Plain language

Who benefits from plain language

While everyone benefits from plain language, some people find it especially helpful. This includes:

• People with learning disabilities
• People who use assistive technology, such as those with visual impairments or dyslexia
• People who are neurodivergent, including those with ADHD or who are autistic

Making your writing easier to understand is about more than just the words you use. It's also about how you format and organize your document.

Guidelines to follow when writing in plain language

Here are some simple steps you can take to make your language plainer and your documents more accessible:

Write for your audience

• Know your reader. While you should always aim for clear language, remember that different people may need different levels of detail.
• Use "you" and "we." Speaking directly to the reader makes the text more personal and easier to connect with. For example, say, "You must do this," instead of, "This must be done."
• Keep it short. Use short sentences (15-20 words maximum) and short paragraphs (around six sentences). This makes the text much easier to scan and read.
• Avoid jargon and abbreviations. Don't use terms or acronyms that your audience might not know. If you must use one, spell it out the first time (for instance "BSL – British Sign Language").
• Use an 'active voice' not a 'passive voice'.
  • Active voice makes it clear who is doing the action.
  • Passive voice makes the subject of the sentence the receiver of the action. The doer may be at the end of the sentence or not mentioned at all.
  • For instance, Active: The team wrote the report and Passive: The report was written by the team.

Structure your document clearly

• Use simple headings. Organize your document with clear, easy-to-understand headings. These headings should logically guide the reader through the information.
• Use lists and tables. When you have complex information or a series of steps, use a formatted list or a table to make it easier to digest.
• Create a glossary. If you need to use technical terms, put a glossary at the beginning of your document. Avoid using footnotes, as they can be difficult for many people, especially those using assistive technology.

Use accessible formatting

• Choose a clear font. Use a font that is easy to read, like Arial or another sans-serif font. The font size should be at least 12-point.
• Watch your spacing. Use a line spacing of at least 1.15 or 1.5 to make the text easier on the eyes.
• Limit special formatting. Avoid using lots of CAPITAL letters, bold, underlining, or italics. These can make the text harder to read and are sometimes skipped by screen readers.
• Don't use symbols. Spell out words like "and" instead of using "&." Avoid symbols like dashes - or asterisks *, which can cause problems for people using screen readers.
• Use the Editor tool in Word if you have access to it. It will give you hints and tips to make your text more readable and give you a readability score. The lower the grade school score the lower the reading age.

Resources

• Plain English Campaign: Free guides - excellent resources on writing information more clearly
• Microsoft Editor: Check grammar, spelling, and more in Word
• Hemingway proof reading app
• Grammarly
• Dyslexia Style Guide