Plain Language Machine | Writing Assistant

Don’t be afraid to give clear instructions. Avoid using would, should, and could.

These are suggested improvements for your document. We are aware the changes aren't always siutable but are there as guidance and to challenge your writing.

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  In our line of work clarity is vital to ensure we align to our values. Where possible avoid using words such as should. This creates grey areas and confusion. Resulting in processes which should be standardised becoming varied and this is where mistakes occur. Here are some examples of long-winded phrases and shorter versions that use commands.

  Incorrect
  The label should be removed from the packaging. The package should then be placed back on the line.

  Correct
  Remove the label from the package. Then place the package back on the line.

  Incorrect
  They should be split where suitable.

  Correct
  Split them where suitable.

This sentence appears to be written in the passive voice. Consider writing in the active voice.

These are suggested improvements for your document. We are aware the changes aren't always siutable but are there as guidance and to challenge your writing.

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  Most readers prefer the active voice. Just to be clear this isn’t a grammatical error but it does effect the readability for your readers. To explain the difference between active and passive verbs, we need to look briefly at how a sentence fits together. There are three main parts to almost every sentence:

  • a subject (the person, group or thing doing the action);
  • a verb (the action itself); and
  • an object (the person, group or thing that the action is done to).

  In a sentence written in the active voice, the subject of the sentence performs the action:
  He buys a car.
  In a sentence written in the passive voice, the action is performed upon the subject of the sentence.
  A car was bought by him.
  
  The active voice provides more certainty and clarity. And makes your document easier to follow. Always use the active voice if you can. However, the passive voice can be used:

  • To make something less hostile – ‘this action has not been completed’ (passive) is softer than ‘you have not completed this action’ (active).
  • To avoid taking the blame – ‘a mistake was made’ (passive) rather than ‘we made a mistake’ (active).
  • If it simply sounds better.

  Passive
  This facility was built in 2019.

  Active
  They built this facility in 2019.

  Passive
  The team members were informed the meeting had been cancelled.

  Active
  The team leader informed their team members the meeting had been cancelled.

The word/expression seems to be over complicated and harder to read for the user. Consider replacing it with alternative words.

• Aliquam blandit facilisis
• Quisque vel porttitor

These are suggested improvements for your document. We are aware the changes aren't always siutable but are there as guidance and to challenge your writing.

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  To find alternatives to any words highlighted or you yourself notice please go to this link.
  
  We are aware this isn’t always possible with the words we have to write in our documents. So please use alternate words that are appropriate. The aim here is not overly complicate our documents with words that add little value but may sound good to the author leaving the end user confused.

The word may be wordy. Consider replacing it with its own verb.

These are suggested improvements for your document. We are aware the changes aren't always siutable but are there as guidance and to challenge your writing.

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  Nominalization is a type of abstract noun, formed from verbs. It impacts the readability for our readers in three ways:

  1. It adds syllables: ad-mi-re / ad-mi-ra-tion
  2. You have to add more words to a sentence for it to make sense, resulting in longer sentences.
  3. The sentence sounds weaker:
     

     Correct
     So we can continue the meeting.

     Incorrect
     So we can have a continuation of the meeting.

This sentence seems very long. Consider breaking the sentence into multiple ones or using a list where appropriate.

These are suggested improvements for your document. We are aware the changes aren't always siutable but are there as guidance and to challenge your writing.

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  Our GSK Plain English Machine looks at the number of words and syllables per sentence. Try and also consider the average syllables per word throughout your document.
  The average number of words per sentence should range somewhere from eight (very easy) to twenty-five (somewhat difficult) words per sentence. Try to vary your sentence length for a more engaging read.