Tips For Brevity Handout

TIPS FOR BREVITY 1. WORDS--Use concrete, direct words, and keep in mind that words containing three or more syllables are “long words” and will increase reading grade level. 2. PHRASES--Use acronyms only when needed, and write them out the first time you use them. Avoid the use of jargon--slang--in formal writing. 3. SENTENCES--Keep in mind that sentence length influences reading grade level. Generally, aim for an average sentence length of 12-15 words for an unknown or large audience, but try never to exceed 30 words per sentence, even with a known audience. 4. PARAGRAPHS--In military correspondence--letters and memos--keep your paragraphs short: one topic per paragraph. It’s fine to have one-sentence paragraphs in letters and memos. 5. MAIN ACTION--In memos and letters, keep the main action to one page, two pages maximum. 6.

FOR MOST TYPES OF WRITING: a. Delete unnecessary summaries. b. Delete unneeded quotations, data, or tables. c. Don’t repeat yourself; watch for repetitive clauses. d. Change the passive voice to the active voice, when appropriate. e. Remove unneeded comparisons, descriptions, and modifiers.

7. REPLACE WORDY CONSTRUCTIONS: Delete or rephrase the following; they add nothing to the substance and, thus, to the reader’s understanding. a. b. c. d. e. f. g. h. 8.

Attention is invited to... It is important to note that... It is necessary that... It must be remembered that... It cannot be overemphasized that... There is, or There are... Needless to say... In order (for) (that)...

ALWAYS--Read your writing aloud to yourself and then have someone else look at it.