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Writing Best Practices

This style guide provides writers with general principles and specific guidance for developing all content for Military Community and Family Policy. These guidelines follow those established by The Associated Press Stylebook and the Merriam-Webster dictionary. They also support the consistent use of Military OneSource’s brand voice in all communications.

You’ll find general direction in this portion of the guide, including instructions on capitalization, spelling, preferred usage and so on, along with many examples. Under Use of Terms A-Z, you’ll find more specific instructions, with military-specific terms, acronyms, titles and so on listed alphabetically. When preparing to write any document, remember that our readers lead busy lives, and many other resources and outlets compete for their time. Consider the following writing tips: 

Write for your readers. Every piece — whether a news story, blog post or brochure — needs to tell readers: 

  • What’s in it for them
  • What you want them to do
  • Why they should read it in the first place
  • Why they should read it NOW
  • Why they should read your piece instead of someone else’s 

Use some basic techniques. Your readers are busy people seeking information. Use their time wisely.

  • Open with your main point.
  • Stick to one MAIN idea.
  • Focus on what your readers need.
  • Be descriptive, but use short words and short sentences.
  • Spell out action explicitly (i.e., “Find Your School Liaison”).
  • Keep your lists parallel.
  • Ensure content does not assume a specific season. 

Know your readers. It’s the only way they will understand you.

  • Who? What are the readers’ educational backgrounds, ages, sexes and attitudes? What are the benefits and risks for readers?
  • When? When will the readers read your message? How much time will they spend on it? When do they have to act?
  • Where? Where are readers in the chain of command? Where do they work — in an office, in the field, at home? Where are they receiving the message and on what type of device or platform?
  • How? How interested are readers in the arrival of your message? How will they feel about it?
  • Why? Why are you writing? Why should readers respond?

Remember reaching our audience matters. Ensure your writing reflects and advances the Defense Department’s commitment to supporting its entire military community and allows audiences to feel seen, recognized, respected and valued.

  • Avoid assuming readers’ backgrounds so as not to exclude anyone.
  • Use language that notes the person and then the description, such as: a child with ADHD; a person with autism; a family member with special needs; a person without a home; or a person who uses a wheelchair.
  • Use language that is clear, objective and free of stereotypes to avoid the risk of confusing or upsetting readers.
  • Avoid generalizations.
  • Don’t disclose details of a person’s or group’s background if the details are irrelevant to the subject matter or against the person’s or group’s wishes.
  • Remember that language continually evolves, and preferred terms may fall out of favor. For the latest guidance, consult The Associated Press Stylebook.
  • Avoid terms that suggest pity: “The organization helps veterans with post-traumatic stress disorder” instead of “the organization helps veterans who suffer from PTSD.”

Families and relationships come in many different configurations.

  • Don’t assume that all couples are married and live together.
  • Remember that family structures vary. Grandparents may be the primary caregivers for their grandchildren (for example, caring for the children while their service member is deployed); some parents are single by choice or circumstance; and siblings may be related through both parents, one, or neither parent (i.e., full siblings, half-siblings, step-siblings and adopted siblings).  
  • Remember that not all family members live under the same roof.

The DOD recognizes the right of service members to observe the tenets of their religion, or to observe no religion at all. When addressing religious faith or cultural practices in writing, keep the following in mind:  

  • Use nondenominational terms.  
  • Aim to incorporate examples of holidays and cultural traditions from different backgrounds. An article about connecting as a family during the holidays might say: “If your family celebrates one of the winter holidays, set aside an evening together to string popcorn for your Christmas tree or decorate your home for Hanukkah or Kwanzaa. If holidays aren’t part of your tradition, connect as a family by preparing your favorite snacks and playing board games.”  
  • Avoid assumptions about your audience’s belief system, cultural traditions and observances: “You might find a support group at your house of worship, if you attend one,” instead of, “You might find a support group at your church.”

Be mindful when describing where people fall on the socioeconomic scale or their education level. Many seemingly innocuous words can be demeaning or stigmatizing. The word “needy” conveys helplessness. Instead of “Needy people visited the food pantry,” say, “People experiencing food insecurity visited the food pantry.”

  • Focus on what people have, rather than on what they lack or failed to accomplish: “People who completed some high school (or specify the last grade completed, if known),” rather than “high school dropout.”

Section 508 Compliance

MC&FP complies with federal standards, which implement the 1998 amendment to Section 508 of the Rehabilitation Act. This ensures equal access to online content, regardless of ability, as required by law.  

Accessible content must be readable via a screen reader for users with low or no vision, must include audio and video transcripts and captions for those with hearing loss, and must use clear language and formatting. Pages must be navigable for those with impaired mobility and colorblindness.  

Ensuring that all users can access MC&FP’s digital content requires a coordinated effort involving everyone from programmers to 508-compliance testers. As a writer, make sure your content is accessible to all users, as required by law, by doing the following:  

  • Follow plain-language guidelines (as required by the Plain Writing Act of 2010).  
  • Avoid long blocks of text, which can be difficult for people with cognitive impairments and learning disabilities to understand.  
  • Use bullets, which make information easier to scan and understand.  
  • Write descriptive headings so the reader will know what to expect.  
  • Use formatting and style options for headings and subheadings so they can be recognized by screen readers.  
  • Write meaningful text when hyperlinking so users will know where the link will take them. For example, write: “Download the user guide” instead of “Click here.”

Designers shall create accessible content by doing the following:

  • Make sure the contrast between the text and its background is high enough to be read by people with low vision. For example, avoid gray text on a white background.  
  • Check for high color contrast on graphics so they can be distinguished by users with colorblindness or other visual impairments.  
  • Don’t rely on color alone to guide the user. Include labels.  
  • Tag images with descriptive alternative text for screen readers.  

For more tips on how to create accessible content, including eLearning courses and checklists for creating different types of content, see Legal and Administrative on MilitaryOneSource.mil.