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Publication - Publication

Style and writing guide

Published
3 Dec 2025
Writing guides

How we write

We use plain language so that more people understand us better.

Plain language is clear and familiar to everyone. It’s about:

  • using the most understood words
  • explaining any unfamiliar terms
  • getting to the main point your reader needs quickly
  • increasing people’s understanding of complex information

This is especially important for us because we’re a public service. We need to meet the needs of everyone, regardless of literacy skills.

Follow the guidance below.

Choose a simpler word

There are lots of words you can use to communicate the message you need to. Some options are simpler than others, like talk is plainer English than discuss.

In formal situations people often use the word that sounds more advanced. But they tend to be less clear or harder to understand.

Use the table below to choose plain alternatives to overused complex words.

A table listing simple words to use in the first column. Similar, more complex words not to use are in the second column.

Use

Do not use

Let’s talk about this on a call.

Let’s discuss this on a call.

I'll do that task today.

I'll action that task today.

You'll get a letter.

You'll receive a letter.

You must tell your manager.

You must notify your manager.

Send us your documents

Please send us your documents.

Send your application.

Submit your application.

You need to give us your photo ID.

You need to provide us with photo ID.

We'll look at our decision again.

We'll review our decision.

Because you meet the conditions, you can get this payment.

As you meet the conditions, you can get this payment.

For more alternatives, read GOV.UK’s list of words to avoid.

Active language

Use active language not passive language. For example,

  • say ‘we paid those clients today’, which is active
  • do not say ‘the payments have been made’, which is passive

Passive language is less clear about who does what. Read our entry on active and passive voice.

Short words

Short words have no more than 3 syllables.

Readers skip more content if you use longer, more complicated words.

Choose shorter words that communicate the same thing. Check Cambridge’s English thesaurus if you're stuck.

Short paragraphs

Use paragraphs to separate your content into smaller chunks.

Keep paragraphs short, no more than 3 sentences.

Avoid or explain specialist language

Do not use words that readers would need knowledge or experience in a certain area to understand. Even experts prefer everyday words to specialist language.

Use language your audience will understand. If you know your topic well, you can explain it clearly in simple words. This will make your writing clearer even if your audience are experts.

Using plain language helps people:

  • read faster
  • understand your point more easily
  • avoid mistakes

Replace complex terms with simpler words or explain them so everyone can follow.

Follow entries on legal language and regulations.

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