Plain language strategies support everyone. While they are essential for people with disabilities, these writing habits also help second-language learners, people who are new to the topic, and anyone who may be busy, distracted, or tired.
When readers can spend less mental work reading your words, they can better focus on understanding the meaning.
Plain language resources
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Choose common words
When possible, use words that are simple or commonly used. One helpful strategy is to review your writing for long or uncommon words that can be replaced with simpler alternatives. For example, replacing the term “utilize” with “use.”
When you must use precise technical or medical terms, it may not be possible to replace the word with a simpler alternative. In cases where you must use a term that may be unfamiliar to the reader, provide a short definition or a link to more information.
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Write short, simple sentences
Aim to convey one or two ideas in each sentence. This helps readers understand the point before moving on to the next one.
If a sentence contains several commas or em dashes, it may be a sign that it’s becoming too complex. A helpful strategy is to break long sentences into two or more shorter ones.
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Write in active voice
Write each sentence to be clear who or what is performing the action. In general, this strategy makes sentences more informative and understandable
One strategy is to address the reader directly when appropriate. For example, instead of writing “Applications must be submitted by the due date,” you can write “You must apply by the due date.” This makes the responsibility and action clear.
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Lead with important information
State the most important information or idea first. This strategy works for pages, paragraphs, and individual sentences.
In digital content, readers often do not read every word. Readers may skim the content or skip between sections and paragraphs. When important information appears first, readers are more likely to see it.
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Use organizing tools
Unbroken walls of text can be more difficult for readers to follow. Organizing tools such as headings, bulleted lists, numbered lists, or tables help organize the information so it is easier to understand.
User story: Common word choice
Eugene is filling out a medical history form. Some of the questions use words he’s not familiar with, so he leaves those fields blank. His health care team does not have complete information about him up front.
Remove the barrier: The form questions have been updated so that medical or complex terms are each paired with a short definition using common words. Eugene completes the full form more confidently, and he better understands the conversation during his appointment.