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Keep sentence structure simple. Don’t use more than one dependent clause, and try to divide a sentence with two independent clauses into separate sentences.
Aim to keep most sentences under 20 words long. Shorter sentences are easier for low-literacy users to understand.
Use common and simple words when possible. Multisyllabic words are harder to read and can often be substituted with a simpler, one or two-syllable common word.
Use the active voice when possible. The passive voice makes sentences more complex.
Names of departments, institutions, titles, and other phrases that cannot be simplified or omitted WILL raise the reading level of your description. However, this is okay, as long as you make an effort to keep the rest of it accessible. Short bodies of text will be penalized more harshly. An abstract with a reading level a bit above our goal level of 8-10th grade is therefore acceptable.
For example, “The Interviews of the Margaret MacVicar Memorial AMITA Oral History Project collection consist of oral histories conducted with women graduates of the Massachusetts institute of Technology (MIT).” This description is at a post-graduate reading level. Removing long names decreases the reading level to a 12 but also removes necessary titles, “The Interviews of the collection consist of oral histories conducted with women graduates of the MIT.” In this case, leaving this sentence at a post-graduate reading level is acceptable.
Separate long lists into stand alone paragraphs. Markup should be avoided, so instead of creating bullet points create a stand alone list.
Example: In an abstract note list materials separately, "Materials include: Correspondence, reports, photographs, articles, pamphlets."
Use chronological lists sparingly. They can be especially useful for lists of heads of departments but can get overly time consuming for less routine lists.
Keep paragraphs short to help support clarity. Short paragraphs are easier to read and receive the main ideas from.
Avoid adding excessive, unhelpful details to description. Keep focus on the main ideas and themes.
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