Part 2: Why you should use plain language in your business

Photo by Andrew Pons on Unsplash

​Related articles:
Part 1: What is plain language?
Part 3: How to write in plain language 

We are used to seeing plain language in government publications and information. Think of all the information we received daily during the Covid-19 pandemic. It was clear and easy to follow.

To ensure that all information written for the public is always clear easy to understand, the Plain Language Act was passed in New Zealand in October 2022. On the New Zealand Legislation website, the explanatory note says that the act “promotes the use of plain English in official documents and websites. Comprehensible information from government organisations is a basic democratic right. Plain language ​must become the standard for all official public and private communication in New Zealand.”

​​However, government departments are not the only organisations that should use plain language. Plain language can be used in communication with a company’s staff and clients, or with the general public.

There are benefits of using plain language to the reader (your clients and potential clients), and to your business or organisation.

The benefits of plain language

By using plain language writing in your business communications, your reader will be able to focus on the message rather than have to pick through the words. This benefits the reader, and if the reader is able to understand the message more easily, this then flows on to benefits for your business.

The benefits of using plain language:

• It gets your message across in the shortest time possible.
• More people are able to understand your message easily.
• It creates a positive image of your business.
• You will provide a better service to your clients.
• It increases satisfaction among clients and staff.
• It saves time and money by
  • streamlining procedures and paperwork
  • readers understanding your documents more quickly
  • readers calling less often for explanations and making fewer errors when filling out forms
  • readers complying more accurately and quickly with requirements.

 
Besides the practical benefits listed above, using plain language to ensure that your readers understand your content is a sign of respect. Your reader is more likely to feel important to you if they can easily read your information.

And if your reader is engaged and can easily understand your message, they are more likely to engage with your business.

In short, plain language is good customer service, good for your business, and makes life easier for the public.

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.
​