Breadcrumb knowledge portal using plain language Using Plain Language What Is Plain Language? Plain language is one element of clear communication. It means you are communicating with your audience in a way that’s understandable and direct. Writing in a way so readers can: Understand the first time they read it Find what they need Understand what they find Use what they find to meet their needs Why Should You Use it? Best way to communicate effectively (Effective communication) Focused on your reader's needs (Reader Focus) Readers are more likely to understand your intended meaning (Reader Comprehension) Readers are less likely to ask for explanations (Fewer Reader Questions) Makes government services more accessible (Accessible Government) Readers can trust the government more (Trust in Government) Before You Start... Know your purpose. Is your purpose “to inform the reader”? Think again. Most informative writing is actually meant to be persuasive, too. For example, besides informing your readers about their risk for heart disease, do you want to persuade them to get their cholesterol checked? How to Use Plain Language Write for your AudienceOrganizeChoose Words CarefullyBe Concise ToneDesignWriting for the WebPlain Language Checklist Write For Your Audience Use language the audience will understand Use language your audience understands and feels comfortable with. Focus on what users want to know The best way to grab and hold someone’s attention is to figure out who they are and what they want to know. Guide them through the information Who is my audience? What does my audience already know about the subject? What does my audience need to know? What questions will my audience have? What’s the best outcome for my agency? What do I need to say to get this outcome? Use pronouns to speak directly to the reader State in the beginning of the document who the audience is. For example: “This regulation tells you, the loan applicant, how to secure a loan.” Back to Top Organize Make it easy to follow Main point should be at the front of the document (BLUF) Followed by chronological or pyramid (important to least important) Include only the details your readers need to understand your message. Add exceptions to your message only if they are important Use Headings Types of headings: Question Headings Statement Headings Topic Headings Have a Topic Sentence Readers want to skim your document, stopping only for what they want or need to know. You can help them by giving each paragraph a good introduction. Readers should be able to get a good general understanding of your document by skimming your topic sentences. Use Lists Always use a lead-in sentence to explain your lists Make sure each of the bullets in a list can make a complete sentence if combined with the lead-in sentence. No more than 7 items on a list (if longer, make it into 2 or more smaller lists) Back to Top Choose Words Carefully Use simple words and phrases When you’re making word choices, pick the familiar or commonly used word over the unusual or obscure Avoid hidden verbs Verbs are described as noun phrases. Usually longer than the actual verb form) Take the verb out and use it in the correct tense Avoid jargon Technical language Work jargons Minimize acronyms If you must use them, state the term in parentheses after the first time you use it Back to Top Be Concise Keep sentences short Keep it short. The average length of your sentences should be 20 words or fewer. Keep it simple. Cover only one idea per sentence and one theme per paragraph. Take out the padding. Words like very, really, actually, and carefully usually don’t serve any purpose. Be direct. Get to the point; don’t wander around first. Write short paragraphs Limit each paragraph or section to one topic to make it easier for your audience to understand your information. Each paragraph should start with a topic sentence that captures the essence of everything in the paragraph. No more than 7 lines long. Write short sections Short sections break up the material so it appears easier to comprehend. Short sections also help you organize your thoughts more effectively. Back to Top Tone Keep it conversationalGet the tone right Make your document something that your audience wants to read. Stop and hear what you’re writing from their point of view. Would somebody in your audience want to read it? Would you? Use active voice Active voice makes it clear who is supposed to do what. It eliminates ambiguity about responsibilities. Back to Top Writing For The Web Expect users to skim and scam Users can decide in as little as five seconds whether your site is useful to them. Users often scan pages in an F pattern focusing on the top left side of the page, headings, and the first few words of a sentence or list. On average, users only read the first two words on each line. Avoid FAQ’s If you write clear web content that is easy to navigate and answers your readers questions, you will not need to create a FAQ. FAQs often cause your readers more frustration. Avoid PDF'sIf you must use a PDF, write a short summary of its content so readers can decide if they want to open it Naming Links Describe content so readers can decide whether to jump to the new page Back to Top Plain Language Checklist Click to view a PDF version of a Plain-Language Checklist