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First Published: 3 September 2024
Author: Nathan Boeker, M. A. Certified Plain Language Instructor
Why Should I Write for Grade Level 8?
According to the U.S. Department of Education's National Assessment of Adult Literacy, 43% of the U.S. population has low literacy.
If you need to communicate with a broad audience, most people can read text at grade level 8. This grade level may be ideal for your audience.
In this article we demonstrate how to craft plain language writing that meets your audience's needs and then evaluate it using tools like Readable.
How to Create Documents for Grade Level 8
Creating documents tailored for an 8th-grade reading level isn't just for educators or those working with children. Professional adults also benefit from materials that are clear, concise, and easy to understand.
Whether for educational purposes, health literacy, or simplifying complex information, here's how to craft such documents:
1. Understanding the Purpose
Before you start writing, define the purpose of your document. Are you explaining a complex concept, providing instructions, or sharing information? Knowing this will guide your structure and content.
2. Simplify Language, Not Content
Vocabulary: Use straightforward language. Avoid jargon or explain it clearly when it's unavoidable.
3. Use Active Voice
Use active voice to make sentences clearer and more direct. For example, "The committee made the decision" instead of "The decision was made by the committee."
4. Optimize Sentence Structure
Length: Keep sentences short. Aim for an average of 15-20 words per sentence. This helps in maintaining clarity and preventing reader fatigue.
Variety: While short sentences are key, varying sentence length can keep the reader engaged. Introduce occasional complex sentences for flow but ensure they're not convoluted.
5. Content Organization
Logical Flow: Structure your document with a clear beginning, middle, and end. Use headings and subheadings to guide the reader through different sections.
Bullet Points and Lists: When listing information or steps, use bullet points or numbered lists. This breaks down information into digestible chunks.
6. Engagement and Retention
Analogies and Examples: Use analogies that are familiar to most adults to explain new concepts. Real-life examples can make abstract or complex information more tangible.
Visuals: Incorporate charts, graphs, or images where they can convey information more effectively than text. Ensure these visuals are simple and directly related to the text.
7. Accessibility for All Readers
Font and Layout: Choose readable fonts, use a size that's easy on the eyes (typically 12-14 point), and ensure there's enough white space. This reduces cognitive load and makes reading less daunting.
Contrast: Ensure there's high contrast between text and background for better readability, especially important for readers with visual impairments.
8. Adult-Focused Engagement Techniques
Interactive Elements: If possible, include questions or prompts for reflection. Adults learn better when they can interact with the material or relate it to their own experiences.
Summaries: At the end of sections or the document, provide summaries. This reinforces learning and aids in retention.
9. Testing and Feedback
Readability Tests: Use software to check the reading level. And also test your document with actual readers. Feedback from a diverse group can highlight areas for improvement.
Iterate: Based on feedback, refine your document. Adult learners, like any audience, appreciate materials that evolve based on user input.
10. Tone and Approach
Respectful Tone: While simplifying content, maintain a tone of respect. Adults can detect condescension, which might disengage them from the material.
Motivation: Explain why the information is beneficial. Adults are often more motivated to learn if they understand the practical application or benefit of the knowledge.
Crafting documents at grade level 8 for adults involves a delicate balance of simplification without dilution of content. It's about making information accessible, engaging, and useful.
By focusing on clear language, structured content, and inclusive practices, you can create documents that not only inform but also empower adult readers. This facilitates better understanding and application of the knowledge shared.
Remember, the goal is to make complex information not just understandable but also actionable for your audience.
How do I Assess my Document's Grade Level?
Discover the Flesch-Kincaid Grade Level
Developed in the 1970s by Rudolf Flesch and later refined with John P. Kincaid for the U.S. Navy, the Flesch-Kincaid Grade Level test is a widely used readability metric. It assesses the level of education someone would need to easily read and understand a piece of text. The formula involves measuring sentence length, complexity, and word length:
The result corresponds to a U.S. grade level, making it a popular measure for American educators and writers.
Why is it Important for Plain Language Documents?
Here are the top 6 reasons:
Accessibility: Plain language aims to make information accessible to everyone, regardless of their literacy level. By adhering to a lower Flesch-Kincaid Grade Level, documents become understandable to a broader audience, including those with reading difficulties or non-native speakers.
Legal and Compliance Requirements: Many governmental and legal bodies now mandate that certain documents, like consumer contracts, medical instructions, or public information, must be written in plain language. The Flesch-Kincaid test helps ensure these documents meet regulatory standards for readability.
Effective Communication: The clearer a document is, the less likely it is to be misunderstood. This reduces errors in settings like healthcare, where misunderstanding instructions can have serious consequences.
Education: For educators, matching reading materials to students' grade levels ensures that learners are not overwhelmed or under-challenged, facilitating better comprehension and learning outcomes.
User Experience: In digital content, readability affects user engagement. Websites, manuals, and product information that score well on readability tests tend to retain readers longer, improving user satisfaction and potentially increasing conversion rates.
Web Pages and Online Content: Search engines favor content that is easy to read because it typically provides a better user experience. While not a direct ranking factor, improved readability can lead to longer site visits, lower bounce rates, and thus, indirectly boost SEO.
Challenges and Considerations of Flesch-Kincaid
While the Flesch-Kincaid Grade Level is useful, it's not without limitations:
Context Ignorance: The formula doesn't understand context or the complexity of ideas, only structural elements like sentence length and syllables. Complex ideas might need simpler presentation, but the test doesn't evaluate the conceptual difficulty.
Not Universal: This metric is tailored for English and might not translate well to other languages with different structures and complexities.
Over-simplification: There's a risk of oversimplifying content to the point where it loses nuance or necessary detail, which can be counterproductive in technical or academic writing.
Conclusion
The Flesch-Kincaid Grade Level remains a cornerstone in the pursuit of clear communication through plain language. By understanding and applying this tool, creators of content can ensure their messages are not just heard but understood by their intended audience. However, it should be used as part of a broader strategy for effective communication, considering the depth of content alongside its readability. In an increasingly information-saturated world, the ability to communicate plainly and effectively is not just helpful; it's necessary.
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