Government writing: Crafting clear and effective public communications

So, you're charged with the noble task of writing government documents — exciting, right? Maybe not, but here's the deal: government writing doesn't have to be dull, confusing or read like it was written by a robot that just discovered a thesaurus.

Your job is to make it easy to read, useful, and — dare I say — maybe even engaging. If you've ever wondered how to make bureaucratic communication less painful, you're in the right place. Let's break it down.

The fundamentals of government writing

Government writing is basically public service but with words. Your audience could be policymakers, citizens or fellow government employees, which means your words need to work for everyone.

Be clear, honest and accessible because confusing reports lead to bad decisions. Overcomplicated emails waste time. Say what you mean in the simplest way possible.
Think of it like this: if you had to explain your document to your cousin over coffee, how would you phrase it? Use that version (minus the caffeine-induced rambling).

Structuring reports and briefings

Nobody wakes up thinking, I can't wait to read a 30-page government report! Do everyone a favour and make them skimmable. Start with a short executive summary (basically the TL;DR). Follow this with an introduction explaining why anyone should care.

Then comes the main content. Organise it with headings, bullet points and enough white space to keep readers from going cross-eyed. Finally, wrap up with a conclusion that actually concludes something (no cliffhangers here) and, if needed, throw in some appendices for the nerds who want extra data.

I structure government documents like I'm guiding someone through IKEA — clear directions, no unnecessary detours and no missing screws.

Government writing: Crafting clear and effective public communications

Using plain language

Plain language isn't dumbing it down — it's smartening it up. Here's how to ensure people actually understand your message:

• Avoid jargon: Instead of "facilitate," say "help." Instead of "commence," just say "start."
• Go active, not passive: "The department approved the policy" is way better than "The policy was approved by the department." (Bonus: It also sounds like a human wrote it.)
• Keep sentences short: Aim for 15-20 words max. If your sentence is longer than a tweet, rethink it.
• Break up big chunks of text: Use bullet points, subheadings or anything else that makes reading easier.
• Test it on a real person: If your friend outside of government doesn't understand it, rewrite it.

Maintaining a neutral and professional tone

Writing for the government isn't the time for personal opinions or spicy hot takes. Your job is to inform, not persuade. Keep things professional, but don't be so formal that you sound like AI stuck in 1998.

Stick to facts, avoid exaggeration and don't let your personal views creep in. Think of yourself as a neutral news anchor — without the dramatic pauses. The more objective and to the point you are, the more people will trust what you're saying.

Ensuring compliance with writing standards

Government writing must retain some level of consistency. Here are some basic guidelines for writing:

• Use the templates your department provides: Seriously, they exist for a reason.
• Follow a style guide: The Australian Government Style Manual is your best mate — use it.
• Be consistent: Formatting, spelling and punctuation should be uniform across the board. No rogue commas or random font changes.
• Check your work: Proofread, spell-check and if possible, have someone else take a look.

Keep government writing sharp with ICML

Government writing doesn't have to be a slog. Keep it simple, structured and above all, readable. The goal is not to sound smart; it's to communicate smartly. Now, go forth and write reports that won't put people to sleep.

For deeper insights into public-sector writing, check out our Government Writing course — because even bureaucracy deserves a little clarity.