Publication Information
Updated: 15 January 2025
Author: Nathan Boeker, M. A. Certified Plain Language Instructor
Plain language writing bridges the gap between complex ideas and the intended audience. By prioritizing clarity, conciseness, and accessibility, you can ensure your message resonates with readers, fostering understanding and engagement.
Table of Contents
Plain language writing is rooted in the idea that information should be easily understood by its intended audience. It's not just a modern trend, it's a necessity for effective communication in today's world.
Depending on your industry, you may need to adhere to plain language laws for clear communication. Whether you're crafting government documents, business reports, or academic papers, following plain language principles ensures you can create clear writing that is concise and impactful.
In the United States, the Plain Writing Act of 2010 helped generate awareness of the need for plain language in government communication. Unfortunately, the "Federal Plain Language Guidelines" is over 100 pages long and has not been updated since 2011.
We have a solution for you!
Below is our updated list of the top 20 plain language guidelines. It's based on the newer ISO 24995 standards published in 2023. In fact, it's arranged according to the 4 guiding principles of the new standards:
relevance
findability
understandability, and
usability.
The following list is our 20 best guidelines arranged according to the ISO 24495 Plain Language guiding principles:
Know your audience: Before you start writing, consider who will be reading your document. What is their level of knowledge on the subject? What are their needs and expectations? Tailor your language and style to your specific audience.
Identify the reader's purpose: Why do your readers need to know or do to be successful. Knowing what they need helps you include (and exclude) the right information.
Select an appropriate document type: When you understand your readers, their purpose, and their context (at work, on the train, at home), then you will know what type of document they will need: printed pages, website, brochure, video, etc.
Organize your information logically: Use headings, subheadings, and bullet points to break up your text and make it easier to scan.
Avoid long lists: If you have a long list of items, consider using bullet points, numbered lists, or tables for easier reading.
Keep supplementary information separate: Use appendices, bibliographies, or other formatting options to keep supplementary information separate.
Choose familiar words: Avoid jargon and technical terms (unless your audience uses them or prefers them). Choose words that are familiar to your audience.
Write short sentences and paragraphs: Long, convoluted sentences and paragraphs can be difficult to read and understand. Aim for sentences of no more than 20 words and paragraphs of no more than three to four sentences.
Use active voice: Active voice is clearer and more concise than passive voice. For example, instead of writing "The report was written by the committee," write "The committee wrote the report."
Be concise: Eliminate unnecessary words and phrases. Get to the point in the first sentence.
Use strong verbs: Verbs are the engines of your sentences. Choose strong, active verbs that convey action and meaning.
Define technical terms: If you must use technical terms, define them clearly the first time they appear.
Avoid clichés and idioms: Clichés and idioms can be confusing for non-native speakers or people from different cultures. Use clear, direct language instead.
Read your work aloud: Reading your work aloud can help you identify awkward phrasing or unclear sentences.
Get feedback from others: Ask colleagues or friends to review your work and provide feedback on its clarity and effectiveness.
Use plain language tools: Several online tools and software programs can help you analyze your writing and identify areas for improvement.
Seek plain language training: Many organizations offer plain language training courses and workshops. Consider attending one to enhance your skills.
Proofread carefully: Typos and grammatical errors can undermine your credibility. Proofread your work carefully before submitting it.
Test your document: Conduct a usability test. Ask someone from your target audience to read your document and provide feedback. This will help you identify any areas that are unclear or confusing.
Revise and improve: Based on the feedback you receive, revise and improve your document until it is clear, concise, and effective.
Use conversational pronouns: When appropriate, use personal pronouns such as "you" and "we" to create a more conversational tone.
Use examples and analogies: Examples and analogies can help illustrate complex ideas and make them easier to understand.
Use media: Charts, graphs, and images can break up your text and make it more understandable.
Consider the format: The format of your document can also affect its readability. Use white space, clear fonts, and appropriate headings and subheadings.
By incorporating these guidelines into your writing process, you can further refine your communication and ensure that your message is clear, concise, and effective.
Remember, the goal of plain language is to empower readers with information, not to confuse or exclude them.
Government Communication: In the United States, the Plain Writing Act of 2010 mandates that federal agencies use clear government communication that the public can understand and use. This has led to a significant shift towards plain language in government documents, hopefully making them more accessible to citizens.
Business Writing: Plain language is essential in business writing. Clear and concise communication improves efficiency, reduces misunderstandings, and enhances customer satisfaction.
Academic Writing: While academic writing may require a certain level of formality, plain language principles can help complex ideas more easily understood by the reader.
Technical Writing: Technical documents, such as user manuals and instructions, benefit from plain language. Clear and concise writing helps users understand and use complex products and services more easily.
Legal Documents: Most legal documents benefit from the use of plain language. Plain language documents help avoid misunderstandings for the target users.
The 20 best plain language guidelines discussed above provide a solid foundation for clear and effective writing.
By adhering to these principles, you can ensure that your message is understood by your intended audience, regardless of their background or level of expertise.
Remember, plain language is not about dumbing down your content; it's about making it accessible to everyone. So, embrace the power of plain language and unlock the full potential of your communication.
PlainLanguage.gov (USA)