Page:Federal Plain Language Guidelines.pdf/16

b. Address one person, not a group

Remember that even though your document may affect a thousand or a million people, you are speaking to the one person who is reading it. When your writing reflects this, it's more economical and has a greater impact.

Singular nouns and verbs prevent confusion about whether a requirement applies to individual users or to groups. In the following example, the user might think that each applicant must file applications at several offices.

Confusing plural	Clearer singular
Individuals and organizations wishing to apply must file applications with the appropriate offices in a timely manner.	You must apply at least 30 days before you need the certification. If you are an individual, apply at the State office in the State where you reside. If you are an organization, apply at the State office in the State where your headquarters is located.

In addressing a single person, you can avoid awkwardness by using “you” to address the user directly, rather than using “he or she” or “his or her.” Confusing plural

Confusing plural	Clearer singular
The applicant must provide his or her You must provide your mailing address and mailing address and his or her identification number.	You must provide mailing address and identification number.

Sources

• Garner, Bryan A., Legal Writing in Plain English, 2001, University of Chicago Press, Chicago, p. 114.
• Murawski, Thomas A., Writing Readable Regulations, 1999, Carolina Academic Press Durham, NC, p. 70.
• Wydick, Richard, Plain English for Lawyers, 5^th edition, 2005, Carolina Academic Press, Durham, NC, p. 62.