5 strategies for writing in plain language
Writing in plain language is a skill. Like any skill, it takes learning, practice, and dedication. In Untapped Accessibility’s Plain Language for Teams workshop, we introduce you to the following strategies:
Write for your audience
To write in plain language, you must understand your audience and their communication needs. Consider things like:
- Their language and literacy
- The background knowledge they have on the topic
- The communication barriers they may encounter
- The document formats they prefer
- The platforms they use to access information
You’ll also want to understand why they are coming to your information. This will help you create communications that allow them to achieve their goals as seamlessly as possible.
The goal with plain language writing is to ensure your audience can access, absorb, and act upon your content with the least amount of cognitive work.
Be direct in your messaging
To reduce cognitive work for your readers, be direct in your messaging. Give only “need to know” information, ensuring your most important messaging comes first. For example, if you’re communicating a call to action, ensure this is the first thing your audience reads. Do not bury it in a lengthy lead-up.
To be as direct as possible in your writing, focus on clarity and brevity. Use short, simple sentences that convey one idea at a time. Here are some other tips:
- Get straight to the point: Avoid lengthy introductions or context-building.
- Avoid unnecessary words: Eliminate filler words like “very,” “really,” or “just,” which don’t add significant meaning to the sentence.
- Be specific: Use concrete nouns and verbs to make your meaning clear. For example, instead of saying “the thing,” say “the report” or “the tool.” Avoid vague terms that might confuse your audience.
- Speak directly to your audience: Use words like “you”, “us”, and “we” instead of more passive alternatives, like “clients” or “the organization”.
By keeping your writing concise, clear, and focused on what matters most, you make it easier for your audience to understand and act on your message.
Consider how readers will navigate through your content
A key part of plain language writing is document navigation. In a well-designed document, readers can find and understand important information quickly and with minimal effort. To help your readers navigate through your material, use descriptive headings, bullet points, bolded key phrases, and logical content organization. These things help readers scan for key points and locate needed information without feeling overwhelmed.
Good navigation also enhances accessibility and usability, making your document more inclusive. When readers can easily follow the structure and flow of your content, they are more likely to engage with it and retain the information. Prioritizing navigation ensures your message is clear and approachable.
Write clear sentences
To write clear sentences, you’ll want to:
- Keep them short: Limit each sentence to one main idea. This helps readers focus and prevents overwhelming them with too much information.
- Use simple, familiar words: Choose common words over complex or technical terms. Avoid or spell out acronyms.
- Use active voice: In active voice, the subject performs the action, making sentences direct and easy to follow. For example, instead of saying “The report was completed by the team,” say “The team completed the report.”
- Break up long sentences: If a sentence feels too long or complicated, split it into two or more shorter sentences to improve readability.
By focusing on these strategies, you can create clear, concise sentences that are easy for readers to understand and engage with.
Write clear paragraphs
To write clear sentences, you’ll want to:
- Start with a topic sentence: Begin each paragraph with a clear topic sentence that summarizes the main point. This helps readers quickly understand the focus of the paragraph.
- Use transition words to start new sentences: Words like “first,” “next,” or “for example” guide the reader through your ideas and help with flow.
- Keep paragraphs focused: Each paragraph should address one main idea or concept. Avoid introducing unrelated points or jumping between topics.
- Maintain consistent structure: Use a similar sentence structure throughout the paragraph to help create a smooth flow of ideas.
- Use examples or explanations: Provide examples or brief explanations to clarify points but keep them relevant and concise.
These strategies can help you create well-structured, focused paragraphs that are easy to read and understand.