By Dana P Skopal, PhD
When writing we should have our reader in mind, which means using clear plain language when writing for a broad audience such as the public. Some of you may know the term ‘plain English’ while others may think of just writing in simple terms. In addition, we also have the option of using Easy English to make messages more accessible for those with low literacy levels.
Plain (simple, easy) English can be difficult to define, especially if you need to write a range of texts for a broad audience such as the public. In Australia, the Law Reform Commission of Victoria in 1990 defined plain English as ordinary English that was expressed clearly to convey a message simply and effectively. The US Federal Plain Language Guidelines provide more specific advice, and list writing steps such as:
- use active voice
- use pronouns to speak directly to readers
- use short, simple words
- write short sentences
- keep subject, verb, and object close together.
Plain language practitioners argue that clear communication involves reformulating the text’s ‘content, language, structure, and design’, while focusing on the audience, their needs, and the purpose of the communication. The appropriate level of English would depend upon the text’s intended audience and their relationship to and knowledge of the subject matter. Different audiences may require different levels of English, so a writer should step back and understand a reader’s needs.
One approach is to think of writing as information design. When writing, information design is taken in its broadest context, and refers to the intricate blending of:
- content structure (order of information and where you place your main points)
- appropriate wording (use shorter words and clear sentences)
- visual formatting (good layout and images).
If your reader can locate your key message easily and the language and design assist them to understand all the detail, you have produced a good document. So think beyond plain or simple English. Plan your texts around structuring your key points early in your document, using clear wording and applying layout that your reader can follow.
Note: the Centre for Inclusive Design has a good Easy English versus plain English guide (https://centreforinclusivedesign.org.au/index.php/resources/).
Law Reform Commission of Victoria (1990). Appendix 1. Guidelines for drafting in Plain English. Melbourne: Victorian Government.
Plain Language Action and Information Network. (2011). Federal Plain Language Guidelines. Retrieved from
http://www.plainlanguage.gov/howto/guidelines/FederalPLGuidelines/FederalPLGuidelines.pdf
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