How to Write More Clearly
How to Write More Clearly
All writing is composed of sentences.
A sentence is "the linguistic expression of a complete thought".
To be a complete thought, a sentence requires a minimum of two words, the first is the subject, the second is the verb.
For example: Rex barks. "Rex" is the subject, ie what is being spoken of and "barks" is the verb, ie what Rex does.
Most sentences use more than two words, and to write them more clearly, we use the following structure:
- The time: is when the action happens.
- The place: is where the action happens.
- The subject: is which person or thing we are thinking of.
- The verb: is the subject's action (or state of being).
- The object: The person or thing that is being acted upon.
- The indirect object: is who or what is affected by the action, but is not the primary object.
Example of a sentence that uses this structure:
This structure is the clearest form: It is the easiest format to read and understand.
A clear sentence may be ruined by violating the correct format.
Look at the following sentence, which is written in the correct format:
Here is a faulty version
"The meeting of the board made the decision to make the payments to the labourers, which were agreed, this morning."
We can improve poorly constructed sentences by reorganising them to fit the format.
For example:
"The message to cancel the order was sent by our office, to the customer, three weeks ago, on the 23rd May. The email was sent to Mr Dobson".
Becomes: On 23rd May, Chris Farmer cancelled the order via email to Mr Dobson RGB Ltd.
I hope you find this idea useful.
Definition: Six-part sentence structure
In business writing, the six-part sentence structure is a set form for building a sentence that starts with when the action happens, then where it happens, names the subject, gives the active verb, states the object, and ends with the indirect object. The order is fixed, each element is present, the voice is active, and the layout removes doubt.
Show CG4D Definition
- Has six parts: time, place, subject, verb, object, indirect object
- Shows the six parts in that set order
- Uses active voice that links subject straight to verb
- Removes doubt by giving clear time and place
Article Summary
Clear writing starts with simple, well-ordered sentences: say when and where the action happens, name the subject, use an active verb, then add the object and second object. Follow this six-part plan to remove doubt, help readers read faster and save your business time and cost.
Frequently Asked Questions
Here are some questions that frequently get asked about this topic during our training sessions.
What is the six-part sentence structure?
Why put time and place first in a sentence?
How does clear writing help a business?
What is the difference between object and indirect object?
How can I spot a faulty sentence quickly?
Should I always use active verbs for clarity?
How do I rewrite a long, vague sentence?
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Did You Know: Key Statistics
A 2023 Grammarly and Harris Poll report found that unclear written communication costs organisations about $12,506 (£9,900) per employee each year. Nielsen Norman Group’s 2020 study shows users read and understand plain-language texts 70% faster than original versions.About the Author: Chris Farmer
Chris Farmer is the founder of the Corporate Coach Group and has many years' experience in training leaders and managers, in both the public and private sectors, to achieve their organisational goals, especially during tough economic times. He is also well aware of the disciplines and problems associated with running a business.
Over the years, Chris has designed and delivered thousands of training programmes and has coached and motivated many management teams, groups and individuals. His training programmes are both structured and clear, designed to help delegates organise their thinking and, wherever necessary, to improve their techniques and skills.
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