10 Tips for Plain Language

Plain language is about making communication clear, understandable, and accessible for everyone. When the public sector writes clearly, information becomes easier to understand, and citizens are better equipped to carry out their tasks.

Here are 10 tips for writing in plain language.

1. Know your audience

To get your message across, you need to understand who you're writing for. Consider the recipient’s age group, knowledge level, and situation. If you're writing for young people, you can use more modern language and digital examples. If the target audience is older, it may be important to avoid too much technical jargon.

For example, if you're writing to newcomers in your country about their rights, use simple sentences and explanations, and avoid cultural references they may not understand.

Create personas for the different groups you're writing for. These are partly fictional representations of your ideal recipient. Personas can help you adjust tone, style, and content.

2. Write concretely and precisely

Concrete language makes it easier for the reader to understand what you mean. Avoid vague phrases like "at a later date." Be specific: "You will receive a response within 3 days."

Instead of writing "you can apply for support," write "you can apply for USD 500 in support for sports equipment."

Read through your text and remove all unnecessary words and sentences. Make the content as direct and clear as possible.

3. Avoid jargon and foreign words

Jargon and foreign words can be alienating. If you have to use a specialized term, follow it up with a simple explanation.

Instead of writing "We are implementing GDPR guidelines," write "We follow the EU's data protection rules, called GDPR, to protect your data."

Ask someone outside your professional circle to read through the text. If they have to look up words, it's a sign you should simplify the language.

4. Structure the information well

A well-structured text is like a road without obstacles. Break the information into paragraphs and use subheadings that guide the reader.

If the information is complex, you can use bullet points to make it more digestible.

If you're explaining an application process, break the process into numbered steps the reader can follow.

Use short paragraphs of 3–4 sentences. Long paragraphs can be overwhelming and harder to read.

5. Create clear headlines

Headlines are the first thing the reader sees. They should provide a clear indication of what the content is about. Use words like "How," "This is how," and "Why You Need" to create more engaging headlines.

Instead of "Information about the application process," use "This is how you apply for a mortgage."

After writing your headlines, go back and check if they give an accurate description of the content in the section.

6. Use active sentences

An active voice makes the text more engaging and easier to understand. Instead of hiding who performs the action, place the subject clearly in the sentence.

Replace "It was decided that the meeting would be postponed" with something more alive, like: "The leadership team decided to postpone the meeting."

Review your text for passive sentences and rewrite them where possible.

7. Avoid double negatives

Double negatives can confuse the reader and make the text unnecessarily complicated. Plain language is about saying things directly.

Instead of "It is not uncommon for this to happen," write "This happens often."

When reading your text, look for phrases that may have double negatives and rewrite them into positive statements.

8. Be consistent

Using synonyms can often be tempting, but in plain language, it's important to be consistent with terminology. This reduces the chance of misunderstandings.

If you use the word "grant" at the start of the text, don’t switch to "support" later.

Create a glossary of key terms before you start writing, and stick to it throughout the text.

9. Test the text

One of the most effective ways to ensure your text is clear is to test it on someone from your target audience. This gives you insight into how the text is actually received.

If you're writing a letter to parents about a school project, ask a parent to read it and give feedback.

Use tools like readability tests to get an objective evaluation of your text. But remember that human feedback is just as important.

10. Use clear and simple language

It’s often tempting to use complex language to seem more professional, but clear and simple language is far more effective. Keep sentences short, and avoid bureaucratic phrases.

Instead of "in accordance with applicable legislation," write "as required by law."

Read the text aloud to yourself. If you stumble through the sentences, consider simplifying the language.

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By following these ten tips, you can ensure that their communication is clear, accessible, and understandable for all target audiences. Plain language is an approach that shows respect for the reader's time and comprehension.