Plain language

The dos and don'ts of plain language

Communication is key to success and well-being in nearly every aspect of life. It’s the foundation of connection and collaboration in personal and professional environments. It helps us build relationships, resolve conflicts and express ourselves.

Plain language makes your communication accessible to the widest possible audience.

What is plain language?

Plain language is an accessible way to communicate. It uses different techniques to simplify your message. This makes it easier for your audience to understand your message the first time they read it or hear it.

It uses everyday words in short, concise sentences that are:

• reader/listener-centered
• well organized
• focused on a single topic.

It can be used for written communication like emails, websites and letters. It can also be used for spoken communication such as conversations, speeches and demonstrations.

Why is plain language important?

Plain language is important because it makes information more accessible. This is a universal concept, meaning it helps all people – not just people with disabilities – better understand what they’re reading or listening to.

Using plain language leads to:

• better comprehension by making it easier to process information
• increased engagement and trust through transparency that builds confidence
• better efficiency by cutting out follow-up questions and re-explaining information
• equal access to information through language the widest audience can easily understand.

You can use it with People First Language to help ensure your messaging is accessible AND inclusive.

The dos and don’ts

There are a few easy steps you can take to ensure you’re using plain language.

You should always:

• write at the 6-8 grade reading level for general audiences
• organize your message in a logical way
• use headings, bullet points, progressive steps, tables or graphics when needed
• write clearly in active voice
• use correct grammar, spelling and punctuation
• use common, everyday words in short sentences and/or paragraphs
• review your content for clarity and remove any mistakes or typos.

You should not:

• ignore your intended audience and their needs
• use jargon, technical terms or long, complex sentences or paragraphs
• be vague or use language that can be interpreted in different ways
• use passive voice
• use poor formatting and structure
• add or focus on unnecessary details.

Examples

To help get you started, here are some examples of words that have been simplified using plain language:

Here are some examples of phrases that have been simplified using plain language: