What Is Plain Language?
Many public organizations struggle with unnecessarily complex and inaccessible language. Is there a form of language that counteracts this?
Written by Vegard Ottervig on
Plain language is a type of communication (which incidentally is a difficult, Latin-derived, five-syllable word for sharing thoughts and experiences!). Plain language is about expressing yourself clearly, precisely, and in a way that is tailored to your audience. The goal is that the recipient should easily understand and act on the information.
This has become an important tool in the Norwegian public sector, especially to combat bureaucratic language that is often dense, complex, and inaccessible to citizens.
Why Is Plain Language Important?
Improved democracy and legal certainty: When public texts are understandable, it becomes easier for citizens to participate in social discourse and understand their rights and obligations. This strengthens democracy and legal security.
Trust and efficiency: Clear language increases trust in public institutions. When people understand the information they receive, the need for follow-ups and clarification is reduced. This saves time for both citizens and authorities.
Legal obligation: According to the Language Act (§9), all public bodies in Norway are required to use clear, correct, and user-friendly language. This applies to all information directed at the public, including digital experiences.
Six Quick Tips
Here are six quick suggestions to get started with plain language, inspired by the Language Council of Norway:
- Know your reader. What do they need or want?
- Get to the point. Be clear and concise.
- Organize your thoughts. Strong headline, important points first.
- Keep it simple. Short sentences, common words.
- An active voice is your friend. (You can do this!)
- Proofread, proofread, proofread!
Just for fun we’ve turned these six tips into the opposite of plain language:
It is highly recommended to conduct a thorough assessment of the target audience to identify their potential needs and desires in relation to the content in question. In this context, it would be advisable to prioritize precise and concise communication of the message. A structured and logical presentation of key points should be ensured through a well-crafted headline and a clear presentation of essential elements in the initial phase. Furthermore, efforts should be made to use concise sentences and word choices that reflect a simple and everyday vocabulary. Active language is recommended as an appropriate linguistic approach to optimize the recipient’s understanding. To ensure the text is free of errors or inaccuracies, a thorough review should be conducted multiple times before finalization.
How Is Plain Language Implemented in the Public Sector?
Work with plain language involves several concrete measures:
User testing: To ensure that the message reaches the audience, user testing is a key part of the process. This involves involving actual users in the development of texts and services.
Tailored language: The language must be adjusted according to the audience – both in terms of word choice, structure, and visual design. The goal is for the reader to easily find, understand, and use the information to solve their tasks.
ISO standards and training: There are now international guidelines for plain language, as well as training courses and online resources that help writers improve their texts (we have compiled some at the end).
Public organizations that succeed in this work can also be rewarded with the Plain Language Award, which is given to state and municipal entities that excel in clear language efforts.
Examples of Plain Language in Practice
Here are some examples of how heavy bureaucratic language can be transformed into plain language:
Example 1
Bureaucratic language: “Failure to submit documentation within the specified deadline will result in the case not being further processed.”
Plain language: “If you do not submit documentation by the deadline, we will not handle your case further.”
Example 2
Bureaucratic language: “The municipality has, in its decision, concluded that there are grounds for further case processing, and that a case processing fee will therefore be incurred.”
Plain language: “The municipality has decided to process the case further, which means you will have to pay a fee.”
Example 3
Bureaucratic language: “Any complaints regarding the decision must be submitted in writing to the municipality within a period of three weeks from the date of receipt of the notification of the decision.”
Plain language: “If you want to appeal the decision, you must submit your complaint in writing to the municipality within three weeks from when you received this notification.”
Public Organizations That Have Adopted Plain Language
The Norwegian Tax Administration: The Norwegian Tax Administration has worked systematically with plain language for many years. They have simplified letters and messages to make them easier for users to understand. In 2016, the Tax Administration won the Plain Language Award for their work in making letters and forms more comprehensible.
The Norwegian Public Roads Administration: They have made significant efforts to improve communication in their services, especially regarding information about driver’s licenses, vehicles, and traffic regulations. They have been recognized for making information more user-friendly and accessible.
Helse Bergen: The healthcare organization has carried out plain language projects to improve communication with patients. An important goal has been to ensure that patients receive clear information about their rights, treatments, and procedures.
NAV: NAV has worked with plain language to make information about benefits, rights, and obligations easier for users to understand. They have reduced the complexity of their texts and digital communication, resulting in fewer inquiries and more efficient case processing.
Plain language is not just bells and whistles. It is a meaningful and methodical approach to communication that provides tangible benefits for both the sender and the recipient. For public organizations looking to improve their texts and user experiences, plain language is a tool that can make a big difference.
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