Open Government at the National Archives

Plain Writing Tips - Make a List, Then Check It Twice

This week’s writing tip comes to us from Santa Jim Worsham, who always checks lists twice.

One of the devices we use frequently in writing at NARA is the list.

It might be a list of staff, or of offices within NARA, or records management requirements, or—well, it could be anything.

Lists help us get information across to readers in a clear way that is easy for them to understand. Lists also are good tools to use to meet “plain writing” goals, especially in communicating information about multi-faceted subjects.

 

Lists are used to tell readers about:

  • Tools or materials needed to do something
  • Subjects to be discussed at a meeting
  • Criteria by which you will be evaluated
  • Parts of an object
  • Recommendations or conclusions
  • Actions that can or will be taken
  • Steps to be taken, in order, in a process of some sort

 

One of the most important things in writing a list is to be consistent. Always start each item in a list with the same part of speech—a noun, a verb, or an “ing” word.

It’s not as hard as you think. Let me walk you through it.

 

Here’s an example of an inconsistent, and sort of confusing, list:

The President said he would ask Congress for legislation to do the following:

  • All student loans would be forgiven
  • There would be lower income tax rates
  • Tax credits for buying an American-made automobile
  • Drop penalties for overdue tax payments
  • Ask Congress to approve a bill to raise sales taxes on tobacco products, liquor, and gasoline.
  • A blue-ribbon commission will study the fiscal problem and issue a report in a year. Its members will be named by him and congressional leaders.

 

Now, let’s go back and apply the consistency rule:

The President said he would ask Congress to approve the following actions:

  • Forgive all outstanding student loans over $10,000
  • Reduce tax rates
  • Grant tax credits for purchases or an American-made automobile
  • End penalties for overdue tax payments
  • Raise sales taxes on tobacco products, liquor, and gasoline
  • Create a commission, with members appointed by the President and Congressional leaders, to recommend steps to reduce spending.

Notice how each item starts with a verb:  Forgive, Reduce, Grant, End, Raise, and Create.

 

Now, let’s go back and start each item with a noun:

The President said he would ask Congress to approve legislation that would result in:

  • Cancellation of all student loans over $10,000
  • Reduction in tax rates
  • Tax credits for buying an American-made automobile
  • Elimination of penalties for overdue tax payments
  • Higher sales taxes on tobacco products, liquor, and gasoline
  • A commission, with members appointed by the President and Congressional leaders, to recommend steps to reduce spending

 

Notice this time how each item is put in the form of a noun: Cancellation, Reduction, Tax credits, Elimination, Higher sales taxes, A commission.

What’s important here is consistency in how the items in the listing are phrased. Start each item with a verb (an action word) or a noun (the name of a person, an action, a thing, or process.

 

Gerunds, often called “ing” words, are good to start lists with. Here’s an example:

He spends his free time enjoying his hobbies:

  • Volunteering at the National Archives
  • Tutoring at the local middle school
  • Playing in a dance band
  • Traveling to U.S. cities he had not yet seen
  • Reading all the books in his collection

 

The bottom line here is simple: Start your list with verbs, nouns, or “ing” words. But be consistent. The list will be easier for your readers to read, understand, and remember. After all, that’s why you’re writing them.

For more on making lists, see the NARA Style Guide, section 4.

 

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