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By Eric D. Goodman
If you’re reading this blog, you’re already riding the plain language train. You know that clear communication isn’t just a best practice—it’s essential for building trust and ensuring readers can access important information. Even experienced writers can slip into jargon or lengthy sentences that make government documents harder to understand.
Over the years, I’ve found that a few practical strategies can make a big difference in keeping writing clear and effective. Here are ten ways I strive to make plain language the foundation of every document.
Ten Steps to Stronger Plain Language
- Use Simple Words: Skip the jargon and technical terms. Choose everyday words your audience will recognize. For example, use “help” instead of “assist,” “start” instead of “commence,” or “launch” instead of “implement.” Simple words make your message more accessible to everyone, regardless of background or education level.
- Be Direct and Concise: Short sentences and straightforward phrasing make your message easier to grasp. Replace “due to the fact that” with “because,” and cut unnecessary words. If a sentence feels long, see if you can break it into two.
- Use Active Voice: Engage your reader by writing directly. “You must submit the form” is clearer and more engaging than “The form must be submitted by the applicant.” Active voice helps readers understand who needs to do what.
- Organize Information Clearly: Break complex ideas into sections. Use headings, bullet points, and lists to make content easy to scan. Readers often skim for key points, so clear organization helps them find what they need quickly.
- Add Visuals When Helpful: Charts, infographics, and other visuals can clarify information and boost understanding. For example, a simple flowchart can sometimes explain a process more clearly than a paragraph of text.
- Test with Real Users: Whenever possible, ask someone outside your team to review your document. Fresh eyes can spot confusing language or unclear instructions that you might miss.
- Define Necessary Terms: If you must use technical terms or acronyms, define them the first time they appear. For example, “The Federal Employee Health Benefits (FEHB) Program…” This ensures everyone is on the same page.
- Write for Your Audience: Consider who will read your document and what they need to know. Tailor your language, examples, and level of detail to their needs. If you’re writing for the public, avoid insider language.
- Use Positive Language: Frame instructions and information in a positive way when possible. Instead of “Failure to submit the form will result in denial,” try “Submit the form to ensure your application is processed.”
- Revise and Edit: Plain language is a process, not a one-time fix. Review your writing, read it aloud, and edit for clarity. Sometimes, stepping away and returning later helps you spot areas for improvement.
These steps help me when I’m writing a document or editing material with an eye to plain language. Sometimes, basic is best—and these tips are just about as basic as plain language can get. Let’s keep working together to make government communication clear, accessible, and effective for everyone.
Eric D. Goodman has been a writer, editor, communicator, and federal employee with a focus on plain language for more than 30 years. Learn more about Eric and his writing at www.EricDGoodman.com.