Writing in Plain Language

Plain language is writing that is easy to read and understand. 

Plain language makes content more accessible to everyone, and it can be used in different contexts. 

Best Practices

Anyone can learn to use plain language. Make your writing more understandable by using these tips:

  • Be concise
    • Use short paragraphs and sentences
    • Use bulleted lists
  • Be organized
    • Organize content logically
    • Use headings to break up long sections and create structure
  • Be direct
    • Use active voice
    • Lead with the main point
  • Be clear
    • Use literal language
    • Provide examples
  • Use common words
    • Use common words with fewer syllables
    • Define words that may be unknown
  • Define acronyms, abbreviations, and jargon
    • Define these terms in context
  • Use a readability checker 
    • The Hemingway Editor and similar tools give a reading level score
    • Adjust your writing to get a better score

Examples

Almost all writing can be improved with the techniques of plain language. There is more than one way to rewrite something in plain language.

  • Original
    • It is important to consider your audience when writing. Different audiences will have different background knowledge and needs. A public-facing website will have a different audience than documents for a course.
  • Plain language
    • Consider your audience. People have different needs and backgrounds. The people who read a public website are different than the people who read course materials.
  • Original
    • This program promotes efficient water use in university facilities and programs by offering a simple way to make purchasing decisions that conserve water without sacrificing quality or product performance.
  • Plain language
    • This program helps people at the university buy products that use less water, without sacrificing quality or performance.
  • Original
    • All candidates must complete the application in full, and the application must be received by our office no later than the date of August 1st.
  • Plain language
    • Submit your application by August 1st.

Benefits of Plain Language

Plain language makes reading easier for many people. In particular, plain language benefits people who:

  • Have disabilities that affect cognition or memory
    • This includes cognitive, intellectual, mental health, and learning disabilities
  • Use technology tools to read text out loud
  • Have different literacy levels, or are working in a non-native language
  • Are reading while distracted, hurried, tired, or stressed
  • Don't already know about the topic
  • Are neurodivergent
  • Have visual impairments

When to Use Plain Language

The principles of plain language can be used in any context. 

Consider Your Audience

People have different needs and backgrounds. The people who read a public website are different than the people who read course materials.

Academic Writing and Plain Language

A common myth is that plain language is incompatible with complex, technial, or academic subjects. Complex topics can be clearly communicated in plain language without losing substance. 

Before and after plain language examples demonstrate how scientific and technical documents can be translated into plain language. In academic contexts, plain language can help when writing summaries, communicating to students, writing for the public, or just improving readability.

Plain Language Versions

Plain language can serve as an alternate version to a long or complex document. When using this approach, the documents should communicate the same content, just using different language.A plain language version has the meaning of the original document written in a more accessible way.

Resources

Learn About Plain Language

Examples of Plain Language

Tools for Writing in Plain Language