Write a plain-language summary
This page is for editors who write the first lines of a page: the In short, Intro or Summary field. Most visitors read only these lines, and search results and link previews show them. Plain language guidance from government is collected at plainlanguage.gov; this page gives a short method.
Contents
Before you start
- Know who reads the page and what they want to do.
- Have the full text or document at hand.
Steps
- Answer three questions, one sentence each:
- What is this?
- Who is it for?
- What should the reader do, or what happens next?
- Use the words your readers use; put the official term in brackets once if it is needed.
- Put the most important fact first (a deadline, a change, a cost).
- Cut every sentence to one idea; aim for sentences under about 20 words.
- Use "you" and active verbs: "You can apply until 31 March" rather than "Applications may be submitted until ...".
- Read it aloud. If you stumble, rewrite.
- Put it in the summary field; Preview; Send for publishing.
Shapes that work
| Page | Shape of the summary |
|---|---|
| A service | "You can <do what> if <who>. It costs <cost>. Apply online or at <place>." |
| A report | "This report shows <main finding>. It covers <scope and period>. The main recommendations are <two or three>." |
| A notice | "<What> will <happen> at <place> from <date> to <date>. <What people should do>." |
| A consultation | "We propose <what>. Tell us what you think by <date>. Your answers help decide <what>." |
Check the result
- To do: Someone outside your team understands the summary without reading further.
- To do: Dates, amounts and places are exact.
- To do: The summary makes sense in a search result, without the rest of the page.
Pitfalls
| Pitfall | Avoid it |
|---|---|
| Repeating the title | add information |
| Starting with the organization ("The Department of Example announces ...") | start with what matters to the reader |
| Abbreviations | write them out |
| "Please see the attached document" | the summary must stand alone |
Related pages
- Publishing tasks
- The service page and plain language
- Upload a PDF report with an accessible summary
- Free documentation: this page is free to copy, translate and improve under the GNU FDL 1.3.
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