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General Rules for Understandable Texts

Prerequisite for successful contract negotiations, as well as for the implementation of the developed rules, is the understandability of the contents.
An average person should be the standard for understandability. The average short-term memory cannot understand sentences that contain more than seven objects and 22 words.

The following guide offers helpful rules for improving the understandability of texts.

What Do You Want to Say?

Note in keywords and sketches which regulatory contexts must be clarified or which factual prerequisites should lead to which legal consequences! After that, create a first draft. Question it critically!

Editorial Recommendations for Generally Understandable Expression

Check word choice and sentence structure!

  • Use short sentences! One thought – one sentence!
  • Put key messages at the beginning!
  • Preferably only one main clause and no more than one subordinate clause!
  • Main idea in the main clause!
  • Prefer verbs! Avoid nouns!
  • Use short words!
  • Avoid passive voice, use active voice!
  • Understandability must not come at the expense of conceptual precision.

Consistent Expression

Within a set of rules, consistent language use should be practiced so that the same subject is always designated by the same term. Avoid designating the same thing with different terms.

Integrity

The choice of words in rules must be "honest." The choice of words must not beautify or obscure facts. For example, a rent increase must not be beautified as a "rent adjustment" when it is clear that a rent reduction is unlikely.

Technical Terms

The use of legal or context-related technical terms should be preferred over everyday language, while it should always be checked what exactly a technical term means and whether that is exactly what should be said.

Word Choice

  • Avoid foreign words from other languages (including Latin).
  • Avoid buzzwords.
  • Check whether a word has multiple meanings and whether this can cause misunderstandings.

Gender Equality

Use gender-neutral terms for persons wherever possible (person, member, assistance, workforce), gender-neutral nouns (examinee, refugee), or gender-neutral plural forms (relatives, experts, minors).

In order not to impair the understandability of a text that is read aloud, avoid the so-called shorthand form as much as possible and use the full form.

Avoid Shorthand Form

Instead of: the-citizen, the-student-s
Better: female and male students, male and female citizens

Structured Text Layout

The most important statements should always be placed at the beginning of a sentence or a paragraph.

A logical structure and the clear organization of a text contribute significantly to better understanding. Make sure that related content is grouped together and that the statements progress from the main subject to subordinate matters, i.e., from the general to the specific.

Reference Dates and Deadlines

The wording of reference dates must clearly express whether the respective mentioned day is included.

Further information: Federal Ministry of Justice, Manual of Legislative Drafting