Plain language is writing designed to ensure the reader understands as quickly, easily, and completely as possible. Plain language strives to be easy to read, understand, and use. It avoids verbose, convoluted language and jargon. In many countries, laws mandate that public agencies use plain language to increase access to programs and services. The United Nations Convention on the Rights of Persons with Disabilities includes plain language in its definition of communication.
Definition
Most literacy and communications scholars agree that plain language means: "Clear and effective communication" (Joseph Kimble) "The idiomatic and grammatical use of language that most effectively presents ideas to the reader" (Bryan Garner) "Clear, straightforward expression, using only as many words as are necessary. It is language that avoids obscurity, inflated vocabulary and convoluted construction. It is not baby talk, nor is it a simplified version of ... language." (Dr Robert Eagleson) "A literary style that is easy-to-read because it matches the reading skill of the audience" (William DuBay) "Language that is clear, concise and correct" (Richard Wydick) "Language that allows readers to make an informed decision about the content because it considers their literacy levels, cognitive abilities, contexts, wants, needs, attitudes and challenges." (Candice Burt)
Plain language focuses on ways of writing a text so that it is clear, concise, pertinent, efficient, and flows well for the reader. The Center for Plain Language states that: "[a] document, web site or other information is in plain language if the target audience can read it, understand what they read, and confidently act on it". Writing in plain language does not mean oversimplifying the concepts, but presenting the information in a way that makes it easier to understand and use by a wider audience. Texts written in plain language are still formal, but are easier to read and inspire confidence for the reader.
Using plain language in communications ultimately improves efficiency, because there is less ambiguity for the readers, and less time is taken for clarifications and explanations. Clear communication improves the user's experience with the organization, ultimately creating trust in the company.
Guidelines and tips
Writers who wish to write in plain language must first and foremost consider their target audience. This should influence what information is included in the text and how it is written. Different audiences have different needs, and require different information. When writing, it is important to consider what the target audience needs to accomplish, and what and how much information they need to complete it. The needs of the target audience will also affect the chosen vocabulary: writing for someone in the same field as the author is different from writing for someone whose native language is not English.
Provide informative headings, topic sentences, and frequent summaries to help orient the reader. For complex documents, create a comprehensive table of contents.
Organize the text logically: the most important information should be mentioned first, in the text as a whole and in every individual paragraph. Headings help the reader skim the text more rapidly to find what they're looking for. Sentences should be kept short, and only include necessary information. A long, verbose sentence tends to present too much information at once, and blurs its main point. The text should be direct and concise, and have an easy flow to it.
The chosen vocabulary must remain simple and familiar. Everyday language should be favoured against acronyms, jargon and legal language. Plain language favours the use of the verb form of the word, instead of the noun form. To increase clarity, use the active voice, in which the subject does the action of the verb. Sentences written in plain language have a positive construction and address the reader directly.
Writing in plain language also takes into account the presentation of the text. It is important to choose a font that is easy to read, and set it to an adequate size. Sentences written in capital letters are harder to read because the letters are less distinguishable from one another. Simple design elements like leaving white spaces, using bullets, and choosing contrasting colours encourages a user to read the text and increases readability.