using plain language is important because it saves time by avoiding
misunderstandings and errors. It effectively communicates complex subjects to
people with a wide range of reading abilities. And ensures that the reader can
find the information they need, properly understand that information, and use
it to meet their needs.
plain language rules include:
audience: Properly identifying the target audience ensures that the
message will be effectively communicated.
Have a purpose: Focus on what
the reader wants and needs to know by organizing the information appropriately.
Be concise: Complex
subjects are broken down to keep sentences and paragraphs short and to the
Keep it simple: Use simple and
effectively: Format the information so that it is easy to find and read.
to consider when editing for conciseness:
Use as few words as possible to make the point
by revising wordy prepositional phrases
lead-ins, and sentence fillers.
Avoid redundancy by removing unnecessary
repetition, empty words, and empty phrases in the expression of ideas.
Visual elements should be used instead to text
because images can communicate large amounts of data in a concise and impactful
important to use inclusive language because avoids the appearance of unfairly
singling out based on sex, gender, ethnicity, age, disability, or group
membership. For example, “The chair instructed the spokesperson to issue a
statement” supports the proper use of gender-neutral language. Whereas, “The
chairman instructed the spokesman to issue a statement.” does not.
use of plain language in the workplace is efficient and effective and benefits
both the writer and the reader. The reader will be able to easily find and clearly
understand the information they need. And the writer will save time by not
having to clarify any misinterpretations.