Guidelines for writing in English

Introduction

These guidelines will help you write and edit texts for English speaking customers and ensures consistency in communication to our customers across all our English communication channels. It also contains a list with translations of frequently words, names and phrases.

The Netherlands Enterprise Agency uses British English grammar and spelling at B1 level. This language level is understandable for most of our English speaking customers. Research shows that higher literacy people also prefer plain English because it allows them to read the information as quickly as possible.

This is a working document so if you have any suggestions, questions, feedback or topics that should be included in this guide, please contact Debby van den Berg, Kanaal- en middelenspecialist English or email hoofdredactie@rvo.nl.

Guidelines in short

Our English speaking customers come from various cultural backgrounds and speak English at varying levels of fluency. English might be their second, third or even fourth language. Therefor write and edit your texts in British English at B1 level to make your writing as easy to read as possible and accessible to everyone.

You can read how to request a translation by joining the Intranet group Engelstalige content/ English content.

Language

We use British English grammar and spelling at B1 level, this means:

• Set your Office spellcheck to British English.
• Use simple words (plain English) and short sentences.
• Use a clear title and subheadings.
• Do not use abbreviations (afkortingen) or jargon.
• Use active sentences and avoid passive voice (lijdende vorm).
• Avoid using contractions (for example: use 'you will' and not 'you’ll').
• Check your text with the B1 English language tools.

Tone of voice

When writing content for our websites, letters, emails, social media posts or forms always keep the customer in mind. Stay professional and polite. In English the use of 'please' and 'thank you' are more frequently used compared to Dutch and it is a sign of politeness, respect and appreciation.

• Always be professional and polite.
• Do not use official language/jargon.
• Do not be too chatty, but remain human (avoid slang words).
• Use positive language.

Style, spelling and grammar

We use the same style, spelling and spelling throughout our content for clarity and consistency.

• Always use the full name the Netherlands Enterprise Agency or the Netherlands Enterprise Agency (RVO), it does not get shortened in any way.
• Write non-English non-translatable words in italic and use a short explanation of the term in English for the foreign word.
• For the spelling of countries and cities we follow the spelling as it is used in the taxonomy list for English as published by the Hoofdredactie.
• Write all numbers as figures. Try to avoid a number at the beginning of a sentence. Commas and full stops are used the other way around in English compared to Dutch.
• The date is written as follows: [day] [month] [year].
• We use the 24-hour clock and Central European Time (CET) or Central European Summer Time (CEST).
• We use different types of bulleted lists: regular, continuous sentence or short points.

Content structure, lay-out and format

• We use the same content types and content formats as on the Dutch language website, please visit our CMS for the instructions (werkinstructies) on how to structure your content.
• Put the most important information first and make sure your content is scannable.
• Do not link to a Dutch language page from an English page, if there is no other option write (in Dutch) in brackets behind the link.

Language

We use British English grammar and spelling at B1 level. This is the language level that is understandable for most of our customers. This also includes academic readers who also prefer B1 so they can read a text quickly. Our customers come from various cultural backgrounds and speak English at varying levels of fluency. English might be their second, third or even fourth language.

British English versus American English

We use British English grammar and spelling at B1 level. British English is different from American English.

How to recognise British English versus American English?

British English	American English
Organisation	Organization
Labour	Labor
Travelling	Traveling
Licence	License
Colour	Color

An easy trick to remember. British English is often the longer and more formal version:

• ou instead of o
• double ll instead of l
• double tt instead of t
• s instead of z
• c instead of s

If third parties use US spelling in their company or organisation name, then use this spelling. For example, ‘Expat Center’ or 'World Health Organization (WHO)'.

TIP! Make sure to set your Office Word spell check to British English.

B1 level English

B1 is a level of writing that most readers understand easily. It is a lower intermediate level. Research shows that people with a university education also prefer a text that is easy to read.

• Use a clear title.
• Use subheadings.
• Use simple words that everyone knows.
• Keep sentences short and clear.
• No abbreviations (afkortingen) without an explanation.
• Use active sentences and avoid passive voice (lijdende vorm).

When you write official government content, for example about laws, schemes, or subsidies, you may have to use complex (non-B1) terms. In that case, make sure to explain each term clearly and be consistent in using that term.

B1 words versus B1+ words

Many English words are familiar to us, but not to B1 readers. Use the most common and simple form.

B1 level	B1+ level
About	Regarding
Before	Prior to
Buy	Purchase
Complete	Fill in
End	Terminate
Extra	Additional
If	In the event of
More than	In excess of
Send	Forward
So	Consequently
Start	Commence
Tell	Advise
Under	In accordance with
You	Applicant

B1 - Avoid contractions

To keep the text at B1 level, avoid contractions in text and quotes. Contractions can be confusing for non-native speakers.

