The research says logical organization is the overriding factor when it comes to reading comprehension. And by ‘logical’ we mean logical from the reader’s point of view. Analyze your audience. Write the way they think. Use frequent, meaningful subheadings to help them navigate your document.
Readability researcher Rudolph Flesch found that people start to experience reading difficulty when sentence length reaches about 20 words. Aim for an average sentence length of 15 words. Break up sentences containing more than one idea.
Expressive arts is a client-centered, arts-based, community-oriented program that works with the immigrant and refugee women to address issues of safety both at home and in the larger community, and to reduce social isolation by bringing newcomer women together to counteract the isolation in their own communities.
[1 sentence – 47 words, Grade Reading Level 25]
Expressive Arts is a client-centered, arts-based, community-oriented program. It works with immigrant and refugee women to address issues of safety, both at home and in the larger community. Expressive Arts also works to reduce social isolation. The program does this by bringing newcomer women together to counteract the isolation in their own communities.
[4 sentences – average length 13 words, Grade Reading Level 12]
Long or unfamiliar words
Words that have more than two syllables raise your readability score. Substitute shorter, more familiar words whenever you can. We’ve compiled a thesaurus of about 600 common words and phrases that have shorter, more familiar alternatives.
Download the CLAD Thesaurus as a PDF.
- Avoid Latinate words such as “prior” and “de facto” and Latin-based short forms like “i.e.,” “e.g.,” and “etc.”
- Avoid jargon of all kinds. If you have to use a word that is unfamiliar to your audience, explain it.
- Avoid acronyms or initials that stand for long, complicated program names, job titles, scientific concepts, financial products, and the like. Spell it out for people. These short forms are too hard to remember unless all your readers are seasoned insiders.
Tone and voice
If your writing feels distant, bureaucratic and vague, your readers will give up and your message will be wasted.
Watch out especially for the passive voice in your writing. Prefer the active voice. Here are some examples of how to turn passive constructions into active ones:
Interested applicants are encouraged to review the guidelines.
If you would like to apply, please read the guidelines.
In total, nearly $650,000 was allocated by the ministry last year.
The ministry allocated nearly $650,000 last year.
Participants were asked to discuss five questions.
We asked participants to discuss five questions.
Progress can be made if communities have access to innovative ideas.
Communities can make progress if they have access to innovative ideas.
Use of type, white space, and graphics
Have you ever read the small print on the back of your credit card statement or in an insurance policy? No? Well you’re not alone. Most readers get discouraged when they are confronted with dense ‘walls of text’ where there is no way to navigate and no place for the eye to rest.
To counter this problem:
- Use a type size and style that does not require a person over the age of forty to put on their reading glasses.
- Use frequent, meaningful subheadings to help your reader navigate through the text.
- Set type justified on the left and ‘ragged’ or unjustified on the right. The uneven white space at the end of the line serves as a place marker as the reading eye moves to the next line.
Use graphics to illustrate, not to decorate:
- Watch out for heavy, dark screens that lower the contrast between the type and the background.
- Don’t overlay type with graphic elements such as patterns or pictures.
- Place graphics as close as possible to the text that they are supposed to elucidate.