Communications about the use of Latin or archaic words

Request

Please note that I am only interested in information generated since 1 January 2024.

1. During the aforementioned period has the National Archives written to and or communicated with any of its employees about the continued use of Latin words, and or Latin terms and or Latin phrases and or foreign language words and or foreign language terms and or foreign language phrases in their internal and or external communications and the need to avoid these Latin and or foreign language words, terms and phrases. This correspondence and communication may also include guidance on what words, terms and phrases to avoid and what to replace them with. If the answer is yes, can you please provide a copy of this correspondence and communication together with any examples of words and phrases to avoid.
2. During the aforementioned period has the National Archives written to and or communicated with any of its employees about the continued use of other words, terms and phrases it considers archaic and the need to use substitutes for these words, terms and phrases. This correspondence and communication may include guidance on what words, terms and phrases to avoid and what to replace them with. If the answer is yes can you please provide a copy of this correspondence and communication together with any examples of words and phrases to avoid.

Outcome

Information provided.

Response

The National Archives’ editorial style guide includes a section on avoiding jargon and using plain English, which recommends trying to avoid archaic language. We have included the relevant section below.

'As a government department, we’re committed to using plain English and avoiding jargon. Any group of people working together will develop their own specialised, shared vocabulary and The National Archives is no exception. This isn’t a problem, until we are trying to communicate with those outside of our own group, when our shared vocabulary starts to sound like jargon. You need to tailor your message to the audience you’re writing for, but remember that many people will not be familiar with a lot of the words and phrases we use.'

'Using plain English means writing with the reader in mind and making your message clear and concise. The first rule of writing is to know what you’re trying to say, and to keep it simple, using everyday English where possible. Vary sentence length, but do try to keep sentences short. (If the majority of your sentences include more than 15 to 20 words, you need to look again at sentence lengths.) And try to use active rather than passive verbs where you can. ‘The Minister gave a speech’ is better than ‘A speech was given by the Minister’. Tell people who did what, in that order. Also, try to avoid archaic language, for example use among not amongst, or while not whilst.'

An earlier version of the guide was released as part of an FOI request in 2022, and can be found on our website here: