Part 1: What is plain language?

Image by Arek Socha from Pixabay

​Related articles:
Part 2: Why you should use plain language in your business.
Part 3: How to write in plain language.
 
Plain language, or plain English, is a way of writing and using layout design to make your message as easy to understand as possible. It's user-friendly writing.
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Plain language can

• help your readers understand your message quickly and easily
• help your clients trust you
• help your employees work more efficiently.

What is plain language, and what is it not?

ISO International Standard on plain language says that "plain language is communication that puts readers first. It considers:
— what readers want and need to know;
— readers’ level of interest, expertise and literacy skills;
— the context in which readers will use the document."

You might have content that is beautifully written, grammatically correct and unambiguous, but is still difficult for the reader to read and understand. This isn't good for the reader, as they can't use the information quickly and easily, and it's also not good for you, as your message isn't getting to your readers efficiently.

Plain language techniques make written information clear, accurate and accessible.

But, plain language writing is not just about simple words and short sentences, and it doesn't mean you can't use complex sentences and words if they are appropriate and can be understood by your reader. 

Plain language doesn't dumb down the message or talk down to a reader, and it is not necessarily informal.

​It simplifies the way the content is expressed, but it doesn't simplify the message. It keeps the reader’s needs ahead of the writer’s desire to impress and embellish.

And plain language techniques are not just about the words, but also whether the structure and design are clear so that readers can easily find what they need, understand it, and then use that information.

​Plain language can be used in government and business documents, health information, business marketing, internal communication, and even legal documents. 

When it's important for your readers to easily understand and use your content, then it's best to use plain language.

Examples of plain language writing

The most obvious example to use of a document that is difficult to understand is a legal document full of terms that are no longer used (or were never used) in normal spoken or written English. Most of us will have read, or attempted to read, one at some point.

The problem is that without a lawyer’s interpretation, we may not understand what we are signing, and even with a lawyer’s help, the language makes it more difficult to remember and to use to make decisions.
 
Here is an excerpt from a will:
In witness whereof, the parties hereunto have set their hands to these presents as a deed on the (day, month and year) hereinbefore mentioned.

Which simply means:
Signed on (date).

But there are less obvious examples of times when plain language would be useful. It could be a document that provides instructions from an authority, such as a health authority or local council, a company that provides services, or a business communication that gives information to staff.

Here are some more examples:

BEFORE
Apply if you are aged (65 years old or older), blind, or disabled and have low income and few resources. Apply if you are terminally ill and want to receive hospice services. Apply if you are aged, blind, or disabled; live in a nursing home; and have low income and limited resources. Apply if you are aged, blind, or disabled and need nursing home care, but can stay at home with special community care services. Apply if you are eligible for care and have low income and limited resources.

AFTER
You may apply if you are:

• terminally ill and want hospice services
• eligible for Medicare and have low income and limited resources
• over 65 years old, blind, or disabled and have low income and few resources and you
  • live in a nursing home
  • need a nursing home care but can stay at home with special community care services.

 
​BEFORE
The application must be completed by the applicant and received by the financial office by 1 June.

​AFTER
We must receive your application by 1 June.
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In both these examples, the reader needs to understand the message and take action.

Therefore, the text needs to be

• clear
• easy to understand
• easy to remember.

Using the principles of plain language can help your readers, which in turn helps your business.

What next?

​If you are writing a document or book in plain language and this all sounds too overwhelming, I can help. 

As a business editor and plain language specialist, I will help you publish better business and government content so that 

• your readers understand your message
• your business works more efficiently
• your clients trust you.

Contact me today to discuss how I can help you achieve your goals with clear, professional writing.
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