Use	Do not use
You will	You'll
Is not	Isn't
Cannot	Can't
Do not	Don't
They are	They're

B1 - Synonyms, the first meaning of a word

You can use synonyms to add variation and increase readability, but when used incorrectly or too often texts will confuse readers. Keep using the same term for important words: sustainable. Not: sustainable, green and eco-friendly.

Another reason to avoid using green instead of sustainable is that the first meaning of green is colour. Non-native speakers may not pick up on the meaning in the sense of sustainability.

Different words can mean the same thing. But, all words have their first, second, and third meaning that can confuse readers. To keep the text at B1 level, use the first meaning of a word whenever possible. For example:

Want to say	Use	** Do not use (first meaning)
Maximale hoogte subsidie	Limit	Ceiling (plafond)
Uitvoeren/doen	To do	Execute (liquideren)
Niet aanwijsbare regio	Place	Space (de ruimte)

Tone of voice

When writing content for our websites, letters, emails or forms always keep the customer in mind. Where possible and appropriate, address the customer directly by using 'you' in your sentences. But, do not use a turn of phrase like 'you as a restaurant owner'. Use 'If you are a restaurant owner,' or 'restaurant owners'

Always stay professional and polite. In English the use of 'please' and 'thank you' are more frequently used compared to Dutch and it is a sign of politeness, respect and appreciation. For example:

• 'Please send back your application before the deadline.'
• 'Thank you for your patience.'

Do not be too chatty, but remain human (not a faceless machine). Avoid using slang words. Language spoken on, for example YouTube channels or in films, is too informal and is not considered professional.

Keep it positive Use positive language when communicating with our customers. This way you change a negative message in a positive message.

• 'I advise you to'
• 'You can prevent this by'

Negative	Positive
If you do not send me the missing information within a week, I will not deal with your application.	Please send the missing information within a week and I will be able to finish your application.
You are unsuccessful.	You are not successful.

Avoid using double negatives:

< 'You have not been unsuccessful.'

Use of we or I

Use ‘I’ (not we) in official letters. The Netherlands Enterprise Agency legally grants subsidies on behalf of the minister therefor you have to use ‘I’ (and not we).

Style, spelling and grammar

We use the same style throughout our content for clarity and consistency.

Use of the name the Netherlands Enterprise Agency

Always use the full name of the Netherlands Enterprise Agency. It does not get shortened in any way. You can use 'we' or 'our'. Do not use the name RVO or Rijksdienst voor Ondernemend Nederland in English. You can use the Netherlands Enterprise Agency (RVO).

Foreign or non-English words

Write non-English (foreign) non-translatable words in italic. Use a short explanation of the term in English for the foreign word.

• When using laws, names and subsidies, use the Dutch term in brackets and italics after the term in English. For example: 'Environmental Management Activities Decree (Activiteitenbesluit Milieubeheer)'.
• Acronyms are generally not italicised, as they are often used throughout texts. When first introduced, write it as follows: 'During registration, we will ask for your Citizen Service Number (Burgerservicenummer, BSN.')

Countries and cities

For the spelling of countries and cities we follow the taxonomy list as published by the hoofdredactie.

TIP! The Netherlands only starts with a capital 'T' at the beginning of a sentence. Otherwise, write 'the Netherlands'. This rule does not apply to The Hague.

Use of capital letters

Some general rules on whether to capitalise words.

Use capital letter	Example
Professional and personal titles	His Majesty King Willem-Alexander
Official name of embassies and missions	The Embassy of the Kingdom of the Netherlands
Laws	Privacy Law
Title of acts and decrees	The General Administrative Law Act
Names of official documents	WBSO Quick Scan
Abbreviations for Dutch education institutions	MBO

Use capital letter	Example
Job titles	David Smith, police officer
General names for ministries, embassies, missions and such	In Dublin, the Dutch ministry was closed

Use of 'Please note'

Use ‘please note’ only if there is really something noteworthy.

Begin a sentence with Please note (bold) and the sentence that follows with a capital letter.

Please note: This manual will be updated on 28 March 2025.

Quotes

Quotes have a special function. They are personal, represent what has been said, and show emotion. Try not to change quotes. If necessary, you can:

• add punctuation;
• ums and ahems can be removed;
• bad grammar improved;
• re-write contractions.

If you are not sure of the exact wording, use indirect speech.

