Plain English: eight rules for work email

Plain English is not simple English. It is writing that a busy reader understands on the first pass and can act on without asking a question. These eight rules cover most of what screening tests and managers look for.

1. One idea per sentence. If a sentence has "and" twice, split it.
2. Keep sentences under 25 words. Long sentences are where misunderstandings live.
3. Prefer active voice. "I will send the report on Friday" beats "The report will be sent on Friday", because the reader knows who is responsible.
4. Use specific dates and amounts. "By Thursday 6 November" and "4,500 naira", never "soon" or "the amount".
5. Say what you want in the first paragraph. Requests buried at the end are missed.
6. Cut filler. "Please be advised that", "at this point in time", "kindly do the needful" add nothing.
7. Use the reader's words. If they said "cracked", say "cracked", not "damaged in transit".
8. Read it once as the receiver. If you would have a question after reading it, answer that question before sending.

Before and after

Before: "Please be advised that your request has been received and will be processed by the concerned department at the earliest."

After: "I have received your request and passed it to the billing team. They will reply by Tuesday."

The second version is shorter, names a team, and gives a day. That is the whole skill.