Plain Language: Grab the Power of More than Plain Vanilla Writing
Plain Language Writing Connects with Readers
Plain language gets straight to the point. And that's what readers want. They don't want to know how smart or clever you are. Or how you use big words. They aren't interested in obfuscation with big words. They want to know how your idea, your product, your service, your course will bring the results they want.
Readers want to know what's in it for them. The principles of plain language writing aim for clear communication. Writing in plain language gets straight to the point. It focuses on your message and how you present it.
answer a question
natural language
economy of words
short paragraphs
headings to guide readers to topics
strong verbs and definitive nouns
minimal use of adverbs and adjectives
bullet points
tables
direct address to the reader using the word you
What is Plain Language?
Plain writing believes an idea worth communicating should be easy to read and understand. The writing style rejects the old-fashioned idea that complicated ideas should be written in an elaborate style as an illustration of complexity.
Plain language is just the opposite. You write text designed to make the idea readily understandable to a reader. Plain language applies across industries and professions as the best way to communicate with clients. You change plain vanilla language into tasty information for your reader.
For example,
a tenant lease agreement
a description of a medical procedure
an information technology (IT) process
Why Use Plain Language?
The idea of using plain language is to write so your readers know what to do. Rather than using technical or industry language, you explain what your reader needs to know in natural language.
Rather than trying to dazzle a reader with terminology they don't understand, you explain how your product or service works for them in their language.
Following the above examples:
The tenant understands their responsibility for payment and property preservation, the rights of the landlord, and their rights, all state clearly in the agreement.
The patient understands what will happen as they undergo a medical procedure with an explanation written without medical terminology but written in a language they understand.
A software user understands how a process works and the best ways to implement and use the software to get the results they want without using technical language.
How Plain Language Works for Your Reader
Plain language works when your reader can take action. The reader understands your information without having to look up word meanings or research a process. You tell them, in their language, what they need to know and how to take action.
As you gather information for your text, your primary focus is understanding what readers will ask about your topic—your product or service. As a writer, your role is to anticipate and answer your reader's questions.
With that reader question focus, your text will connect with your reader as an answer to their question and a solution to an immediate problem.
Is Plain Language a Dumbing Down Approach?
The plain language system of writing is based on creating approachable, understandable text. Rather than dumbing down, it's about distilling the essence of your topic to make it understandable to your reader.
Key Elements of Plain Language Writing
Approach your reader with direct, concise, well-formatted text designed to answer the reader's question.
1. Basic Information First - Use the old reporter technique of putting the most important information first. Sometimes called the inverted pyramid, you place the significant information at the beginning—who, what, why, how, when. Don't make your reader scroll through your story of the train ride across the steppes to get to the point. Get to the point first.
2. Economy of Words - Always use the shortest words to express your idea. Use short words and phrases rather than bloated language. Avoid industry jargon and abbreviations. Using everyday words helps your reader remember what you say.
Examples of bloated language and alternatives:
Industry | Bloated | Plain Language Alternative |
Politics | period of economic adjustment | recession |
Politics | interruption of economic expansion | recession |
Bureaucracy | the economically marginalized | unemployed |
Human Resources | environmental hygienist | janitor |
General - Multi-Industry | in accordance with | by, following, per, under |
General - Multi-Industry | heretofore | until now |
General - Multi-Industry | accordingly | so |
General - Multi-Industry | adversely impact on | hurt, set back |
3. Present Text in Short Chunks - Short sentences and brief paragraphs help readers not only understand but retain information. Break long passages into short, digestible paragraphs.
4. Use Active Voice and Personal Pronouns - Active sentences are easier to read. And personal pronouns like you relate directly to your reader.
Active Voice: I processed five entrance applications.
Passive Voice: Five entrance applications were processed by registrar personnel.
Generic: It is important to note that care should be taken when modifying source code.
Personal Pronoun: Take care when modifying your source code.
5. Use Headers to Indicate Section Topics - Even if you use short paragraphs, long narrative challenges reader attention. Headers and subheads help your reader understand each section.
6. Use Bullet Points and Tables - Bullet points and tables organize information points into easily understandable sequences. Instead of reading a long list in a paragraph, your reader instantly understands the components of your text. Once again, this simplicity makes your information easier to retain.
Think Reader First
Plain language meets people where they are and saves them time. When your text is easy to understand, your reader remembers more. Because of your understandable text, your reader perceives you as knowing their dilemma. So, they see you as understanding their problem and the trusted source for a solution.
Keep your reader in mind. Present your information in consumable chunks. Guide your reader through the text with headings and subheads. Write in everyday language. Then call your reader to action.
Need help transforming your idea into plain language? Get in touch now.
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