Express only one idea in each sentence. The ideal length of a sentence is around 15 words. Long, complicated sentences often contain ambiguities and usually confuse the reader. Short sentences express even very complex ideas more clearly. Short sentences are also easier (and less expensive!) to translate accurately.

Compare the original text to the improved text in the example below:

Original Text

People, especially foreigners, often find it easier to read and comprehend short sentences provided, of course, that the sentences are constructed on solid ground. Translators prefer short sentences because they facilitate translation into foreign languages.

Improved Text

Well constructed, short sentences are easy to read and understand; they are also easy to translate.

2  Use short paragraphs

Short paragraphs are relatively easy to read, understand and translate. To highlight important information and commands, use lists and symbols like the three dots (called typographical bullets) shown in the improved text below. If you require the reader to perform a precise sequence of actions or events, list the steps in numerical order.

Compare the original text to the improved text in the example below:

Original Text (adapted from a manual for a vacuum pump)

OIL CHANGE (continued)

Subsequent oil change periods must be determined by checking the discoloration and physical condition of the oil in the crankcase. Due to dust, dirt and atmospheric conditions being different at various locations, it is not practical to definitely state how often the lubricating oil in the crankcase should be changed. Service given to air filter and crankcase breather also has a direct bearing on oil change interval, as does high humidity conditions which contribute to formation of varnish deposits through oxidation of the oil. The period for changing oil is therefore regulated by local conditions. The oil, however, should not be used for more than 500 hours.

Improved Text

OIL CHANGE (continued)

When to change the oil after the first 150 hours of operation

• Inspect the oil in the crankcase frequently. Change the oil when the color of the oil begins to change (called discoloration) and the physical condition of the oil begins to deteriorate.
  

  Note: You can prolong the service life of the oil by keeping it clean and free of dirt and dust. Clean or replace the air filter and maintain the crankcase breather according to the instructions on page [X] of this manual.

WARNING: You must always change the oil after every 500 hours of operation, even if the condition of the oil seems good! 

[Editor's comment: If the document requires detailed information on how atmospheric conditions can degrade oil or on the formation of varnish deposits, I would put this information in a footnote or an appendix.]

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