Why Your Readability Score Matters

By: Robert F. Abbott

Article Summary: It's one thing to write and send your message to an audience. It's quite another to get the response you want. And, to get that response, your audience needs to be able to read your message, and to understand it. You need to write at the right level, and to do it consistently.

Using a readability index is the quickest and easiest way to achieve thos goals. A readability index measures how easy it is to read and understand what you've written. Normally, it's measured in grades, as in Grades 1 through 12 in North American high schools.

For example, the original draft of this article scored 9.08 on the Flesh Kincaid Grade level index. In other words, a person with a Grade 9 education should be able to understand it. Other indexes might give a different score, but generally they will be in the same range.

Fortunately, we usually don't have to go far to get readability tests. Many word processors include them, and if not, you can go online. Simply visit your favorite search engine and type in the words "online readability" or "online readability tests". You should find a number of them.

Most scoring programs and services will give you more than a readability score. Usually they provide information about the average length of words and sentences, and what proportion of your verbs are passive. That's important, because this information will help you bring down your score. Bring down the grade level by shortening sentences and replacing longer words with shorter words. For even more readability, replace passive verbs with active verbs.

Which one you choose doesn't really matter that much. If nothing else, take the one that's most convenient and use it regularly.

There is no perfect score; it generally depends on your audience. If you're writing for professionals, for example, it may be okay for your score may come in high. If you're writing for a general audience, aim for Grade 12 or lower. A few grades lower would be even better, of course.

Once you've found a readability scoring program or service you like, use it regularly, to build consistency. If your scores come in too high, shorten sentences and shorten words until the score is where you want it. Over time, of course, you'll find it easier and easier to hit the grade level you need. At the same time, you'll be increasing your communication skills and helping your readers, too.

Next, go to the business writing ideas page, or visit our home page Communication Skills .

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Why Your Readability Score Matters, Copyright Robert F. Abbott 2009