrayal of people with a disability
In summary - a nine point plan for Plain English
Correspondence checklist
Short report checklist

“Little people use big words, big people use little words.” (Emperor Justinian).

The Commission acknowledges the use of the Queensland Department of Transport/Department of Main Roads “Policies and guidelines for application of plain English Version 1.21 January 2002” © Dr George Stern in preparing this Part.

1. Using Plain English

The Commission encourages all officers to write to each other, to agencies, councils and to members of the public in language that is:

clear and easy to understand
pleasant to read
modern, well punctuated and grammatically correct.

The above three features will promote efficiency and improve the public image of the Commission. This applies equally to letters, memoranda and reports.

2. The basic rules of plain English

Keep your sentences short. On average, a sentence should be one-and-a-half printed lines – about fifteen words – in length. Vary the sentence lengths from half a line to two lines.
Keep the language normal, everyday, decent, respectful (rather in the style of a letter to “Dear Mum”); not elevated, pompous, official (as laughed at in the “Yes Minister” series). Use the same language in all documents, whether you are writing a letter to Bloggs in the bush or a brief for the Commissioner – both are human beings who deserve equal clarity and courtesy.
Use first person words (I, me, my, mine, myself, we, us, our, ours, ourselves) and second person words (you, your, yours, yourself, yourselves). This will give the reader the impression that it is “I” who is writing to “you” about “our” business.
The overuse of capitals tends to be intimidating as well as old-fashioned.
Avoid the passive, turn passive sentences into active ones. Here is the way to do it.

a. First: identify a passive verb by finding one item each from the left-hand and right-hand columns below.

Left Hand	Right Hand
Am
Is
Are
Was +	verb+n (seen, taken, done …)
Were +	verb+d (noted, prepared, reviewed, made …)
Be	verb+t (sent, kept, dealt …)
Being
Been

Example: Your letter was received last week. (Left hand: "was" + right hand: "received".)

b. Second: if the sentence does not already have an agent (a doer), add the agent after the word “by”.

Example: Your letter was received by the director last week. (Addition: “by the director”.)

c. Third: put the agent of the sentence (“the director”) before the verb; the target (“your letter”) after the verb.

Example: The director received your letter last week.

The use of the active allows the reader to know right away who is responsible for the action. Here are another three examples

Passive	Active
Your appeal will be considered.	The tribunal will consider your appeal.
The document has been amended.	The branch head has amended the document.
The Commissioner is to be briefed.	Kim Jones is to brief the Commissioner.

The Division has a policy of no passives – except for some that are “technically passive”, example, “I am pleased” and “I am surprised”.
The ultimate secret of style is not to adopt one at all. Just write in your natural voice – not in the artificial tones of a public servant.

4. Other matters of style and usage

Except in special cases, keep your letters to one page each. If necessary, summarise the message on one page and add supporting material in an attachment.
It is all right occasionally to start sentences with “And” or with “But”. Every author who has ever written in English has done so. Just take any book from your bookshelf and check it out. Of course, you should not overdo the use of initial “And” or “But”: once or twice a page is enough.
Mixing first, second and third person words is all right if the sense demands it: “I told them that you would arrive by midnight.” But do not mix persons if they refer to the same people: “The Commission has decided that we will issue a permit.” This sentence should read either: “We have decided that we will issue a permit” or “The Commission has decided that it will issue a permit.”
Modern guidelines for writing numbers as words and as digits vary. At the Commission, use words for numbers between zero and 10. “I went on a trip with three other people, and we visited 14 places.”
Go easy on adverbs and adjectives. Make your nouns do most of the work. Modifiers won’t save a weak or inaccurate noun out of a corner.

5. Punctuation and grammar

Here are some thoughts on punctuation and grammar:

a. Everyone, especially anyone who reads a lot, has an intuitive feeling for what is right and what is wrong in language. You know intuitively that the sentence “I some chocolate want” is wrong. It should be “I want some chocolate.” So learn to trust your intuition. If a sentence feels right, go for it; if it feels wrong, change it.

b. You can learn a lot from doing a “reality check” from real-life texts. So next time you read a book, a magazine or a newspaper, pause in your reading for a few minutes and study the texts for points of punctuation and usage. Notice how published writers use hyphens and apostrophes, capital and lower case letters, “who” and “whom” or “which” and “that”, what sentence structures they use and how they vary the length of their sentences.

c. In many ways, there is a whole-of-government approach to providing services to the people of NSW. But, presently, plain English is applied differently across the whole of government.

