Plain language and links

Plain language principles

Plain language makes information accessible to everyone by focusing on clarity and simplicity. The goal is to help readers understand and act on information quickly and easily.

Core writing principles

Use short sentences and common words. Most readers prefer sentences under 20 words that use familiar vocabulary rather than complex or technical terms.

Write in active voice with direct instructions. Active voice makes it clear who does what, while direct instructions tell readers exactly what they need to do.

Information organization

Front-load key information and avoid jargon. Put the most important details first, and explain or replace technical terms with everyday language.

Break up dense text with headings and lists. Use headings to organize content logically and lists to present steps or related items clearly.

Meaningful link text

Links should clearly describe where they lead or what action they perform. Good link text helps all users, especially those using screen readers, understand the purpose of each link.

Best practices for link text

Write link text that describes the destination or action. Instead of generic phrases like "click here," use descriptive text that explains what the user will find or what will happen when they follow the link.

Avoid "click here" or "read more" as these phrases don't provide meaningful information about the link's purpose. Screen reader users often navigate by jumping from link to link, so each link should make sense on its own.

Additional link considerations

Include file type and size where relevant (e.g., "Annual Report (PDF, 2 MB)"). This helps users understand what they're downloading and whether they have the right software to open it.

Structure for understanding

Well-organized content helps readers find information quickly and understand how ideas relate to each other. Clear structure benefits everyone, especially people using assistive technologies.

Using headings effectively

Use headings (H1–H3) to organize ideas logically. Headings create a roadmap of your content, allowing readers to scan and jump to relevant sections.

When to use lists

Use lists for steps and sets of related items. Lists make information easier to scan and help break up dense paragraphs. Choose numbered lists for sequential steps and bullet lists for related but unordered items.

Defining terms

Define terms when you first use them. This helps readers understand specialized vocabulary without interrupting the flow of your content.

Testing your heading structure

Headings Quality Test: Scan only the headings—do you understand the page? If the headings alone don't tell the story of your content, consider revising them. For guidance on heading levels, see the Text and Fonts page.

Test with real users and tools

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

Using readability tools

Run a readability check and aim for a reasonable grade level for your audience. Most word processors include readability statistics that can guide your revisions.

Getting feedback from people

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.

How to write in plain language step-by-step

Follow these practical steps to transform complex writing into clear, accessible content:

Planning your content

Know your audience:
- Consider their reading level and familiarity with your topic
- Think about when and how they'll use this information
- Ask: What do they need to know or do?
Identify your main message:
- Write down the 3 most important points
- Put the most important information first
- Save supporting details for later sections

Writing clear sentences

Use active voice:
- Passive: "The form must be completed by the employee"
- Active: "The employee must complete the form"
- Tip: Look for "by" phrases and rearrange
Keep sentences short:
- Aim for 15-20 words per sentence
- Break long sentences at natural points
- Use periods instead of semicolons when possible
Put the main idea first:
- Weak: "After reviewing your application and checking your eligibility, we will send you a decision"
- Strong: "We will send you a decision after we review your application"

Choosing simple words

Replace complex words with simple ones: Choose "use" instead of "utilize," "help" instead of "assist," "about" instead of "regarding," and "show" instead of "demonstrate." Simple words are usually more familiar to readers.

Define technical terms when needed: On first use, provide the full name and acronym like "API (Application Programming Interface)" or explain the concept: "The API, which connects different software programs..." Always consider if the technical term is really necessary for your readers.

Avoid unnecessary jargon: Business jargon often sounds impressive but confuses readers. Instead of "leverage," say "use." Instead of "facilitate," say "help." Instead of "subsequent to," say "after." Your readers will appreciate the clarity.

Organizing information clearly

Use meaningful headings:
- Weak: "Information"
- Strong: "How to apply for benefits"
- Make headings scannable and specific
Break up long paragraphs:
- Aim for 3-5 sentences per paragraph
- One main idea per paragraph
- Use white space to help readers
Use lists for steps or related items:
- Numbered lists for processes (do this, then this)
- Bulleted lists for related items
- Keep list items parallel in structure

Writing helpful instructions

Use action words (verbs): Start instructions with clear action words. Write "Click Submit" not "Submission of the form," and "Call us" not "Contact may be made." Action words make instructions immediate and clear.

Be specific about what to do: Vague instructions frustrate users. Instead of "Provide necessary documentation," write "Send us a copy of your birth certificate." Include details that help people succeed on their first try.

Address the reader directly: Use "you" instead of "the applicant" and "we" instead of "the department." This creates a more conversational tone and helps readers feel personally engaged with your content.

Using Microsoft Word's readability tools

Turn on readability statistics:
- Go to File → Options → Proofing
- Check "Show readability statistics"
- Run spelling and grammar check to see scores
Understanding the scores:
- Flesch Reading Ease: Higher is better (60-70 is good for most audiences)
- Grade Level: Lower is better (aim for 8th-10th grade for general audiences)
- Use these as guides, not absolute rules
Improving your scores:
- Shorten long sentences
- Replace complex words with simpler ones
- Break up long paragraphs

Editing for plain language

Read aloud:
- Read your draft out loud
- Mark places where you stumble or need to take a breath
- These often need shorter sentences
Look for warning signs:
- Sentences longer than 2 lines
- Paragraphs longer than 5 sentences
- Words ending in -tion, -ment, -ness (often can be simplified)
Test with real people:
- Ask colleagues to read and summarize key points
- Note where they get confused or ask questions
- Revise those sections for clarity

Common plain language edits

Before and after examples:

Instead of: "In order to facilitate the processing of your application..." use "To process your application..."

Instead of: "It is imperative that you" use "You must"

Instead of: "In the event that" use "If"

Quick plain language checklist

Use this checklist to review your plain language writing:

Sentence and paragraph structure: Most sentences should be 20 words or fewer, and paragraphs should focus on one main idea each.

Organization and headings: Headings should clearly describe what follows, and the most important information should come first.

Language choices: Instructions should use action words (verbs), and technical terms should be defined when necessary.

Final test: A colleague should be able to read and understand the main points without explanation.