The short answer

Put the action first, followed by the information needed to complete it. Remove internal abbreviations and unexplained system labels.

Open lined notebook with a black ribbon bookmark on a light-colored desk.
Illustrative stock photo · Photo: Jakub Zerdzicki / Pexels · Pexels License

Make the request testable

Read the message as if you had never used your software. Can the resident identify where to go, what to provide and what happens next? If not, shorten the introduction and replace vague verbs such as “process” with the actual task.

W3C recommends short sentences, clear instructions and explaining acronyms. [1]

Illustrative rewrite: “Please confirm which bathroom has the leak by replying to this message.” That is clearer than “Please action the outstanding maintenance clarification.” Plain language helps without pretending a routine message replaces a required legal notice.

Sources

This article was generated by AI using the sources below. Editorial standards.

  1. Writing for Web Accessibility — W3C WAISupports the attributed passage: W3C recommends short sentences, clear instructions and explaining acronyms. The practical workflow and labeled examples are the publication’s own applications, not source-reported cases. Source checked Sep 8, 2026.

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