Some particular issues:

Use commas sparingly - don’t use them after “and”, “but” or “or”. Don’t use them between a month and a year in a date.
Dangling participles or floating participles – participles are verbs ending in “ing”. They dangle or float if the subject of the verb doesn’t agree with the subject of the sentence. For example, “When discussing race and gender, sensitivity is necessary.” Sensitivity is the subject, but doesn’t do the discussing.
It’s vs Its – remember that it’s is short for it is, and its isn’t. Its means belonging to.
Less vs fewer - less means not as much while fewer means not as many. You earn less money by selling fewer books.
Nor – you can’t go wrong if you only use it after neither. He has neither this nor that.
Prepositions at the end - the old rule that prepositions (in, on to, with, from, at, etc.) shouldn’t be at the end of a sentence is no longer observed. So carry on.
Split infinitives – an infinitive is a verb coming after “to”. To run etc. A split infinitive is where another word comes in between “to” and the verb. He started to quickly run home. They are best avoided. But sometimes they are more graceful: “To boldly go…”
Which vs that – two rules of thumb help. If the phrase needs a comma, you probably need to use “which”. The ICAC, which is based in Sydney, was set up in 1988. Another rule of thumb is to put “by the way” after “which” as a check. So “The ICAC, which (by the way) is based in Sydney, was set up in 1988” sounds right. But “The investigation agency which (by the way) has the most coercive powers is the ICAC” doesn’t.
Who vs Whom – a simple test is to replace who/whom with he/him. If he sounds right, use who; if him is right, use whom. Since he did it, use “who did it”. But since we give something to him, not he, use “to whom”.

6. From “Yes, Minister” language to “Dear Mum” language –

Some suggested changes follow:

© Copyright Dr George Stern

a further meeting	another meeting
able to	can
above-mentioned	mentioned above
accordingly	so / therefore
additional	more
additionally	and
adjacent to	next to / near
advice has been received that	my officers have told me that
advise you that / of	let you know ...
aforementioned	mentioned before / mentioned above
all things considered	so / therefore
alter / alteration	change
amongst	among
anticipate	expect
approximately	roughly / about
as a consequence of	because of
as noted previously	as I have said (written) above
as soon as practicable	as soon as possible
as you would be aware	as you know
ascertain	find out / check
assist / assistance	help
at an early opportunity	soon
at this point in time	now / at present
at your earliest convenience	as soon as possible
attached hereto	attached please find
be applicable	applies
be in accordance with	accords with
by virtue of	under / because of
commence	start / begin
commencement	start / beginning
completion	end / finish
comprise	make up
concerning	about
concur	agree
concurrence	agreement
consequent	later
consequently	so / therefore
considerable amount of	a lot of / many / much
contiguous to	next to / near
conversely	but / on the other hand
currently	now / at present
dated	of
dispatch	send
due to	because of
e.g.	for example / for instance
emanating from	coming from
embark on	start
endeavour	try
et al	and others
etc / et cetera	and so on
experienced delays	there were delays / had delays
extremely	very
facilitate	enable / make possible
failed to	did not
falls within the responsibility of Bloggs	Bloggs is responsible for
familiarise you with	make you familiar with
for the duration of	during
for the purpose of	to / for
for your consideration	for your decision / for your information
forthwith	immediately
forward	send
further developments	more developments / new developments
a further meeting	another meeting
further to my letter concerning	I am writing again about
furthermore	and / also
hence	so / therefore
henceforth	from now on
hereby / herewith	here / please find
hereunder	below
however	but
I acknowledge receipt of	thank you for
I am advised that	my department tells me that
I am directed to advise you that	the (minister) has asked me to tell you that
I am grateful for	thank you for
I appreciate that	I understand that / I know that
I appreciate your	thank you for your
I can confirm that	(Leave it out.)
I consider that	I think that / I believe that
I refer to your letter dated	thank you for your letter of
I regret the delay / the delay is regretted	I am sorry for the delay
I trust this addresses your concerns	I hope this answers your points (questions)
I will be pleased to	I will be happy to
I wish to advise that	(Leave it out.)
I would appreciate it if	please / would you please / could you please
I would be grateful if	please / would you please / could you please
i.e.	that is
if so-and-so transpires	if so-and-so happens
in a timely manner	as soon as possible
in accordance with section 12	under section 12
in conjunction with	with / together with
in consideration of	for / because of
in excess of	more than
in keeping with	under
in order to	to
in relation to	about
in respect of / to	about
in situ	in place
in spite of the fact that	though / although
in terms of	in
in the course of	during
in the event of	if
in the majority of cases	in most cases
in the vicinity of	near
in this regard	(Leave it out.)
in this respect	(Leave it out.)
in toto	in total / altogether / all up
in view of the fact that	because
inform you of / inform you that	let you know
inter alia	among other things / among others
is applicable	applies
is dependent on / upon	depends on
is located in	is in
it appears to be the case that	it seems that
it is considered that	I think that / I believe that
it is incumbent on you	you should / you must / you need to
it is my considered view that	I think that / I believe that
it should be noted that	(Leave it out.)
locate	find / put / place
location	place
manner	way
Messrs A and B	Mr A and Mr B
negligible amount of	a little / a few
notify you / me	let you / me know
notwithstanding	despite / although
obtain	get
occurred	happened / took place
owing to	because of
paradigm	model
per annum	a year
pertains to	is about
please be advised that	(Leave it out.)
please do not hesitate to contact me / Bloggs	please contact (get in touch with) me / Bloggs
predominantly	mainly / mostly
previous	last / latest / earlier
previously	earlier
prior to	before
pro tem	for the time being
proceeded to (walk / drive)	walked / drove (started to walk / drive)
provide you with further information	let you have / give you more information
provided / providing	if
purchase	buy
pursuant to clause 12	under clause 12
rectify	fix / correct / repair
regarding	about
relating to	about
rendered	made
reply	answer
require	need
requirement	need
respond / response	answer
retain	keep
reveal	show / tell
review the matter	look at the matter again
should it be necessary	if necessary
Should you require further information, please do not hesitate to contact Bloggs	If you need more information, please get in touch with Bloggs (Or leave it out.)
should you wish to	if you want to / if you like
significant amount of	a lot of / much / many
status quo	as is / the existing state
subsequent to	After
subsequently	Later
substantial amount of	a lot of / much / many
tacit understanding	informal / unstated / understanding
take the matter up with Bloggs	contact Bloggs about the matter
the delay (the mistake) is regretted	I am sorry for the delay (the mistake)
thereby	because of this
thus	so / therefore
transmit	Send
transpire	Happen
unable to	Cannot
undertake to do so-and-so	will (must) do so-and-so
upon	on
utilise	use
verify	check / confirm
via	through / by way of
viz	namely
whereas	because
whilst	while
with a view to	to
with due regard for (something)	taking (something) into account
with immediate effect	straight away / immediately
with reference to	about
with regard to	about
with respect to	about
you may care to	you might like to
you will be required to	you need to / you should / you must
your letter of the 20th instant	your letter of 20 May

