THE GOVERNMENT

eader. Complex sentences can be cut up so the message is easier to convey. Take note that the more clauses
there are to a sentence, the greater the task.
This does not necessarily mean that you should do away with dense and wordy sentences. There are times when
expressing a thought in a brief manner will undercut your message. Consider the sentence: “Proclamation No.
3, s. 1986, known as the 1986 Freedom Constitution, adopted a provisional Constitution and paved the way for
the creation of a Constitutional Commission tasked with drafting a new charter.” Though there are three ideas
being toted by the statement, there is no need to split the sentence into three parts. To say: “The 1986 Freedom
Constitution adopted a provisional Constitution,” “It paved the way for the creation of a Constitutional
Commission,” and “This Commission was tasked with drafting a new charter,” removes the causal relation
between the three statements.
While longer sentences have their merit, resist the temptation to add text for the sake of looking knowledgable
or important. If background information is too important to leave out, consider adding it in an appendix.
Be direct
Get to the point quickly. Do not waste your reader’s time with long-winded explanations or overly respectful
opening remarks. Your points should be clear all throughout the document. You should be straightforward; this
will help you avoid unnecessary words and redundancies. For example: “the main bulk” is merely “the bulk,”
“most number” is simply “most,” “at this point in time” is just “at this point,” “at this time,” or “now.” You do not
“plan for the future,” you merely “plan.” An introduction does not “serve to introduce the subject,” it “introduces
the subject.” “Advance notice” is just “notice.” One’s “ambition in life” is “one’s ambition.” A gift is free by
definition, so no need to say “free gift.” And you “repeat,” not “repeat again.”
Use the present tense as default
The simplest and most direct form of a verb is in the present tense. It minimizes confusion for both you and your
reader, and conveys messages, especially directions, in a more immediate manner.
Avoid the use of government jargon or unnecessary ‘bureaucratese’
Overly technical language will not be understood by majority of your audience, and will only confuse and
distance the reader. Avoid words that are familiar only to a specific field or to the members of the agency you
represent. Your document should be accessible even to someone who is not familiar with the subject.
Only in technical contexts should you resort to words and terms only specialists or the members of your
department or agency can understand. In these cases, provide definitions for these terms, and lay down context.
There are instances wherein technical, scientific, and legal terms are unavoidable; it is up to the writer to define
those terms for the audience. Determine which term cannot be replaced, and ensure that its context is clear and
easy to understand.
The same goes for phrases that are written needlessly long in order to sound more official. These are best
replaced by shorter, simpler phrases. For example, instead of “affixing your signature to a document,” just “sign
it.” Something in your “immediate vicinity” is merely “near” you. “The fact that” is just “that.” “On account
of the fact” that is merely “because.” No need to “make an examination of” when you can simply “examine.”
Something happening “at this point in time” is better put as happening “now.”
STYLE GUIDE FOR THE GOVERNMENT
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