Plain language: writing clear, effective paragraphs

Limit each paragraph to one topic unless you are linking related points. Complicated information, or a discussion of several topics, usually needs to be broken into separate paragraphs to be easily understood.

Keep paragraphs to no more than four or five sentences, and limit most paragraphs to no more than seven lines.

Use headings and subheads to separate paragraphs and sections covering differing topics. Another way to break up blocks of information and draw the readers' attention to important elements is to use a question-and-answer format. That will help your readers find information that is important to them.

Use lists appropriately

You can break up complicated text or make parallel points clear and easy to remember by using indented, vertical lists. A bullet or a number goes before each item in the list.

Here are some guidelines for lists:

• The items in the list must form a logical group.
• Each item should contain only one idea.
• Put words and ideas common to all items in the lead-in, introductory sentence.
• Use bullets to identify each item in the list.
• Use numbers instead of bullets only when you are describing step-by-step procedures.

See lists in the King County Editorial Style Manual for more advice.

Back to Top
To King County Editorial Style Manual