Everyday AI · Module 5

Edit for clarity and accessibility

Suggested time: 7 minutes.

Clear writing reduces the work a reader must do. Begin with the information that serves the purpose. Use familiar words, short paragraphs and specific labels. Name the person or item when a pronoun could be ambiguous.

Practical edits include:

• Replace “utilise” with “use” when the meaning is the same.
• Expand an unfamiliar abbreviation the first time, or remove it.
• Split a sentence that mixes several unrelated topics.
• State a date in words, such as “8 June 2030,” rather than an ambiguous numerical form.
• Use meaningful link text if a real source link is supplied. Do not invent links.
• Do not rely on colour, icons or bold text alone to communicate “pending” or “approved.” Write the status in words.

Plain language should preserve distinctions. You may simplify “pending formal authorisation for dissemination” to “not approved for distribution.” Simplifying it to “ready” would change the meaning.

Worked editing example

Overloaded draft:

“Following the completion of the aforementioned handout deliverable, distribution will be actioned by 9 June, with all review requirements therefore considered resolved.”

This is wordy and unsupported. W5.2 says review is pending; W5.4 promises a review, not distribution.

Clear, faithful revision:

“The handout draft is complete. Lee agreed to review the wording by 9 June. Distribution has not been approved. [W5.2, W5.4]”

For an even shorter update:

“Handout: Draft complete; wording review due from Lee by 9 June. Distribution is not approved. [W5.2, W5.4]”

Either can work for the intended reader. The first uses fuller sentences; the second is compact for scanning. Neither claims that plain wording makes the document universally accessible. Readers may have other needs that require separate checks.

Copyable editing prompt

Edit the draft below for a reader who is new to this workshop. Use everyday words and short sentences. Keep all dates, facts, uncertainty, owners and approved commitments unchanged. Remove any unsupported promise and explain its correction below the revised draft. Do not invent a replacement deadline. Keep source labels for review. This is a fictional practice draft only; do not send or publish it.

Source notes — worked snapshot W5 W5.1: The venue has confirmed the Cedar Room for 12 June 2030, from 10:00 to 11:00. Projector availability is not confirmed. W5.2: The handout draft is complete. Its wording review is pending. W5.3: Coordinator Mira agreed to ask the venue about the projector by 8 June 2030. The notes do not promise a venue response by that date. W5.4: Lee agreed to review the handout wording by 9 June 2030. Distribution has not been approved. W5.5: The coordinator wants the draft update to identify the projector question and wording review. A practice email may ask Mira to confirm the projector position when a venue reply is available. No response deadline has been agreed. End of source notes

Draft to edit The handout is ready, and we will send it by 9 June. The room and all equipment are confirmed. End of draft

The “draft to edit” is an object of review, not an additional trusted source. Compare the assistant’s revision with W5.1 to W5.5 yourself.