Plain language

What is plain language?

Plain language is writing that is clear, direct and easy for your audience to understand the first time they read it. Its purpose is to make information accessible to everyone, including people with language barriers or cognitive challenges. Using plain language improves user experience and helps ensure your message gets across quickly and effectively.

Key principles of plain language

1. Know your audience

  • Write for your intended readers. Use words and terminology they are familiar with.
  • Aim for an 8th or 9th-grade reading level-most people prefer information that is simple and straightforward, even if they can understand more complex language.
  • Put the most important information first so readers can easily find what they need.

2. Keep it concise

  • Use short sentences and paragraphs. This makes text less intimidating and easier to scan.
  • Cut unnecessary words, adverbs, and modifiers. For example, avoid words like “very,” “really,” or “generally.”
  • Eliminate redundant phrases, such as “past memories” or “true facts”.
  • Watch out for hidden verbs. Use direct verbs instead of turning them into nouns (e.g., say “apply” instead of “complete an application”).

3. Organize and structure content

  • Use clear, descriptive headings to guide readers.
  • Break up text with bullet points or numbered lists where appropriate.
  • Group related information together and use white space to make the page less overwhelming.

4. Use active voice

  • Prefer active voice over passive voice. In active voice, the subject does the action (“The manager approved the request”), which is clearer and more engaging than passive voice (“The request was approved by the manager”).

5. Choose positive language

  • Frame instructions and information in a positive way. Instead of telling readers what not to do, focus on what you want them to do.
  • Avoid double negatives and complicated exceptions, which can confuse readers.

6. Avoid jargon

  • Steer clear of technical terms or specialized language unless you are certain your audience understands them.
  • Use a conversational but professional tone.

Examples

Before (Complex)After (Plain Language)
Complete an application for payment.Apply.
Make a payment of $100.Pay $100.
No program approval may be implied in the absence of the Chair’s approval.You must have the Chair’s approval for your program.
Applicants may not submit samples, except on Tuesdays.Applicants may submit samples on Tuesdays.

Why use plain language?

  • It makes content accessible to a wider audience.
  • It saves time for both writers and readers.
  • It reduces misunderstandings and errors.
  • It improves trust and satisfaction with your communication.

Resources for writing in plain language