Writing in plain English

Writing in plain English doesn’t mean “dumbing things down” or patronising your audience.

Plain English style is intentionally less complicated, minus all confusing technical jargon and replaces them with clear, concise words. Permitting the reader to understand the intent of the message and resonate with it the first time its read.  

By using direct and succinct language that doesn’t contain all the flair and fluff sometimes used to convey complex or technical information, it gets to the point quickly. Thus, allowing your audience to appreciate and recognise what you are telling them without any fuss or the chance of misinterpretation.

Handy tips to follow are:

 ·         Choose words that people are familiar with. People engage more readily with familiar language.

·         Replace longer words and phrases with similar alternatives.

·         Use a direct, active tone. This helps to engage readers. An active voice makes it clear who must do what.

·         Remove jargon, slang, and idioms.

·         Use inclusive language. Choose words that respect all people.

Example:

It is important that you read all the notes and information detailed opposite then complete the form overleaf (please complete all sections) prior to its immediate return to Council, by way of the envelope provided.

The above passage is long and wordy. This can make it harder for the reader to understand the context of the intended message.

A simpler version would be:

Please read the information opposite before you begin. Send your completed form back to Council as soon as possible in the envelope provided.

Breaking the message into two sentences helps the reader understand the message immediately. Active language also gives clear instruction about what they are required to do.

As community engagers, it’s important to put your audience’s needs first and make sure they comprehend what it is you’re trying to convey. Using less technical waffle, certainly becomes more important than the author’s desire to impress or embellish communications through complicated sentence structures and complex word choices.  

Such linguistic flourishes have their place in creative writing, but not in structured communications between organisations and valued stakeholders. Your audience are busy people who don’t necessarily appreciate the inconvenience of wasting time translating difficult, wordy documents.

Remember, using plain English is not a golden ticket to reduce your word count by any means. In simplest terms, it aims to put your audience’s needs above your own and making sure that they can recognise what you’re talking about the very first time they read it.