Plain language

What is Plain language

Plain language is a way of writing and communicating that makes information clear and easy to understand. The goal is to ensure that the reader can quickly grasp the message without needing to interpret complex jargon or technical terms.

How to write using Plain Language

Use these quick tips to make your writing clear and accessible:

Plan Before You Write

1. Know your audience:
   • What do they need to know or do?
   • How familiar are they with the topic?
   • When and where will they use this info?
2. Focus your message:
   • List your top 3 points
   • Put key info first
   • Save details for later

Write Clearly

1. Use active voice:
   • Passive: "The form must be completed by the employee"
   • Active: "The employee must complete the form"
2. Keep sentences short:
   • 15–20 words max
   • Break long sentences
   • Use periods instead of semicolons

Use Simple Words

1. Choose familiar words:
   • Use "help" instead of "assist"
   • Use "about" instead of "regarding"
   • Use "use" instead of "utilize"
   • Explain technical terms:
     • Use "computer" instead of "IT system"
     • Use "form" instead of "document"
   • Avoid jargon: Say "use" instead of "leverage" and "help" instead of "facilitate."
   • Define acronyms like "API (Application Programming Interface)"
   • Ask: Do readers really need this term?

Quick Fixes

Before and after:

• Instead of "In order to facilitate..." → "To process..."
• Instead of "It is imperative that you..." → "You must..."
• Instead of "In the event that..." → "If..."

Test with real users and tools

Get feedback from people

The best way to know if your writing works is to test it with real people and use available tools to measure readability.

Ask peers to scan and summarize your content—if they can't understand the main points quickly, refine it. Real user feedback often reveals issues that tools might miss.

Use The Microsoft Editor tools

Run the Editor tool (in the Review menu) to check your writing tone, spelling and grammar, and other writing refinements. This will help ensure your content is easy to read and digest.

Standards and resources

• Microsoft Support: Get your document's readability and level statistics
• Microsoft Support: Microsoft Editor - checks grammar and more
• PlainLanguage.gov - Federal Plain Language Guidelines

Related WCAG resources