Quotation marks

• Use single quotation marks for the titles of 'publications' and such.
• If you quote a complete sentence, the full stop is part of that sentence and comes before the closing quotation mark: "I really cannot get my head around this."
• This is also correct if you quote a full sentence: He said, "I will not surrender."
• But, if you add the ‘he said’ part to the end of the sentence, it is: "I will not surrender", he said.
• Use double quotation marks for "quotes". When using direct speech, use a verb and comma (,) instead of a colon (:)

Do	Do not
Mr Jansen continues, "Thanks to the coaching process,"	Mr Jansen continues: "Thanks to the coaching process,"

(Official) job titles

In quotes, running texts, documents, or articles we often refer to people. Make sure to use the right format.

You cannot refer to people with only their last name without a title. Except in the case of criminals.

When	Form	Example
Introduction of a person with official job title	[job title], [first name] [last name]	Minister of Economic Affairs, Jan Jansen
Introduction of a person with regular job title	[first name] [last name]\, [job title]	Pietje Puk, school teacher
Second, third. mention of a person with official job title	[official job title] [last name] [verb],	Minister of Economic Affairs Jansen continues, "XXX"
Second, third. mention of a person with regular job title	[name] [verb],	Mr Puk continues, "XXX"

TIP! Mr, Mrs, Ms do not have a full stop. It is: Mr Smith and Ms Andrews.

Abbreviations and acronyms – afkortingen en acroniemen

Write the names of organisations, laws, decisions in full the first time, followed by the short capitalised version in brackets.

For example, European Union (EU). You do not have to share the full names of acronyms when the acronym is more known than the full name. Think of organisations such as HEMA, NS, and NASA.

Frequently used abbreviations:

• NGO
• SMEs
• AOW
• Ministry of Foreign Affairs (BZ)
• UNESCO
• the UK

TIP! Keep in mind that abbreviations of subsidies do not need ‘the’.

'You can apply for WBSO.' (Not: 'You can apply for the WBSO'.)

Hyphen (liggend streepje)

Rule of thumb: hyphenate two or more words only when used as an adjective.

Hyphenate	Do not hyphenate
A 3-year old document	I work at a startup
High-quality products	This product has high quality

The following words are often misspelled in English:

• email (without hyphen)
• small and medium-sized (only 1 hyphen)
• startup (without hyphen)

Bulleted lists

Use lists if you want to draw the reader’s attention. Lists also keep sentences short, the text scannable and highlight examples or elements.

Regular list style Start each item with a lowercase letter, and do not use a full stop at the end.

For the subsidy you will need:

• all required documents
• a declaration of independence from your local government
• completed Quick Scan

Continuous sentence

With a list that is part of a continuous sentence, put semicolons (;) after each point and start each bullet point with a lower-case letter.

If you can prove that:

• you were somewhere else at the time;
• you were not related to Mary; and
• you are over 21;

you should be all right.

Numbered lists

Use numbered lists instead of bulleted lists when the order of the items is relevant. Items in a numbered list should end in a full stop because each should be a complete sentence.

1. Delivery address.
2. Payment.
3. Confirmation.

Singular vs plural object

It is common in Dutch to write generalised statements about 'the entrepreneur' (de ondernemer), meaning 'entrepreneurs as a group'. In English, it is more common to use the plural form. See the following example:

NL	ENG Do	ENG Do not
De ondernemer is verplicht om zijn klant een factuur te sturen met de juiste gegevens.	Businessowners must send their clients an invoice with the correct information.	The businessowner must send his client an invoice with the correct information.

He/she vs they

Given the above, it follows that the generalised subject in Dutch texts often is referred to with gendered pronouns. Usually, the pronoun used is 'hij' (he) or the more inclusive 'hij/zij' (he/she).

In English, you can use the neutral pronoun 'they', even if the grammatical subject of your sentence is singular. If the gender of your subject is unknown, 'they/them' is preferable. For example:

NL	ENG Do	ENG Do not
In dit voorbeeld heeft de ondernemer recht op EIA vanwege zijn investering in maatregelen ten behoeve van CO2-reductie.	In this example, the entrepreneur is entitled to EIA because of their investment in measures that reduce CO2.	In this example, the entrepreneur is entitled to EIA because of his investment in measures that reduce CO2.

Singular v plural

Even though a country sounds plural, we treat it as singular. This goes for the United States and the Netherlands. For example 'the Netherlands is a small country'.

To refer to a specific decade, do as follows:

• In the 1970s we had a blast.
• The 1990s were fabulous.

Do not use brackets to denote one of several options. Choose 'motorbike or bike', not '(motor)bike'. Only when you want to show singular or plural this is permitted in English, for example, book(s).

