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.
|
In addressing a single person, you can avoid awkwardness by using “you” to address the reader directly, rather than using “he or she” or “his or her.”
| Confusing plural | Clearer singular |
|---|---|
| The applicant must provide his or her mailing address and his or her identification number. | You must provide your 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, 5th edition, 2005, Carolina Academic Press, Durham, NC, p. 62.