Tip Sheet: Plain Language

These days, people are busier than ever. If they have to read any part of your message more than once to understand it, chances are they will not!

Plain language is not about "dumbing things down." It's about communicating in a way that your reader understands. It's about writing so that your information is easy to read, easy to understand and easy to use.

You want your message to reach the reader without misunderstanding. It should be crystal clear!

Before you start writing, ask yourself:

  • What information do I want to communicate?
  • What is the purpose of my writing? (to inform, to convince, to explain, to report, to ask)
  • Who is my reader? (ability, literacy level, interest, motivation, background knowledge)

The answers to these questions will help you focus on your key information, decide on your writing style and target your audience. Now you are ready to begin!

Here are 10 easy steps to help you along the way:

  1. Start with the most important information—just as a journalist would—and present the information logically. Use subheadings to help make information easier to find.
  2. Use everyday language. Imagine you are writing to a friend. If you must use technical terms, jargon or acronyms (and let's face it, sometimes we cannot avoid them), introduce or explain the terms the first time you use them.
  3. Use the active voice and avoid the passive voice, unless it is appropriate. In the active voice, the subject in the sentence is the doer; in the passive voice, the subject is the receiver of the action. For example, instead of "It was decided to cancel the program" try "The committee cancelled the program." The active voice is straightforward, easier to understand and less wordy.
  4. Speaking of wordiness. . . Avoid unnecessary words. Unless you are writing a best-selling novel, avoid using strings of extra adverbs and adjectives!
  5. Use strong, active verbs. For example, instead of "He was responsible for writing the report" try "He wrote the report." The result is more powerful.
  6. Write directly to the reader. Use I, you and we.
  7. Don't be afraid to cut out unnecessary information. Ask yourself what your reader needs to know. For example, if you are writing a message about a new policy, explain how it will affect your readers, rather than writing about its history. Unnecessary details only increase the chances that your message will not be read!
  8. Use short, simple sentences and point form where possible. For example, instead of "The high cost of operating a child care centre may prove to be a disincentive to employers contemplating supporting employee child care needs". . . (ooof!) . . . try "Employers may not offer a child care centre to their employees because it costs too much to run." Simpler and to the point!
  9. Use examples to clarify complicated issues.
  10. Leave time to edit. It's also a good idea to ask a colleague to look over your document. A fresh set of eyes can spot areas that might be unclear or help you remove unnecessary information.

For further information and examples on how to write in plain language, please visit the Translation Bureau's website or Plain Language Association InterNational.