Plain Language

The use of plain language as a movement towards simpler and clearer writing can be traced back over one hundred years in the U.K. The modern movement took hold in the 1970s when the practice spread to the U.S., Canada, and Australia. Plain language was first used to make documents issued by financial, legal, corporate, and government institutions more accessible to people with a wide variety of literacy levels.

In 2013, PLAIN (the association for plain-language professionals) crafted the following “catch-all” definition:

“A communication is in plain language if its wording, structure, and design are so clear that the intended audience can easily find what they need, understand what they find, and use that information.”

Over time, a set list of guidelines was formed. The principles just make for good, sound writing, so I thought I would share twenty of the most useful guidelines:

Style and grammar

§  Over the whole document, make the average sentence length 15-20 words.

§  Use straightforward, easy-to-understand words (e.g., “use” instead of “utilize,” “find out” instead of “ascertain”), and avoid jargon.

§  Use only as many words as you really need.

§  Prefer the active voice (it’s easier to determine the subject of the sentence) unless there is a good reason for using the passive voice.

§  Use clear, crisp, lively verbs to express action in your document, and avoid using noun strings.

§  Use vertical lists to break up complicated text.

§  Use positive language for your points when you can.

§  Reduce cross-references to a minimum.

§  Put accurate punctuation at the heart of your writing.

§  Try to avoid sexist language (e.g., “police officer” instead of “police man”).

§  Use proper grammar.

§  In letters and emails, avoid stuffy first sentences and formulaic finishes.

Preparing and planning

§  Plan before you write.

Organizing your information

§  Organize your information so that readers can grasp the important information early and navigate through the document easily.

§  Consider different ways of setting out your information.

Plain Language for emails, websites, instructions, documents

§  Take as much care with your emails as you would with the rest of your writing.

§  Devote special care to producing lucid and well-organized instructions.

§  Don’t waffle on the web—put the big news early and make the style and structure punchy.

Layout

§  Use clear layout to present your words in an easily accessible way.

Proofreading

§  Check your communications before sending them to your editor, and definitely before your readers see them.

The Oxford Guide to Plain English, Martin Cutts, 2014 (4th edition)