Use this checklist to help you write clear content for people across Defence. This checklist supports GOV.UK and Defence standards.
Before writing anything, you need to check if similar content is:
Link to existing content when you can. Creating duplicate or slightly different content in lots of places confuses people. It also costs more to manage.
If you need to make changes to existing content, contact the service or platform owner.
Content in Defence often includes too much information. This makes it hard for people to understand information quickly and easily.
Before writing any content, define what people need to know to understand something or do a task. Then, only include content that helps them. Start by telling people what has changed or what they need to do.
Write the user needs at the top of your draft. Review every sentence against the user needs and delete what people do not need. If some users need more information, include links to it.
Find more guidance on writing less content.
Active language makes it clear who needs to do something.
Write in the present tense and address the reader as 'you'. For example, instead of 'The form needs to be submitted' use 'You need to submit the form'.
You can refer to your organisation as 'we'. For example, instead of 'A confirmation email will be sent', use 'We will send you a confirmation email'.
Write like you are in a conversation with someone. Use the shortest word or phrase you can. For example, choose:
When you write for experts, you can use the words they use but think about people who are new to Defence. For example, instead of 'interoperability' you can use 'work together', 'act together' or 'integrate'.
People read titles to check if the content is important to their role. Create titles that are short, clear and descriptive.
Make sure your title:
For example, instead of 'Training course for cyber security awareness' use 'Apply for cyber security training'.
Try to avoid using acronyms. This can be difficult in Defence. There are many acronyms that mean different things.
If you need to use an acronym, make sure you write it out in full the first time people see it. For example: Anyone from the Air Logistics Command (ALC) can apply.
Short sentences are not just easier for people with dyslexia or anyone who struggles to read. Everyone in Defence needs to understand content quickly.
Following GOV.UK style, your sentences cannot be longer than 25 words. Ideally, your sentences should be shorter.
To make sentences shorter, you can:
Find more guidance on using bullets and lists (opens in a new tab).
People scan content to find information that is relevant to them.
It is difficult to scan a long block of words. You need to break up your content with useful headers.
In your headers, speak directly to the user and keep the language active. Good examples on GOV.UK include:
Keep the content under each header short. It is fine to have a single paragraph.
Reading what you have written out loud helps you check that your content flows well.
Sometimes, swapping the order of words can make a sentence easier to read. If there is too much jargon, you will trip over it. If you need to take a breath, the sentence is too long.
Use the publishing process to help you create good content for people in Defence. The process includes understanding user needs and ways to check your content.
Find out more about the publishing process.
Create user-centred content in Defence
Published May 2024