Break outdated writing rules

- [Narrator] Leslie, our instructor stands in the middle of a brightly lit office room near a long table with laptops on it. - Yes, you're right, writing rules have changed since you were in school, you're not just imagining it. When you were a kid, a teacher may have scolded you for using an exclamation mark in an expository essay, but these days people use multiple exclamation marks within a single business email. So yes, the rules for writing correctly have changed. Of course, writing in plain language doesn't mean you must break the rules. Not at all. But when you write in plain language, you focus on helping your reader understand, and use what you've written. - [Narrator] On a white background, a minimalist illustration shows a brown-skinned man with short hair sitting at a laptop on his desk. He wears a suit. Above his head, a thought bubble features a smiley face. Text above reads, "Plain language writing should sound natural." - [Leslie] So plain language writing should sound natural. You'll probably break a few rules along the way. - [Narrator] We return to the instructor. - In fact, here are four outdated writing rules you can let go of. Plain language writers don't hold fast to these rules anymore and neither should you. - [Narrator] On a blue background with decorative hexagons, text reads, "Outdated rule number one, elegant variation." In one of the hexagons, a quill sits in a bottle of ink. - Outdated rule number one, elegant variation. - [Narrator] The slide refreshes with new text reading, "A writer's intentional use of synonyms to give their writings variety." - [Leslie] Elegant variation is the writer's intentional use of synonyms to give their writing variety." - [Narrator] We return to the instructor. - A teacher in your past may have marked up your draft saying, "Don't call it the blue sky every time, use elegant variation and call it the azure firmament once, and the indigo heavens next." Well, variation for variation's sake ends up being annoying at best and confusing at worst. In plain language writing, we would never arbitrarily substitute a term just to keep a sentence fresh. Let's say you work for a healthcare company, and your writing web content that explains how to choose a doctor- - [Narrator] On a white background, an illustration slides in. It shows a black woman doctor with voluminous hair standing next to a red-haired tan man standing on a scale. - [Leslie] Imagine how confused people would be if you referred to choosing a doctor- - [Narrator] As each synonym for doctor is mentioned, it flashes by. - [Leslie] A healer, a healthcare provider, and a physician. Elegant variation isn't elegant, it's outdated and confusing. - [Narrator] A blue slide zips in. Text reads, "Outdated rule number two, never begin a sentence with a conjunction." - [Leslie] Outdated rule number two, never begin a sentence with the word, but, and, or any other conjunction. That used to be a hard and fast rule, but not anymore. It's acceptable now to write sentences like these. - [Narrator] A new slide on the blue background reads, "Many young people who are new to the workforce postpone saving for retirement, but people who wait to begin saving are the ones who fail to meet their goals." - [Leslie] In the world of plain language, the second sentence is grammatically acceptable, and starting with the word, but, puts a fresh, sharp emphasis on the costs of waiting to save. - [Narrator] A new slide reads, "Outdated rule number three, never end a sentence with a preposition." - [Leslie] Outdated rule number three, never end a sentence with a preposition. - [Narrator] A new slide on the blue background reads, "Our design team has presented a color palette upon which we can all agree." - [Leslie] In the past, people were taught it was always wrong to end a sentence with a preposition like, upon. So to avoid doing that, they'd write contorted sentences like this one. - [Narrator] The instructor shakes their head. - No one talks like that and writing that way sounds forced. Plain language writing shouldn't be forced. - [Narrator] A new blue slide reads, "Our design team has presented a color palette we can all agree upon." - These days, most plain language writers agree it's okay to end a sentence with a preposition. Does ending with, upon, bother you in this sentence? No? Me either. - [Narrator] The slide fades to another title slide. It reads, "Outdated rule number four, never use contractions in business writing." - [Leslie] Outdated rule number four, never use contractions in business writing. This grammar rule is as outdated as the fashion rule, "Always match your belt to your shoes." - [Narrator] A new slide reads, "We can't guarantee delivery of your order by January 6th." Beside the word, can't, the word, cannot, is crossed out. - [Leslie] Contractions are only slightly less formal than the full form of the verb. You're not slouching if you use, can't, instead of, cannot. - [Narrator] We return to the instructor. - In fact, using contractions makes your writing sound more natural, more conversational, which in turn makes it easier for readers to engage with the points you're making. - [Narrator] A small gray graphic slides in on the bottom left. On it, an arrow points from Exercise Files to Writing Rules Have Changed.pdf. - Download the handout and learn more about which rules are in and which are out. Yes, there are tons of rules for writing correctly that are still firmly in place, like start sentences with a capital letter, make sure the subject and verb agree, and avoid misplaced modifiers. Plain language follows those rules. Remember, we're talking modernization of rules here not a complete insurrection. - [Narrator] Leslie fades to black.