Writing in simple language does not mean writing in a primitive language. The simplicity of the writing is expressed above all in the way information is organized. In order for the recipient to understand what you write to him, you should write with the awareness of who he is and what his needs and language competences are.
Then think about who you write to. If you do not know your recipient in person, write as if he was a beloved but poorly educated member of your family. In other words, write in the simplest and most accessible way possible, so that every average educated person can understand you.
# 1 Purpose
First you have to understand for yourself what you are writing for. Start by answering the following questions:
Who is the recipient of your writing?
What does the recipient know about the case?
What should the recipient know?
What questions does the recipient ask for?
What do you want to achieve by your writing and what do you have to write to achieve it?
What does your recipient want to achieve and what you need to write to allow him achieving it?
# 2 Content
A good writing should contain a short description of the problem, the recipient's postulated actions and the justification for your postulate. In addition, you must discuss the context of the case, but only to the extent to which the problem requires it.
First answer the questions:
Who? - who writes to whom, in whose case.
What? - what happened and what the situation looks like.
Why? - why the situation is just like that.
So what? - what the situation is about, why the matter is important, why you expect action.
How? - how do you think the problem should be solved, what actions the recipient should take.
Where and when? - where and when the recipient should perform the postulated actions.
If the context of the case shows that some of the answers are obvious, do not take care of them. It is a waste of your and the recipient’s time. There is also no point in repeating the obvious truths and invoking unnecessary citations.
While writing, create an orderly chain of thoughts. Each subsequent sentence should logically follow from the previous one. Then it will be easy for the recipient to read and understand your letter.
# 3 Beginning
I know that it's difficult to form the first sentence. Start by writing 10 words without which you can not write the entire letter. When you write keywords, putting them in one or two sentences should not be a problem.
The beginning of the writing is its most important part. Most keywords should be included in the first paragraph of your letter. The first paragraph should consist of about 40-60 words and should be formulated to explain the essence of the matter described in the entire letter. Try to inspire the recipient's trust in your actions with this fragment.
# 4 Structure
Stick to the following order:
1. Basic information
3. Side information
5. Legal basis
Start with the most important information. Then you will complete them with details and context. After reading the first paragraph, the recipient should be able to say exactly what your letter is about, what you expect from the recipient and how you justify this expectation.
In the further part of your writing, please describe the context of the case and fill in the details (eg provide numerical data). Expand what was in the first paragraph.
Build a closed whole. If you start a new thought or point to a new element of the case, put it in one separate paragraph. In the next paragraph, put another thought and bring it to the end. Do not go back to it anymore.
The structure of your writing should correspond to the recipient's expectations. If you describe a sequence of events, keep the chronological order - describe the subsequent elements step by step. Try to predict the questions the recipient will ask. You can immediately try to answer them and save yourself the loss of time resulting from understatements.
# 5 Language
Write short, simple sentences, up to twenty words. The longer ones are difficult to understand, but it is easy to grasp them in a grammatical error.
Building comprehensible sentences is really easy. Take the subject and the verb, and then add a few terms to them. Only a few. Make sure that the designated and defining units are next to each other. Limit legal jargon – it is best to use a general language that everyone understands. Avoid unclear multi-word structures.
# 6 Time
Write only what the recipient does not know. Breaking through the thicket of known facts is a waste of valuable time for the recipient. What is the chance that the recipient will react with irritation, which will be unintentionally directed against you?
# 7 Appearance
Not only the correct choice of words, the order and structure of sentences improve the communicativeness of the text. It is also important what your letter looks like. Use headlines and share longer letters into chapters. Use bullets and lists. Divide the text into paragraphs with subheadings. Instead of describing a complicated process, enter a simple diagram into the text. Instead of mentioning in the text the full name of the legal act together with the place of publication, for the clarity of the argument, use the footnote.
You can bold key expressions. However, do not overdo it and do not bend whole sentences. The recipient might have the impression that you are shouting at him.
A citizen of a Member State of the European Union and a member of his family who is not a citizen of a Member State of the European Union who makes temporary residence in the territory of the Republic of Poland lasting over 3 months, submit the data required for registration, while a citizen of a Member State of the European Union presents a valid document confirming the right of permanent residence or a certificate of registration of a citizen of the European Union, or in the absence of a certificate, a declaration of residence on the territory of the Republic of Poland, and a member of his family who is not a citizen of a European Union Member State presents a valid travel document and a valid permanent residence card of a family member of the European Union citizen or a valid residence card of a family member of the European Union citizen.
Registration of a foreigner for a temporary stay – documents:
A citizen of an EU Member State submits one of the following documents:
• a valid document confirming the right of permanent residence,
• certificate of registration of residence,
• a statement that his stay in Poland is registered.
A family member of an EU citizen who is not an EU citizen himself, submits:
• a valid travel document,
• a valid residence card for a family member who is an EU citizen.
Komunikacja pisemna. Rekomendacje, Kancelaria Prezesa Rady Ministrów 2015.
Jaworowski J., Redagowanie pism. Czego uczy doświadczenie dziennikarskie?, „Przegląd Służby Cywilnej” 2013, nr 2, s. 34-36.