1. The concept of plain language isn’t new
The value of making writing clear to understand was recognised by philosophers such as Hippocrates (460–370 BC), to whom the following quote is attributed: ‘The chief virtue that language can have is clearness, and nothing detracts from it so much as the use of unfamiliar words.’
2. Plain language is about the way a text looks as well as how it is written
The formatting, layout and structure of a document are as important as the words and grammar we use in plain language writing. The style, colour and size of fonts used can make a big difference to how easy a text is to read. The contrast between headings, subheadings and other text elements work together to guide a reader through a document. Illustrations, diagrams or tables might be used to present some kinds of information. Empty space can help make a text easier to read by creating natural pauses and making sure a page isn’t cluttered and overwhelming.
3. Plain language looks different depending on who it has been written for
Before we can start any piece of plain language writing, we need to understand:
who our readers are,
what they already know,
what they need to know.
Plain language is tailored to the needs of its readers. For example, if we’re writing for a group of experts, we can use more specialist terminology without explaining it than we could for a more general audience. A leaflet explaining a medical condition that has been written for a GP will present information in a different way to one that has been written for a patient.
4. Writing in plain language doesn't always make a text shorter
The main goal of plain language is to make a text clear and easy to understand. Sometimes this means adding more information to a document: we may need to add plain language definitions for unfamiliar words or phrases. We will often need to restructure a grammatically complex sentence so that it is easier to read. When we do this, it may become two or more plain sentences.
5. Plain language doesn’t make a text accessible to everyone
Plain language can do a lot to make a text easier to understand, but it isn’t enough for all readers. Some groups may still be excluded, including readers with very low levels of literacy and those with specific disabilities. We may need to go further than plain language for these groups. That may include publishing in alternative formats (such as audio) or producing language documents specifically designed for people with low literacy. While plain language improves accessibility, we need to recognise that it doesn’t make a text universally accessible.
For help with plain language including writing and editing support, why not get in touch?