What Is Plain Language?
Plain language is writing that allows readers to find what they need, understand it the first time they read it, and use it. It's not informal writing. It's not simplistic writing. It's respectful writing — it values the reader's time and removes unnecessary friction between your idea and their understanding.
Plain language is used by governments, legal teams, healthcare providers, and top business communicators to reduce errors, increase comprehension, and build trust. The principles apply equally to emails, reports, website copy, and long-form content.
Core Principles of Plain Language Writing
1. Know Your Audience Before You Write
Every plain language decision starts with one question: Who is reading this, and what do they already know? Writing for a technical specialist is different from writing for a general public audience. Pitch your vocabulary, tone, and depth to the actual reader — not the idealized version of them.
2. Lead With the Most Important Information
Journalists call this the "inverted pyramid" — put the most critical information at the top, and supporting detail below. Many writers bury their main point at the end after excessive context-setting. Your readers may not make it that far. State your purpose or conclusion upfront, then support it.
3. Use Short Sentences
Long sentences force readers to hold multiple ideas in working memory simultaneously. As sentence length increases, comprehension decreases. Aim for an average sentence length of 15–20 words. Vary your lengths — but when you catch yourself writing a sentence over 30 words, look for the natural break and split it.
4. Choose Simple Words Over Complex Ones
Using elaborate vocabulary doesn't signal intelligence — it signals a failure to communicate. Compare:
| Complex | Plain |
|---|---|
| Utilize | Use |
| Facilitate | Help |
| In the event that | If |
| Prior to | Before |
| Demonstrate | Show |
| Endeavour to | Try to |
The simpler word is almost always the stronger word.
5. Use Active Voice by Default
Active voice puts the subject first and makes it clear who is doing what. Passive voice obscures the actor and weakens the sentence.
- Passive: "The report was submitted by the team on Friday."
- Active: "The team submitted the report on Friday."
Passive voice has its place — particularly when the actor is unknown or unimportant — but default to active whenever possible.
6. Cut Ruthlessly
Every word that doesn't add meaning takes something away from the words that do. Common targets for cutting:
- Filler phrases: "It is important to note that…" → just state the thing.
- Redundant pairs: "each and every," "true and accurate," "first and foremost."
- Throat-clearing intros: "In today's fast-paced world…" — delete and start with your point.
- Hedging qualifiers: Use "very," "quite," "somewhat," and "rather" sparingly.
7. Use Visual Structure to Aid Scanning
Most readers scan before they read. Good structure guides the eye:
- Use descriptive headings and subheadings.
- Break up dense blocks of text with bullet points or numbered lists.
- Use white space generously — short paragraphs breathe.
- Bold key terms or important phrases to help scanners find what they need.
Testing Your Writing for Clarity
Before publishing or sending, ask yourself:
- Could my audience understand this on the first read?
- Have I stated my main point clearly and early?
- Are there any sentences that made me re-read them?
- Can I cut 10–20% of the words without losing meaning?
Free tools like the Hemingway Editor can also flag passive voice, complex sentences, and adverb overuse.
Final Thought
Clear writing is clear thinking made visible. When you force yourself to write in plain language, you often discover that you didn't fully understand your own idea yet. That friction is the process — and the result is writing that actually works.