Plain language principles: writing anyone can use
Plain language is writing your reader can find, understand, and use the first time they read it. The US federal government has published guidelines on it for years, and they apply to almost any document.
Plain language is not dumbed-down writing. It is writing designed so that the intended reader can find what they need, understand it, and act on it, ideally on the first read. Specialists benefit from it too: a busy lawyer or engineer would rather read a clear document than decode an unclear one.
In the United States, plain language has an official footing. The Plain Writing Act of 2010 requires federal agencies to use clear, concise, well-organized writing in certain documents for the public, such as documents about getting benefits or services, and forms and guidance about complying with requirements. The Federal Plain Language Guidelines, developed by a working group of federal employees and long published on the government site plainlanguage.gov, describe how to do it. Because they are a US government work, the guidelines are in the public domain.
What follows is a summary of the guidelines’ core ideas in our own words, with examples. They work for almost any writing meant to be used, not just government writing.
Know your audience
The guidelines start with the reader, not the writer. Before drafting, ask who will read this, what they already know, and what they need to do after reading.
That answer shapes everything else: which terms you can use without explaining, how much background to give, and what to put first. A notice to residents about a water main repair needs different words from a technical memo to the utility’s engineers, even if the facts are the same.
Tip: Write down, in one sentence, what the reader should be able to do after reading. Check the draft against it.
Organize for the reader
Readers usually come to a document with a question. Put the answer where they will look for it.
- Put the most important information first. (See put the main point first.)
- Order steps in the sequence the reader will follow them.
- Group related material together.
- Leave background and exceptions for later, after the main point.
Before: In accordance with section 4 of the updated policy, which was revised following feedback from staff, all expense reports must now be submitted within 30 days.
After: Submit expense reports within 30 days. This is a change to section 4 of the policy.
Address the reader as “you”
The guidelines recommend speaking directly to the reader. Using “you” for the reader and “we” for your organization makes a document feel like a conversation, and it makes responsibilities clear.
Before: The applicant is required to provide proof of residency. The agency will notify the applicant of its decision.
After: You must give us proof of where you live. We will tell you our decision.
This also removes the need for defined terms like “the applicant” and “the agency” in many documents.
Use active voice
Active voice shows who does what. That matters most when the reader needs to know their own responsibilities.
Before: The form must be signed and returned by March 15.
After: Sign and return the form by March 15.
The passive version does not say who signs. The active version, an instruction addressed to the reader, leaves no doubt. The guides on active vs. passive voice and when to use passive voice cover the details.
Use short sentences and short sections
The guidelines recommend short sentences that express one idea each, and short paragraphs that cover one topic. Long, dense sections intimidate readers before they start.
They do not set a single fixed length. Treat any number as a guide. The Op-Ed Insight sentence length checker flags sentences of 25 words or more as worth a look. See how to write shorter sentences for techniques.
Choose common words
Prefer the everyday word to the formal one when both mean the same thing.
| Formal | Plain |
|---|---|
| utilize | use |
| commence | start, begin |
| terminate | end |
| prior to | before |
| in accordance with | under, following |
| pursuant to | under |
| subsequent to | after |
| sufficient | enough |
| remuneration | pay |
| shall | must, will |
The guidelines specifically recommend “must” over “shall” for obligations, because “shall” is ambiguous in everyday reading and has been interpreted differently in legal contexts.
Before: Pursuant to the requirements set forth herein, applicants shall submit all requisite documentation prior to the commencement of the review period.
After: You must send us all the required documents before the review starts.
The Op-Ed Insight plain words list pairs formal words with plainer alternatives.
Avoid jargon, or define it
Technical terms are sometimes necessary. When the reader may not know a term, define it the first time you use it, or replace it with plain words. Avoid acronyms the reader will have to look up, and limit the number you introduce in one document.
Use headings
Headings let readers scan and jump to the part they need. The guidelines favor informative headings, including question headings (“How do I apply?”) and statement headings (“You must apply by June 1”), over single-word labels like “Eligibility”.
Use lists and tables
Vertical lists break up dense text and make steps, requirements, and options easy to find. Tables help when the reader needs to compare options or look up a value by condition, such as “If you are X, do Y”.
Before: If you are a full-time employee, you get 15 days of leave, but part-time employees get 8 days, and contractors are not eligible for paid leave.
After: Paid leave depends on your role. Full-time staff get 15 days. Part-time staff get 8 days. Contractors get none.
In a real document, the After version could become a three-row table.
Test with real readers
The guidelines encourage testing documents with people from the intended audience. Even an informal test, such as asking a colleague outside your team to find one answer, reveals problems the writer cannot see.
Readability formulas can help too, as a rough check. They measure sentence and word length, not meaning, so a low score is no guarantee of clarity. See what readability score to aim for.
Plain language outside government
Nothing in these principles is specific to government. Contracts, privacy policies, medical instructions, product manuals, and school notices all improve when they follow them. The plain version is usually shorter, and readers are more likely to read it, understand it, and do what it asks.