Plain language: what it is and how to write it

Plain language is writing that the reader understands the first time they read it. They find what they need. They understand what they find. They can use it. That is the whole idea.

It is not "dumbed down" writing. It is writing that respects the reader's time. A tax form, a medicine leaflet and a work email can all be written this way. The content stays the same. The effort to read it drops.

Where the idea comes from

Plain language has a long history, and it has laws and standards behind it.

In the United States, the Plain Writing Act of 2010 requires federal agencies to write clearly. Every public document must be easy to understand. The government runs plainlanguage.gov, which collects guidelines, examples and training.

In 2023 the standards body ISO published ISO 24495-1, the first international plain language standard. It rests on four principles. The reader can find what they need. They can understand it. They can use it. And the text is relevant to them. Sweden has had a similar tradition for decades, often called "klarspråk". Many countries now ask their authorities to write this way.

So plain language is not a style trend. It is a requirement in many places, and a kindness everywhere.

The rules

The rules are simple. Keeping to them is the hard part.

Short sentences

Aim for 15 words or fewer. A long sentence asks the reader to hold many parts in mind. A short one lets them finish and move on. If a sentence needs a second breath, split it.

One idea per sentence

Each sentence should do one job. When you join two ideas with "and" or "which", the reader has to sort them out. Give each idea its own sentence.

Everyday words

Use the word you would say to a friend. Write "use", not "utilise". Write "help", not "facilitate". Write "before", not "prior to". If a technical word is needed, keep it and explain it once, in brackets.

Active voice

Say who does what. "We will send your card within five days" is active. "Your card will be sent within five days" hides the sender. Active voice is shorter and clearer. It also makes the responsibility visible.

Concrete examples

Abstract rules are hard to picture. "Submit supporting documents" means little. "Send a copy of your rental contract" is clear. When a rule applies to the reader, show them what it looks like in their life.

Speak to the reader

Use "you" and "we". A text that says "the applicant" and "the agency" feels like a wall. A text that says "you" and "we" feels like a conversation.

Layout that helps

Reading is also a visual task. A few layout habits make a big difference.

• Align the text to the left. Justified text creates uneven gaps that trip the eye.
• Use headings that say what the section says. "How to apply" beats "Procedure".
• Keep paragraphs short, three to five sentences.
• Use lists for steps and for sets of items.
• Put the most important point first. Readers often stop early.
• Choose a clear font at a comfortable size, and leave space between lines.

A before and after example

Here is a sentence of the kind many of us receive from an authority or a landlord.

Pursuant to the terms of your agreement, failure to remit the outstanding balance within a period of thirty (30) days from the date of this notification may result in the initiation of collection proceedings.

Now the same message in plain language.

You owe 2 400 kr. Please pay it within 30 days of the date on this letter. If you do not, we may send the debt to a collection agency.

What changed. The sentence became three sentences. "Remit the outstanding balance" became "pay it". The amount is now visible. "Collection proceedings" became something the reader can picture. Nothing was lost. The reader now knows what to do and when.

Who benefits

Everyone reads plain language faster. That alone is a reason to write it. But for some readers it decides whether the text can be read at all.

Text that is dense and formal is hard going when reading itself takes effort. This is true with dyslexia, where decoding each word costs energy. It is true with ADHD, where attention drifts during a long sentence. It is true for anyone reading in their second language. It is true for a tired parent reading a school notice at 22:00.

Plain language also helps the writer. A clear text gets fewer questions. Fewer questions means less follow-up. Agencies that adopted plain language report fewer calls and fewer errors in forms.

How to check a text

You wrote the text. Now test it. Here are five checks that take a few minutes.

1. Read it aloud. Your ear catches what your eye skips. Where you run out of breath, the sentence is too long. Where you stumble, the wording is awkward. If reading aloud yourself is tiring, let the computer do it. macOS has Spoken Content under Accessibility. Windows has Narrator. Zimplfy's Read aloud marks each spoken word so you can follow along.
2. Find the verbs. Circle the main verb in each sentence. If it hides at the end, the sentence can often be more direct. The same goes for "is" and "has".
3. Count the words. Find your longest sentence. Can it become two?
4. Ask a stranger. Give the text to someone who does not know the subject. Ask them to tell you what to do. If they cannot, the text is not done.
5. Ask for a rewrite. Tools can help here. Paste a paragraph into a rewrite tool and ask for a shorter, simpler version. Zimplfy has an Explain action that rewrites a selection as easy-to-read text, with hard words explained in brackets. Compare it with your original. Often the comparison shows exactly where your text was heavy.

Common traps

A few patterns sneak into almost every draft.

• Noun piles. "The implementation of the assessment process" means "we will assess". Turn nouns back into verbs.
• Hedging. "It may be the case that" means "maybe". Often it means nothing.
• Double negatives. "Not uncommon" means "common". Say so.
• Legal echoes. "Hereby", "aforementioned", "pursuant to". These add weight, not meaning.
• Hidden conditions. A rule with three exceptions in one sentence. Give each exception its own line.

Start small

You do not have to rewrite everything you own. Start with the text people ask about most. Rewrite one letter, one page, one email template. Measure the questions you get afterwards.

Plain language is a habit, not a project. Each short sentence is a small gift to the reader. Over time, those gifts add up.