Plain language is a way of writing and speaking that uses simple, clear, and easy-to-understand words and phrases. It is about taking the time to understand your audience and communicate with them in a way that is most effective for them.

Here are three things we teach our clients about plain language and how to use it effectively:

One thing that’s very important regarding plain language is being straightforward and concise. Using simple language helps the audience better understand the message, while excessive wordiness might confuse them. Clients who work with us expect wider audiences to understand their message. Including those who may not be well-versed in specialized jargon.

A common exercise we conduct is the “jargon audit”. This exercise identifies the terms and expressions that may be unfamiliar to someone outside the field or industry and considers more straightforward options to replace them. Clients want us to meet their readers where they are, using everyday language that they can understand.

Your design is an important aspect of your writing. The words themselves could be clear and concise, but your page layout and typography could be difficult and painful to read. Clients who work with us consider the look and feel of their content. A well-designed page, with readable fonts and simple formatting, can make a significant difference in improving the accessibility and readability of their content.

The content structure itself should also be simple and very easy to use, with headings, bullet points, and explanations. A table of contents, for long documents, can make it easier to find what readers are looking for and skip down to what they need at the time.

Ultimately, it all comes down to knowing your audience. Our clients carefully craft every piece of content they create for their audience. Any piece of writing needs to be influenced by the intended audience, including their age, education level, and cultural background. We create user personas to help us capture data on their reader characteristics, etc.

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Writing in plain language involves far more than simply replacing technical jargon with simpler vocabulary. It’s an exercise in clarity and effectiveness that comes from understanding the reader and the desired outcome. Did you find this article helpful? If so, please share.

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