Using plain language benefits everyone. It builds trust, improves comprehension and makes content accessible for more people.
Using plain language is not ‘dumbing down’ your writing – it’s opening it up. Using plain language lessens the cognitive load for all readers. This includes people with high literacy levels who are time-poor and have a lot to read.
Basic elements
The most important element of plain language is understanding your readers and their needs (see ‘Understand who you are writing for and why’).
After identifying your readers, we suggest you start with 4 basic elements of plain language:
- structure
- word choice
- active voice
- short sentences.
The Style Manual covers these elements in detail. We’ve focused this guidance on word choice.
Word choice
When people read your writing, their focus should be on your message, not on trying to decode it. Readers have to decode words before they can decode sentences.
Two things to think about when choosing words are common usage and word length. Most people find:
- common words easier to read than uncommon words
- shorter words easier to read than longer words.
More people will understand short everyday words and phrases. The right words, used in context, can convey complex text in ways that are easy to understand.
Most long complicated words and phrases have simpler alternatives.
Write this
So, the government could decide to keep a lot of the current procedures – if the relevant Act allows it.
Not this
Accordingly, the government may wish to preserve many of the existing procedural processes – in so much as is practicably feasible while still adhering to criteria in provisions of the relevant Act.
Jargon
We all use jargon and technical terms as part of our daily work. But these terms exclude everyone else. Even when readers share your terminology, they can be confused by a term that has different meanings in different contexts.
Avoid jargon unless you’re sure readers understand it. If you can’t avoid technical terms, make sure you explain them in plain language. Large technical documents should include a glossary.
Example
Be concise
Don’t use too many words, even if they are short and simple. It’s important to be concise.
Imagine you open a document crammed with a poorly structured mass of words. There’s a good chance you won’t read it.
This is because people equate the number of words with the effort it will take to read and respond.
Having too many words means readers might:
- delay reading your content
- skim and misinterpret your message
- ignore it altogether.
Concise writing is a skill that takes practice. A good first step is to ask, ‘Do I need all these words to make my meaning clear?’
Style Manual pages
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Last updated
This page was updated Thursday 19 December 2024.