7. Use of acronyms and abbreviations

The Division has adopted modern usage of acronyms and abbreviations.

Examples of changes to Division correspondence follow.

The Commissioner has recently approved the 2001-02 to 2005-06 Corporate Plan (CP). The CP provides for……
There is no need to show the full wording of an acronym or abbreviation that would be well known to the reader – for example NSW, Qantas and ICAC.
They travelled 150km at an average speed of 70km/h and reached Sydney by 4.00pm.
The ICAC has a total budget of more than $15 m for 2001-02.

8. First and second person pronouns, in preference to depersonalised writing

Reference to “my agency”, “our agency”, “we” (referring to the Commission) and “us” is appropriate. But, when the Commissioner has not yet reached a final decision, she might want to detach herself from actions to date and so refer to “advice from Commission staff”.

9. Portrayal of people with a disability

Focus on the person and not the disability. Do this by putting the person first. For example, use person with a disability instead of disabled person.

10. In summary – a nine point plan for plain English

a. Shorter letters and internal minutes – desirably one page; maximum of two pages.

b. Shorter sentences – on average, sentences should be one-and-a-half printed lines or about fifteen words. But you should also have some short sentences and the occasional longer one.

c. No passives – except for some that are “technically passive”, for example, “I am pleased”, “I am surprised”.

d. Use of “Dear Mum” language, rather than the traditional “Yes, Minister”.

e. Less use of capital letters.

f. Use of acronyms and abbreviations – for example 5km and $21m.

g. First and second person pronouns, in preference to depersonalised writing.

h. Portrayal of people with a disability.

i. More flexibility for authors in punctuation and grammar – there are mandated standards but there also are “author options” for equally-valid choices. The only requirement is consistency within each document.

Correspondence checklist

3 key rules

Average sentence length of one and a half lines
‘Dear Mum’ language
Active voice in most situations

Form

Minute for writing internally
Letter for writing externally

Header

Minute head for minutes
Letter head for letters

Left justify except for articulated items

Good spacing between elements

Sequence of correspondence

File or reference number
Unpunctuated address block (name/title/organisation/address (not all caps)
Salutation (unpunctuated)
Optional subject heading (no “Re:” and no punctuation)
Body
Complimentary close (“Yours sincerely” if salutation is personal otherwise “Yours faithfully”)
Unpunctuated signature block (name/title/section or branch)
Date
Enclosures

Keep to one page if possible with attachments

Sequence of ideas (Why am I writing/What needs elaboration/What is the follow up?)

If initiating, state in brief and general terms the purpose
If replying, state what you received, the date and the topic of the correspondence
In the middle, elaborate on your reply or what details are necessary
In the close, state what follow up is required.

Short report checklist

3 key rules

Average sentence length of one and a half lines
‘Dear Mum’ language
Active voice in most situations

Left justify except for articulated items

Sequence

Before text, insert file number/recipient details/heading
After text, insert writer’s name/title/location and the date

Articulate items using paragraph numbering, dot-dash, alpha-numeric or decimal numbering

A long juicy header using either

A virtual sentence – “Your approval needed for…”
Short heading/colon/expansion – “X Project: your approval needed”

First sub-heading is purpose – state the purpose of the report

Use sub-headings

Arrange ideas logically

Make sure report is factual – dates, times figures and relevant data

Present the argument from both sides – include pros and cons/risk analysis/alternatives

Recommendations

Who should do something
What they should do
Where they should do it
When they should do it
How they should do it

How much it will cost

Length to be one or two pages

Use plain English

Work your draft using purpose and subheadings first and building the text, checking and amending