From the course: Writing in Plain Language

Address your reader directly

From the course: Writing in Plain Language

Address your reader directly

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- Want to know the simple, three-letter word that can work plain-language magic on your writing? It's the word you. This little word lets you speak directly to your reader. It gives your writing a personal tone and helps you make a connection. Let me give you an example. Imagine you want to apply to graduate school, but you need to know if you're eligible. The university's website says to be considered for graduate admission, applicants must meet the following requirements. Well, of course, most people who read this are prospective applicants. So let's write it in plain language and make a connection. Now I can already tell some of you are gearing up to object to addressing the reader as you. Maybe your college writing professor told you that's not business professional. Well, it's time to put that advice aside. Because when writing in a modern, plain-language style, even at work, addressing the reader as you is a well-accepted practice. In fact, it's out of style to refer to the applicant or the user when the word your reader needs is you. So now the question is how do we address the reader as you when we're writing for more than one type of reader? Can a three-letter word be stretched that far? Yes, it can. There are two options. Let's see how they look in our university example. In the first, the word you refers to the most common reader and add a descriptor when you're referring to a subgroup or a less common reader. The second option is to use the word you to refer to the reader but group the content to show when you're writing to different types of readers. If your reader was sitting right across the desk from you, would you refer to them as the applicant, the vendor, or the citizen? Of course not. You'd look them in the eye, smile, and refer to them as you. The same strategy works in plain-language writing. Addressing the reader as you is the direct eye contact of writing.

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