Writers are increasingly exploring AI out of curiosity or necessity, but many aren’t sure how tools like ChatGPT and Claude can help make their writing clearer and easier to understand. That hesitation makes sense, especially in work where clarity, accuracy, and accountability are core values.
AI doesn’t change the goals of plain-language communication. Used thoughtfully, it can support the work writers already do, such as avoiding jargon, making sure information flows logically, and identifying places where readers might get stuck.
At the same time, AI introduces real risks. It can make mistakes and oversimplify complex topics. That’s why it works best as a writing partner, not a replacement. Writers still need to use their judgment to decide what matters to their audience and ensure the information is understandable and accurate.
How writers can use AI in plain-language work
AI can support plain-language writing in many ways, including drafting and revising content. Below are a few areas where it’s especially helpful. You can try these in your own writing process, using the sample AI questions as a starting point.
- Noticing what a draft assumes readers already know
AI is very good at spotting jargon, acronyms, and other terms that may not be familiar to the reader. It can help show where text relies on background knowledge, so you can decide if it needs more explanation.
Try asking this: What might a reader not know or understand here?
- Tightening language without changing meaning
Used carefully, AI can help simplify sentences, shift to active voice where it’s helpful, and reduce unnecessary complexity. It can also propose plain-language wording that doesn’t remove essential details.
Try asking this: Can this be tighter and more direct without changing what it means?
- Checking whether ideas are in a clear, logical order
AI can point out where information feels buried, repeated, or out of sequence. It helps smooth transitions so readers can follow the message without having to reread or guess.
Try asking this: Would this order make sense to someone reading it for the first time?
- Clarifying steps and instructions
AI can review instructions, processes, and decision paths for clarity and completeness. That can help ensure that the information supports action, not just understanding.
Try asking this: After reading this, what would someone do next?
- Improving headings and layout for easier scanning
AI can suggest more informative headings and places where lists, tables, or other formatting would make information easier to navigate.
Try asking this: Do the headings and layout help readers quickly find what they need?
- Flagging places where readers might get confused or stuck
AI can point out sections that may raise questions or slow readers down. It can highlight where a reader might be asking, “Okay, but what do I do next?”
Try asking this: Where might a reader hesitate or need more guidance?
What writers need to keep in mind when using AI
It’s understandable if you have some hesitation about using AI in your writing. The points below highlight the limits of AI, where a writer’s judgment and accountability are essential.
- AI doesn’t know your audience
AI doesn’t know who your readers are, what they already understand, or what matters to them. It works from general patterns, not real users. Use it to check your assumptions, but rely on your knowledge and research to understand your audience.
- AI can’t decide what information is essential
AI often simplifies by cutting details. Sometimes that’s helpful; other times it takes away information that’s critical for understanding. AI rewrites can also subtly change meaning, tone, or emphasis. It’s your responsibility to decide what stays.
- AI can be wrong or biased
AI can produce writing that sounds confident but contains factual errors or false assumptions. Always verify facts and claims, especially in high-stakes content. And make sure the content reflects the cultural, professional, or demographic characteristics of your readers.
- AI feedback isn’t the same as user testing
AI can suggest where hypothetical readers might struggle, but it doesn’t know how real people will react. Only testing with your target audience can reveal what readers notice, skip, misunderstand, or get stuck on.
- Writers remain accountable for the final content
AI can’t take responsibility for errors or unintended consequences. As the writer, you must stand behind the wording, structure, and accuracy of the content.
Making thoughtful choices about using AI in writing
AI can support plain-language work, but that doesn’t change what good writing requires. Effective communication depends on human judgment: knowing your audience, deciding what information matters, and making sure the end product is clear and correct. Critical thinking and responsibility remain central, with or without AI.
There’s no single “right” decision when it comes to using AI. You might try it to review something you’ve already written. Or experiment with it in low-risk contexts. Talk with colleagues about how (or whether) they’re using AI and if they find it helpful. Then you can decide, intentionally, whether AI is useful for your work right now.
Whatever you choose, the standard stays the same: plain-language content should help people find what they need, understand what they find, and use that information. AI only belongs in the process when it supports those goals.
Author bio:
Stephanie is a senior writer, editor, and consultant focused on clear communication and responsible use of AI in everyday writing. Connect with her on LinkedIn or at Penpointwriting.com.