Plain Language
What is Plain Language?
Plain language is a way of organizing and presenting information
that helps you get your message across to the most people.
Plain language writing asks you to:
- learn about the audience you are writing for
- consult with your
audience to find out what they
want and need to know
- test your materials with your audience
If your audience can understand and use the information
you have written, then you have communicated
successfully in plain language.
Why use Plain Language?
Half of PEI adults have some difficulty with everyday reading
tasks. They are more likely to read and understand your printed
information
if it is written in plain language. Everyone benefits when
information is presented clearly and in an understandable format.
There are
time and cost savings to government, community-based groups
and businesses who provide information in plain language.
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Common Objections to Plain Language
We don't have time.
It does take a little longer to write using plain language, but
the more you use it, the easier it gets. The time will be well
spent because your materials will be more effective.
It will insult people who read well.
Materials written for adults should not be childish or insulting
to anyone. If they are clear and easy to read, they will have the
greatest benefit for people who don't read well. But people who
do read well can find out what they want to know more quickly from
material that is clear, focused on the main ideas, and well designed.
Nobody will complain about that.
Literacy is not a problem for our audience.
This may be true, but it is becoming clearer that literacy is
a problem for more people than we had realized. Any material that
is written for the general public should be clear and easy to read,
since as many as 42% of Canadian adults have difficulty using print
to get information.
What we have to say can't be written simply -- we have to use
technical language.
Some material is written for a special audience that has the background
to understand technical language, or specific terms. But when material
is written for the public, the writer must explain those terms
so that more people can understand. If it's important for the audience
to know the terms, then define them and use them consistently.
That way the audience will have a better chance of understanding.
If the words or terms are not essential, then choose a more common
word that will get the idea across, even if it's not quite as precise.
I'm paid to write -- my writing is fine.
Chances are this person is right, but the material she or he produces
may not be useful for a wide audience. You can apply the techniques
of plain language and design in all forms of writing, but they
are most useful when you want to expand your audience to include
as many people as possible.
It costs too much.
Studies in the U.S. and Britain have shown that clear writing
saves money. The text is often shorter because it sticks to the
point and staff spend less time answering questions and dealing
with complaints.
Insurance companies in the U.S., U.K. and Australia report that
customer relations have improved dramatically and profits have
increased as a result of using plain language.
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Principles of Plain Language
- Use active voice.
- Write directly to your reader.
- Use a positive tone whenever
possible.
- Use common words rather than technical jargon.
- Use short words
and short sentences.
- Don't change verbs into nouns.
- List important points separate
from the text.
- Write instructions in the order that you want
them carried out.
- List items in parallel form.
- Test what you write.
Principles of Clear Design
- When you format your page, choose left flush justification.
It is easier to read.
- Choose type that is clear and easy
to read.
- Pay attention to how the text looks on the page. Organize
your text so that there is more white space.
- Use illustrations
and graphics effectively
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