Defence writing guide

1 EXECUTIVE COMMITTEE BOARD PACK 31 JULY 2019 Defence writing guide JSP 101 Version [BLANK PAGE]Page 1 of 17 JSP 101 Defence writing guide Part 2: guidance How to use this JSP JSP 101 is intended to provide helpful advice to those writing in the Ministry of Defence and clarify the standards that Defence writing should adhere to. It is not a complete guide to writing in the English language. It will be reviewed at least annually. JSP 101 is structured in two parts: a. Part 1 Directive (including templates for all major Defence writing formats). b. Part 2 Guidance. Related JSPs Title JSP 440 Defence Manual of Security, Resilience and Business Continuity JSP 604 Defence Manual of Information and Communications Technology (ICT) JSP 655 Defence Investment Approvals JSP 740 Acceptable Use Policy (AUP) for Information and Communications Technology (ICT) Further advice and feedback The owner of this JSP is the Director of Corporate Effectiveness.

2 For further information on any aspect of this guide , or to provide feedback on the content, please contact a member of the team. Page 2 of 17 Contents Introduction Page 3 The guide Page 5 A-Z of recommended usage Page 8 Formats Page 14 Weasel words, metaphors and digital content Page 16 Page 3 of 17 Introduction Well-written communication is vital to the successful running of the Ministry of Defence . Written communication includes everything from blogs to operational briefs, and from sports club minutes to ministerial submissions. The Ministry of Defence should follow the same writing principles, rules and guidance as the rest of government. This is laid out in the Government style guide and reproduced below, with a few additions and changes to take account of Defence business.

3 All authors should be open to making their written communications more accessible on request. If you have any accessibility needs or want to change the way written communication looks so it is easier for you to read, guidance is available at Written communication Written communication is at the heart of what many of us do in the service of government. Good communication is essential to make sure that the government s policies are understood and that we deliver effectively. The purpose of this guide is to encourage clear, concise writing and consistent editorial practice. It identifies aspects of English usage that are among the most common causes of uncertainty and misunderstanding and sets out the style appropriate to government communications.

4 We use many types of communication in government to inform and advise internal and external audiences, including policy documents, ministerial briefings, blogs, emails, tweets, letters, speeches and so on. Some of these have their own rules (social media for example) and speeches offer opportunities to use language more creatively. We should always write with our audience in mind, using simple and engaging language that grabs their attention and keeps it. Clear, pithy writing shows respect for your reader. It takes more effort to write concisely but if you take the trouble your audience will thank you. When you come across examples of good, elegant, clear writing make a note of them or collect them as models for you and others to follow.

5 Equally, examples of bad or confusing writing will remind you of what you need to avoid. The Ministry of Defence is a corporate member of the Plain English Campaign. This organisation campaigns against gobbledygook, jargon and misleading public information. They believe that everyone should have access to clear and concise information and provide a range of helpful tools, guides and training in support of this aim. This guide is here to help you. Please use it but remember that it is only a guide . It is designed to set a framework within which you can feel confident to write in your own style. Page 4 of 17 First principles We can start by setting out some fundamental principles of good written communication: think about who you are writing to and what you want to achieve; use plain English and avoid long or complicated words when short or easy ones are available; use active language, not passive.

6 It is usually clearer, more direct and more concise and does not disguise who is doing what. For example, We will decide on your application once we have received your letter , not Once we have received your letter, a decision will be made on your application ; and We recommend that , not it is recommended ; avoid technical language and jargon unless you are addressing a specialist audience and even then use it with care; use short sentences without multiple sub-clauses. Sentences should usually be no longer than 25 words; and you can usually remove a third to a half of what you write in a first draft. Get someone to check what you have written, especially if it will be read outside government.

7 Read back what you write. If it sounds awkward then the meaning is probably obscure and you are not communicating effectively. Broadly speaking it is best to write as you would speak. If in doubt think about George Orwell s rules for good writing : never use a metaphor, simile or other figure of speech which you are used to seeing in print; never use a long word where a short one will do; if it is possible to cut a word out, always cut it out; never use the passive when you can use the active; and never use a foreign phrase, a scientific or jargon word if you can think of an everyday English equivalent. Think how you would describe the issue you are writing about to a family member or friend.

8 Too often we use technical terms that most people, including some of our own colleagues, do not understand. Our aim should be to open up government information so that everyone can understand it. Finally, to emphasise that we need communicators who are confident enough to be themselves, Orwell s little-known sixth rule says, break any of these rules sooner than say anything outright barbarous . Page 5 of 17 The guide Acronyms, initialisms and abbreviations An acronym is formed from the initial letters of other words and pronounced as a word. Examples are Defra, DExEU, NATO, FIFA. Initialisms are formed in the same way as acronyms, but not pronounced as words. The individual letters are voiced.

9 For example: FCO, DVLA, GDS, GP, ITV, ONS, URL. If you are going to use an acronym or initialism, spell out the component words in full first, followed by the short form in brackets. For example: Department for Exiting the European Union (DExEU). Use just the short form for subsequent references. If you are only using an acronym or initialism once, avoid using it. Do this for all written communications, even those aimed at specialists. Do not assume the intended audience is familiar with acronyms and technical language. Exceptions are acronyms/initialisms widely understood and used by the general public, such as BBC, UN, VAT, EU, MP, which you do not need to spell out. MOD and NATO also fall into this category.

10 In general use upper case without full stops for acronyms/initialisms, so, UK not ; DCLG not There are a few exceptions, for example Defra. A useful list of Defence acronyms can be found here. Consider using a glossary for long documents. An abbreviation is a shortened form of a word, such as Dr, St (saint or street), but is pronounced the same. Where the last letter is the same as the last letter of the expanded form, for example Dr and St, a full stop is not needed. Use an before an initialism or acronym if the first letter starts with a vowel sound. For example, a NATO strategy but an NHS trust. Plural forms of initialisms should not have an apostrophe: DVDs, GPs, URLs, early 2000s.