By Dana P Skopal, PhD

Do you know the term ‘plain English’ or ‘plain language’? There are numerous blog posts on these terms, and we now have an International Standards Organization (ISO) standard for plain language (officially released on 20th June – ISO 24495-1:2023(en)). See https://www.iso.org/standard/78907.html

This is the definition in the Introduction of the ISO Standard for Plain language. ‘Plain language is communication that puts readers first. It considers:

• what readers want and need to know
• readers’ level of interest, expertise and literacy skills
• the context in which readers will use the document.

Plain language ensures readers can find what they need, understand it and use it.’ The Standard provides a guide for writing in plain language, applying four principles: relevant, findable, understandable, and usable.

Plain English has not been easy to define, especially if you are writing a range of texts for a broad audience. In Australia, the Law Reform Commission of Victoria in 1990 defined plain English as ordinary English that was expressed clearly to convey a message simply and effectively. The US Federal Plain Language Guidelines provide more specific advice, and list writing steps such as:

• use active voice
• use pronouns to speak directly to readers
• use short, simple words
• write short sentences
• keep subject, verb, and object close together.

These are good writing tips. If you are writing for a diverse group of employees, what steps do you take to make your message effective in that context and be understood by all readers?

Another approach is to think of planning a relevant and usable message as planning the ‘information design’ – a tool evident through our research. When writing, information design is taken in its broadest context, and refers to the intricate blending of:

• content structure (order of information and where you place your main points for your reader)
• appropriate wording (use shorter words and clear sentences, ie noting literacy levels)
• visual formatting (good layout or document design so details are findable).

This combination of information ‘steps’ – structure, wording and layout – were observable in our research findings when we tested the readability of government information. If your reader can locate your key message easily and the language and design assist them to understand all the detail, you have produced a good document. So perhaps view plain English as structuring your key points early in your document, using clear appropriate wording and applying layout. That way your document and information becomes ‘relevant, findable, understandable, and usable’ for your reader.

References

Law Reform Commission of Victoria (1990). Appendix 1. Guidelines for drafting in Plain English. Victorian Government.

Plain Language Action and Information Network. (2011). Federal Plain Language Guidelines. Retrieved from http://www.plainlanguage.gov/howto/guidelines/FederalPLGuidelines/FederalPLGuidelines.pdf

Skopal, D. P. (2016). Public information documents: understanding readers’ perspectives. In Alison Black, Paul Luna, Ole Lund, & Sue Walker (eds.), Information Design: Research and Practice, 463–476. Routledge.