🔤 Plain Language: Writing Clear, Effective Paragraphs
Helping readers find what matters—one clear paragraph at a time.
This post is part of my Plain Language Writing Guide.
If you missed the earlier posts—an introduction to this series, tips on focusing on your readers and purpose, organizing your documents, and a list of helpful resources, you can start here: Plain Language Writing Guide.
Introduction | Your Reader and Purpose | Organizing Your Ideas | Effective Paragraphs | Simple Sentences | Clear Words | Enticing Design | Check Clarity | Resources
Focus each paragraph on one topic
Limit each paragraph to a single topic unless you're linking closely related points. If you're discussing multiple ideas or explaining something complicated, break the content into separate paragraphs. That makes it easier for readers to understand and follow your message.
Try to introduce the topic of each paragraph in the first sentence.
Keep paragraphs short and readable
Paragraphs should be no longer than four or five sentences, and they may be even shorter! Try to keep them under seven printed or screen lines.
A one-sentence paragraph is fine when you want to highlight a key idea or separate it from surrounding content.
Between paragraphs, use transitional words and phrases—like as a result, however, for example, first ... second ... third—to connect ideas and guide readers smoothly from one sentence or paragraph to the next.
Make it easy to scan and navigate
For all documents, including web pages, email, and other digital media, write so readers can scan easily. Break up long blocks of text to help readers skim for main points and the general direction of a section. That helps them find what matters to them without having to read every word.
Use headings and subheads to separate sections that cover different topics. Subheads should reflect the content that follows—not just break up text randomly. They help guide readers and organize your ideas clearly.
Use boldface to guide the reader’s eye—sparingly. It draws attention and can help highlight key ideass. Use bold consistently and with purpose—but avoid overdoing it, or it will lose its effect.
Q&A formats can be useful for frequently asked questions, instructions, or troubleshooting—but use them with care. In most writing, it’s better to anticipate the reader’s questions and answer them directly in your choice of information and organization.
Consider visual alternatives to text
When presenting complex or data-heavy information, think beyond paragraphs:
Tables work well for comparing facts, dates, locations, responsibilities, or pros and cons.
Charts and graphs can show trends, breakdowns, or relationships visually.
Photos, illustrations, and diagrams can reinforce or even replace text in some situations.
Place visuals close to the related text and use clear captions or labels. A well-chosen image can make your message stick better than a block of text.
Also see the design section in this guide for related advice.
Use lists to break up complex information
Lists help readers absorb information quickly. Use them when a paragraph includes three or more related points that are easy to separate. Lists make scanning easier and clarify structure—especially in instructions, reports, and outreach materials.
Use a bulleted list when order doesn't matter. Use a numbered list when showing steps or ranking items.
Make each list item about one idea, and keep the items clearly related to the same topic.
Use parallel structure: Begin each item with the same part of speech (like a verb), use the same verb tense (past, present, or future), and stick with either active or passive voice.
Follow these formatting basics:
Capitalize the first word of each item.
Use a period at the end of each complete sentence (including commands and requests).
Use no punctuation at the end of phrases or single words.
Don’t end list items with and or or.
Examples:
When reviewing your draft, check for:
Sentence length
Word choice
Active voice
Use of transitions
Here are ways to structure items in a list:
Write a full sentence that states a complete idea.
Begin with a verb to create instructional steps.
Use phrases or single words for quick reference.
Avoid long or repetitive lists, and don’t group too many lists close together. Use them when they clearly help the reader.
Introduction | Your Reader and Purpose | Organizing Your Ideas | Effective Paragraphs | Simple Sentences | Clear Words | Enticing Design | Check Clarity | Resources
Share
If you found this guide helpful, please share it with friends and colleagues.
Subscribe
Get new posts from Plainly, Garbl delivered to your inbox.
This is great stuff!!