Plain Language

Topics:

Digital Resources
Accessibility

On the web, people are in a hurry. They skim and scan, looking for quick answers to their questions.  People read only about 18% of what's on the web page. 

The Center for Plain Language suggests if you convert a printed document to a web page, you should reduce content by around 50%.  Get started by making certain your document or web page has a reading level of 8th grade or below.  

Plain language is communication your audience can understand the first time they read or hear it - writing that is clear, concise, well-organized, and follows other best practices appropriate to the subject or field and intended audience.

There are many techniques that can help you achieve this goal. Among the most common are:

  • Reader-centered organization
  • Use “you” and other pronouns
  • Use an active voice, not passive
  • Use short sentences and paragraphs
  • Use common, everyday words
  • Use easy-to-follow design features (lists, headers, tables)
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Plain Language Checklist Tips

Help your readers quickly find what they need with these web writing tips:

  1. Less is more. Be concise.
  2. Keep the average length of your sentences to less than 20 words.
  3. Break documents into separate topics.
  4. Use even shorter paragraphs than on paper.
  5. Use short lists and bullets to organize information.
  6. Use even more lists than on paper.
  7. Use even more headings with less under each heading.
  8. Questions often make great headings.
  9. Present each topic or point separately, and use descriptive section headings.
  10. Make liberal use of white space so pages are easy to scan.
  11. Eliminate unnecessary words.
  12. Never use "click here" as a link — link language should describe what your reader will get if they click the link. This is an accessibility issue for screen readers.

Plainlanguage.gov has some good examples of before and after edits to content to help you understand how to use these tips. 

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Plain Language Training

This 45 minute recorded Introduction to Plain Language webinar from August 31, 2022, covers the topics listed below.   

Webspec Design's presentation includes:

  • What is plain language?
  • Why is using plain language important for website accessibility?
  • What is the Flesch-Kincaid Grade Level?
  • Tips for writing in plain language
  • Can the audience find what they need?
  • Can they understand the information the first time?
  • Can they act on this understanding?

Introduction to Plain Language and Tips Slides

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Additional Resources

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