plain english ASIA

We’ll kick this off with a document we’ve been using in our seminars and workshops for a few months now. The readers of the original struggle to understand. The readers of our version take seconds to read and understand. You try:

As you read, answer the question ‘What extension numbers will be affected?’.

• Read the first memo.
• You’ll probably need to read it again.
• And again.
• At this stage, don’t worry. You’re normal.

Here it is:

Subject:         Change of Telephone Numbers

Dear all,

Please be informed that as the telephone numbering range the company has been using, i.e. 2801-xxxx where xxxx represents the 4-digit extension numbers starting with 2,3,4,5,7 or 8 since around 1992, has virtually been used up, we will start using the new telephone numbering range of 3911-yyyy where yyyy represents the 4-digit extension numbers starting with 2, 3 or 8, from March 1st. In other words, for extension numbers starting with 2, 3 or 8, the telephone numbers will be 3911 followed by the extension numbers. Making of internal calls however will remain just dialing of the 4-digit extension numbers.

In fact, we have tried to obtain allocation of more telephone numbers starting with 2801 but to avail as they have all been allocated to other users by the telephone company. The alternative of course is to use a new numbering range altogether but, as this will affect ALL users, it is not preferred at the present stage.

We hope colleagues will find the arrangement as detailed above acceptable. Please feel free to call Catherine Cheng at ext 1167 if you need any further information or clarification.

Regards,

Obviously, this is about as ‘unplain’ as it gets!

Here’s the plain version:

Subject:         Change of Telephone Numbers

To accommodate more numbers in our telephone system, some numbers will soon change.

If your existing extension number begins with 2, 3 or 8:

• your outside line will change from 2801 XXXX to 3911 XXXX.

• your extension number will not change.

This change is effective 1 March 200X.

If you have any questions about this arrangement, please call Catherine on ext 1111.

Regards

In our experiments, it generally takes a full 2 minutes longer to read and understand the unplain version.

Depending on the size of your organisation, this could translate into millions of dollars.

Are you ready to start writing in plain English? Email us for a quote. We run public courses too!