Clear, respectful, and human

Be direct without sounding abrupt, and warm without burying the point.

Prefer specific words over jargon. Describe uncertainty honestly: separate what is confirmed from what is still being decided. Write for employees with different roles and circumstances instead of assuming everyone has the same schedule, background, or needs.

Replace friction with clarity

Keep the meaning while making the message easier to understand.

Details Reconsider Prefer
Jargon Leverage the portal to action your request. Use the portal to submit your request.
Vague timing We will get back to you shortly. We will share an update when the review is complete.
Unnecessarily formal Please be advised that the office will be closed. The office will be closed.
Unclear ownership The form should be completed before the meeting. Please complete the form before the meeting.

Choose wording that respects the reader

Name the work or action. Avoid assumptions and labels that leave the reader guessing.

Useful patterns

Say who can act and what to do.

  • “Employees who need an interpreter can request one through the event organizer.”
  • “If you are unsure which option applies, check the instructions before submitting.”

Patterns to reconsider

Avoid assumptions or unexplained labels.

  • “Everyone can attend the 6 p.m. session.”
  • “The usual process applies.”

Tone questions

Use these checks when a phrase may land differently with different readers.

Can I use humor?

Use it only when the subject is low-stakes and the meaning remains clear without the joke. Avoid humor that targets a person or group, or obscures an important action.

How do I communicate uncertainty?

Separate what is confirmed from what is still being decided. For example: “The location is confirmed. The start time is still being finalized; we will share it when confirmed.”

How can I make wording more inclusive?

Use neutral group or role terms, avoid assumptions about a reader’s circumstances, and describe the task rather than labeling the person.