Readers should be able to visually scan documents easily. Therefore, documents should have an organized structure and appropriate headlines to help readers find what they are looking for.

When possible, use bullet points, tables and graphics to convey information instead of long paragraphs of text. These elements help break up information into straightforward sections.

Use short sentences to help readers understand the message quickly. Write sentences with the fewest words possible. For a general audience, writing should be at an 8th-grade reading level or lower — use the Hemingway App to check for readability.

Write in the active voice, where the subject performs the action of a verb. For example, a sentence written in passive voice, such as, “The policy was approved by the City Council,” should instead state, “The City Council approved the policy.” Active voice sentences are typically more concise than passive voice sentences.

The public may not be familiar with technical terms or acronyms. Always spell out the full name or phrase on first reference. For instance, use “San Diego Police Department” instead of “SDPD”. Additionally, when writing non-technical documents or speaking, refrain from using technical language. Departments can standardize frequently used terms to help avoid jargon and acronyms when writing. 

The City follows AP style for writing to facilitate the consistent use of common terms. The Communications Department has developed a Writing Style Guide (accessible to City staff only) for staff reference that covers City-specific and common terms. Staff can also use Grammarly to support their writing.

Do not assume people’s identities. Instead, keep terms general and reference a theoretical person. Refrain from stereotyping language. Additionally, while some projects may apply to specific groups, the City’s audience should often be referred to as community members or the public—people who work, live and play within City boundaries. Use unifying words to describe identity or circumstances. Prefixes like “non-” indicate that the person is lacking or something other than the norm. Find alternatives that don’t ostracize groups of people.

Use people-first terms to emphasize a person before their abilities or situation and demonstrate that a condition is only one part of the whole person. These terms often state that a person has something rather than is something.

Use language that includes all socioeconomic statuses. Words should convey facts about a person or area’s socioeconomic status and not perpetuate classism.

Universal phrases, which do not use idioms, jargon or violent language, are best for clearly communicating with the public.