TIP! There is no plural ’s in English, so write: photos, euros, NGOs, SMEs.

Numbers, date, time, measurements, currencies

The correct use of numbers, date, time, measurements and currencies is important for our customers. They do not want to miss a deadline, submit the wrong details or expect a different amount. Use the following rules:

Numbers

Write numbers as figures. Try to avoid a number at the beginning of a sentence. When using a number at the beginning of a sentence, the following word is not capitalised.

In English:

• we use commas instead of full stops to separate thousands: 1,000 or 33,647
• we use full stops instead of commas to specify decimals: 1,000.99 or 33,647.00

To shorten a large number, write: 3.5 million, not 3½ million or 3.5M

TIP! Write ordinal numbers (1st and so on) without superscript. To make sure digital devices read the number out loud correctly. Even better: write out the full word. Such as first, second up until 20.

Dates

[day] [month] [year] and when relevant add the day of the week + comma.

Examples:

• You can apply from 31 March 2024.
• The event takes place on Friday, 13 April 2024.

If you are noting a period, you generally do not repeat the same year or month, unless it is crucial for legal purposes.

Examples:

• The application period runs from 15 May to 20 April 2021.
• The event takes place from 15 to 20 August 2021.
• The law will remain in force from 30 June 2019 to 25 October 2022.

Time

We use the 24-hour clock. The Netherlands has summer and winter time. Therefore we use both Central European Time (CET) and Central European Summer Time (CEST).

Use the following rules:

• 31 July 2024 09:00 CEST
• 21 January 2024 17:00 CET
• You can apply from 1 March 09:00 CET to 1 April 17:00 CEST 2020.

Measurements

Since our readers come from all over the world we need to be clear about measurements. In the Netherlands and in British English we use the metric system as a standard. Even though we have this standard, do not forget to add the measurement to the number.

Examples:

• 41,450 km2
• 16,038 square miles (wijkt af, dus volledig)
• 50 m2
• 25%
• 90° C
• 70° Fahrenheit (wijkt af, dus volledig)

Currencies

The euro is our standard currency. To avoid confusion always mention the currency. Use the following rules:

• There should be no space between the currency sign and the number: €10,000 or US$9.99.
• The word euro (plural: euros) is written with a lower case letter.
• Specify US dollars (US$) to distinguish from Australian/Canadian dollars.
• When the options above are not suitable and you want to name the currency, use the ISO standard abbreviations (EUR, USD, GBP).

Examples:

• The costs are €1,000 for the car.
• The return was 2.7 million euros.
• Our company needs 8.6 billion GBP.

Content structure, lay-out and format

Please read the 'werkinstructies' in our CMS to find out more about how to best structure your text. The same instructions apply for English as well as the Dutch website. You can also find the instructions on how to link your English page to the corresponding Dutch page or other pages or documents.

Always put the most important information first and make sure your content is scannable.

Links

Link to English-language pages or information only. If this is not available, there are 3 options:

1. Does the link go to a web page/tool/form with mainly numbers, addresses, or other information that a non-Dutch speaker might easily understand? Use the link to the Dutch page.
2. Does the link go to a form or tool that the customer needs, for example, to apply? Use the Dutch link. Explain that you are linking to a form or tool that is only available in Dutch.
3. Does the link go to a website with essential information that the customer cannot do without? Translate the information and customise it to the English speaking customer. This means that you might have to give a more in-depth explanation.

Please note: If you link to a Dutch page, signal this to the reader by including '(in Dutch)' behind the link.

Language tools and resources

To check if your text is British B1 level we recommend the following tools:

Dictionaries

• Oxford Learner’s Dictionaries
• Collins Advanced Learners Dictionary
• Cambridge Online Dictionary

Translate and synonyms

• IATE
• Linguee
• Reverso Context
• Collins Advanced Learners Thesaurus

Spell check

• Grammarly – ask Kanaal- en middelen adviseur English for an account

B1 check

• Hemingway App
• Web FX readability test tool

Frequently used phrases, words and names

False friends

The following words in English and Dutch look similar but have different meanings:

Dutch	Correct	False friend
actueel	current	actual
declaratie	return	declaration
dispensatie	exemption	dispensation
eventueel	possible	eventual
format	form	format
realiseren	handle	realise
structureel	regular	structural
training	workshop/course	training
voordeel	benefit	profit
op de markt	on the market	in the market

Phrases

Below you find standard phrases used regularly on subsidy and information pages.

