A Practical Guide to Plain Language
Writing that the intended reader can find, understand and act on the first time they read it, using common words, short sentences and a clear structure.
Dana Whitfield
Why does it matter?
Readers scan web pages rather than reading every word, and plain language is how the US federal government requires its own public documents to be written.
What are the numbers?
- Plain Writing Act of 2010 requires federal agencies to use plain language in public documents
- Federal Plain Language Guidelines write for the audience, prefer active voice, short sentences and common words
- Addressing the reader the guidelines recommend speaking to the reader as you
- How people read online most people scan pages for the words they need
What should I do?
- Start with what the reader needs to do or know
- Use headings that say what each section covers
- Keep sentences short and one idea to a sentence
- Replace jargon with everyday words, or define it on first use
- Test the text with people from the real audience
What should I avoid?
Avoid:
- Long introductions before the main point
- Passive voice that hides who does what
- Internal terms and acronyms readers do not know
- Dense paragraphs with no headings or lists
When should I get help?
Short answer Bring in help when customers keep asking questions your content already answers, or when legal, financial or health information must be rewritten for the public.
Where this comes from
- PlainLanguage.gov — Federal Plain Language Guidelines
- PlainLanguage.gov — Plain Writing Act of 2010
- Nielsen Norman Group — How users read on the web
The figures and practices above come from the sources listed.
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