Clear communication reform
At the urging of Ian Lewenstein, a Center for Plain Language Board Member, the Center helped support a medical-debt bill in the Minnesota Legislature. The bill—passed in May—addressed the harmful impact of medical debt on people’s lives. Thanks to the Center’s written testimony, the legislature amended the bill to align the bill’s definition of plain language with the international definition of plain language under the International Organization for Standardization (ISO 24495-1:2023). The Center also supported how the bill required the Minnesota’s attorney general to work with the Center to review and update garnishment forms and notices, making them easier for people to understand and use (read the Center’s written testimony).
The need for plain language
Everyone has the right to understand and navigate the justice system, including debt cases. Unfortunately, most people dealing with debt cases don’t have a lawyer to help them through the process, leading to high loss rates in court because these unrepresented citizens don’t respond to lawsuits filed against them.
In Minnesota, although courts have tried to clarify debt collection by revising complaint forms, these forms are rarely used and lack plain-language instructions. The legal jargon they contain combined with the lack of access to lawyers make it hard for citizens to get fair legal access. This confusing process often deters people from defending themselves in court.
The power of plain language
A key solution to this problem is using plain language in the consumer-debt process. The medical-debt bill highlighted above is moving in the right direction by requiring the Minnesota attorney general to create clearer forms and notices. This process will provide much-needed help to people dealing with debt-related legal issues.
Improving form effectiveness via plain language
The experiences of Minnesotans and the resulting legislative action show the critical need for plain language in all types of forms. Plain language in form development is essential for ensuring clarity, accuracy, and efficiency, which benefits both the form users and the organizations collecting the data.
When plain language is used in form development, it helps make them better in several important ways:
- Improves Accessibility:
- Plain language ensures that forms are accessible to a wider audience, including those with varying levels of literacy and nonnative speakers. This inclusivity helps more people understand and complete forms correctly.
- Enhances Comprehension:
- Users are more likely to understand what is being asked of them when the language is straightforward. This reduces confusion and errors, ensuring that the information collected is accurate and reliable.
- Increases Efficiency:
- Clear and concise language speeds up the process of filling out forms. Users spend less time interpreting the questions and instructions, which can lead to quicker and more efficient data collection.
- Reduces Errors:
- When forms are written in plain language, the likelihood of mistakes decreases. Users are less likely to misinterpret questions, leading to fewer errors and omissions, which reduces the need for follow-up or corrections.
- Builds Trust:
- Using plain language conveys transparency and respect for the user’s time and intelligence. It builds trust between the form creator and the user, as the latter feels that the process is straightforward and not designed to be confusing or deceptive.
- Complies with Legal and Regulatory Standards:
- In many regions, there are legal requirements for using plain language in public documents to ensure that they are understandable to the general public. Adhering to these standards helps organizations stay compliant with regulations.
- Enhances User Experience:
- A well-designed form that uses plain language improves the overall user experience. Users are more likely to have a positive interaction with the form, leading to higher completion rates and satisfaction.
- Facilitates Better Decision-Making:
- Clear and precise questions help gather relevant and necessary information. This aids organizations in making better decisions based on accurate and complete data.
The push for clear language in Minnesota’s debt processes demonstrates the vital role that plain language plays in ensuring fair and accessible legal proceedings. By simplifying legal forms and notices, the new legislation will help people better understand their rights and responsibilities, leading to more-just outcomes. This reform not only aids individuals in navigating debt-related issues but is also an example of how clearer forms and documents can enhance overall efficiency and trust in the legal system. By prioritizing plain language, we can improve the legal process for everyone involved.
About the Author: Jennifer Beatty is a Communications Specialist with experience in creating and executing communication strategies, developing brand identities, conducting market research, managing media relations, and engaging with the public. She is passionate about using plain language in all of her communication materials. Jennifer currently works at the National Transportation Safety Board in the Office of Safety Recommendations and Communications and is a member and volunteer for the Center for Plain Language. She holds a Bachelor’s Degree in Business Marketing and is pursuing a Master’s degree in Communication with a focus on Public and Media Relations.