Topic	Standard phrase
Open	You can apply for this programme from 2 June 2024 until 1 July 2024.
	You can apply for this subsidy from 2 January 2024 until 30 December 2025.
Closed for now	This programme is closed for now.
	You cannot apply for this subsidy at this time.
Closed	This subsidy is closed.
	You can no longer apply for this programme.
Apply via Mijn RVO	You can apply for this programme via Mijn RVO.
	We will accept applications between 15 January 2024 and 15 March 2024.
	To apply for this programme, you need eHerkenning (level 2).
Annexes	You must attach several documents to your application.
	For more information on which documents to attach, go to the application page.
Apply	Start your application now.
	Complete your application now.
	We will accept applications between 15 January 2023 and 15 March 2024.
	To apply to this programme, you need eHerkenning (level 2).
Application with concept note	To submit an application, you must complete 2 steps:
Following your application	We will only process applications with all required documents received during the application period.
	You will hear whether your application has been approved within 22 weeks.
Progress report	You can submit a progress report or project change via Mijn RVO You can also apply for an advance or a calculation of the subsidy amount here.
Documents	You must attach the following documents:
	My application for DHI demonstration projects.
	You will receive a subsidy decision within 13 weeks of submitting your application.
	Have you applied for DHI? If so, you can ask us to calculate the subsidy amount and notify us of progress or any changes via this page.

Standard error message texts

These are suggestions for notification texts when a mandatory field is not filled or an incorrect value is entered. You can make the error message specific to the situation.

What is happening?	Notification text
De gebruiker heeft geen antwoord gegeven op een verplichte vraag.	This is a mandatory question. You must enter a response.
De gebruiker heeft geen keuze gemaakt bij een verplichte vraag.	This is a mandatory question. You must make a choice.
De gebruiker heeft een ongeldige postcode ingevuld en wil zoeken op postcode.	You filled in an invalid postcode. You must enter 4 digits. (niet gebruiken voor buitenlandse postcodes)
Plaatsnaam niet bekend en gebruiker wil zoeken op plaatsnaam.	No place names starting with those letters have been found.
De gebruiker heeft geen postcode ingevuld en wil zoeken op postcode.	The postcode is missing. You must enter a postcode.
De gebruiker heeft geen plaatsnaam ingevuld en wil zoeken op plaatsnaam.	The place name is missing. You must enter the place name.
Datum is leeg (niet gevuld).	This is a mandatory question. You must enter a response.
Datum bestaat niet.	The date is incorrect. You must enter a valid date.
De gebruiker heeft het telefoonnummer niet ingevuld. Deze controle is bedoeld om de gebruiker te bewegen toch zijn telefoonnummer op te geven.	You did not enter a telephone number, is this correct? If so, please continue. If not, enter your phone number before you continue.
Het telefoonnummer voldoet niet aan de voorwaarden. Het ingevulde telefoonnummer is ongeldig.	You have entered an incorrect phone number. Please enter the correct phone number and continue.
Het e-mailadres voldoet niet aan de voorwaarden. Het ingevulde e-mailadres bij vraag 'E-mailadres' is ongeldig.	You have entered an invalid email address. Please enter your correct email address and then continue.
De ingevulde adressen bij vraag 'E- mailadres' en 'Nogmaals e-mailadres' zijn ongelijk aan elkaar.	The email addresses you entered are not the same. Please change your email first and then continue.
Jaartal systeemdatum. Het jaartal ligt in de toekomst.	The year is in the future. Choose the current year or one in the past.
Het jaartal ligt in het verleden.	The year is in the past. Choose the current year or one in the future.
Geboortejaar ligt in de toekomst.	The year of birth is in the future. Please change your date of birth first and then continue.
De nieuwe einddatum moet in de toekomst liggen.	The end date is in the past. You must enter a future date.
Het eind van de geldigheidsperiode kan niet voor de start van de geldigheidsperiode liggen.	The end date is before the start date. You must adjust the end date.
De begindatum mag niet in het verleden liggen.	The start date you entered is in the past. Please change the end date.
De einddatum mag niet in het verleden liggen.	The end date you entered is in the past. Please change the end date.
De einddatum moet na de begindatum liggen.	The end date is before the start date. Change the start or end date.
De einddatum van de machtiging moet leeg zijn of groter zijn dan de begindatum.	The end date is before the start date. Change the start or end date. Do you not have an end date? Leave the field empty.
Een datum moet in een bepaalde periode liggen.	The date is not between …. and …. Please enter a correct date.
Een veld moet en bepaalde waarde hebben.	Enter an [amount][percentage] with [number of] decimal places.
	The [amount] [percentage] should be between […] and […].
	The [amount] [percentage] cannot be lower/higher than […].