Introduction to

Plain Language

Introduction to

Plain Language

Why use Plain Language?

What is Plain Language?

Why use Plain Language?

What is Plain Language?

Why use Plain Language?

Why use Plain Language?

We’re all busy people. We don’t want to waste a lot of time trying to translate difficult, wordy documents.

Acceptance by the bank of payments in arrears shall not constitute a waiver of or otherwise affect any acceleration payment hereunder or other right or remedy exercisable hereunder. No failure or delay on the part of the bank in exercising, and no failure to file or otherwise perfect or enforce the Bank’s security in or with respect to any collateral, shall operate as a waiver of any right or remedy hereunder or release any of the undersigned, and the obligations of the undersigned may be extended or waived by the bank, contract or other agreement evidencing or relating to any obligation or collateral may be amended and any collateral exchanged, surrendered, or otherwise dealt with in accordance with any agreement relevant thereto, all without affecting the

liability of any of the undersigned.

Acceptance by the bank of payments in arrears shall not constitute a waiver of or otherwise affect any acceleration payment hereunder or other right or remedy exercisable hereunder. No failure or delay on the part of the bank in exercising, and no failure to file or otherwise perfect or enforce the Bank’s security in or with respect to any collateral, shall operate as a waiver of any right or remedy hereunder or release any of the undersigned, and the obligations of the undersigned may be extended or waived by the bank, contract or other agreement evidencing or relating to any obligation or collateral may be amended and any collateral exchanged, surrendered, or otherwise dealt with in accordance with any agreement relevant thereto, all without affecting the

liability of any of the undersigned.

Irregular Payments You can accept late payments or partial payments, even though they are marked “payment in full,” without losing any of your rights under this note.

Irregular Payments You can accept late payments or partial payments, even though they are marked “payment in full,” without losing any of your rights under this note.

What happens if users don’t understand your documents?

You may have to:

Write explanatory sections or notes Write an explanatory document

What happens if users don’t understand your documents?

You may have to:

Write explanatory sections or notes Write an explanatory document

What is Plain Language?What is Plain Language?

A document is in plain language if users can

Find what they need Understand what they find Use what they find to meet their needs

A document is in plain language if users can

Find what they need Understand what they find Use what they find to meet their needs

What are the basic elements of plain language?

What are the basic elements of plain language?

Logical organization with the reader in mind

“You” and other pronounsActive voiceShort sentencesCommon, everyday wordsEasy-to-read design features

Logical organization with the reader in mind

“You” and other pronounsActive voiceShort sentencesCommon, everyday wordsEasy-to-read design features

Organize for your audienceOrganize for your audience

Organize your information the way the audience needs or expects it.

Identify your audienceIdentify your audience

Why does the reader need to read document?

What is average user expertise?

Can you write to everyone interested, not just experts?

Remember that no one wants to labor to understand your document.

Why does the reader need to read document?

What is average user expertise?

Can you write to everyone interested, not just experts?

Remember that no one wants to labor to understand your document.

Organize to serve the reader

Organize to serve the reader

Identify with your reader

Anticipate likely questions or confusing concepts

Organize document to answer questions in the order and language readers will most likely ask them

Provide useful headings

Identify with your reader

Anticipate likely questions or confusing concepts

Organize document to answer questions in the order and language readers will most likely ask them

Provide useful headings

Informative headings help the reader navigate the document

Informative headings help the reader navigate the document

Clear headings are often the best, especially in documents that readers come to with questions, such as regulations, financial matters or concepts.

Use pronounsUse pronouns

Pronouns pull readers in and make it Pronouns pull readers in and make it relevant to themrelevant to them

Reader needs to do less “translation”Reader needs to do less “translation”

Pronouns let you eliminate lots of wordsPronouns let you eliminate lots of words

How do you use pronouns?How do you use pronouns?

Refer to your organization as “we”

Refer to the reader as “you” in the text and as “I” in questions

Refer to your organization as “we”

Refer to the reader as “you” in the text and as “I” in questions

Without pronounsWithout pronouns

To establish eligibility for a grant, an applicant must show that the applicant is an Indian and that the present housing of the applicant is substandard and inadequate.

(28 words)

To establish eligibility for a grant, an applicant must show that the applicant is an Indian and that the present housing of the applicant is substandard and inadequate.

(28 words)

With PronounsWith Pronouns

To establish eligibility for a grant, you must show that you are an Indian and that your present housing is substandard and inadequate.

(23 words)

To establish eligibility for a grant, you must show that you are an Indian and that your present housing is substandard and inadequate.

(23 words)

Avoid Passive VoiceAvoid Passive Voice

The person doing the action follows the The person doing the action follows the verb.verb.

A form of the verb “to be” is combined with A form of the verb “to be” is combined with the past participle of another verb.the past participle of another verb.

The frog was swallowed by Fred.The frog was swallowed by Fred.

Passive VoicePassive Voice

Can disguise who does what: A frog was swallowed.

Can disguise who does what: A frog was swallowed.

Active VoiceMakes it clear who does what: Fred swallowed a frog.

Passive Voice Can be awkward: Consultation from respondents was obtained to determine the estimated burden.

Passive Voice Can be awkward: Consultation from respondents was obtained to determine the estimated burden.

Active Voice Is more direct: We consulted with respondents to determine the estimated burden.

Passive Voice Is often longer: The application must be completed by the applicant and received by the financial office by June 1st. 17 words

Active Voice Cuts down the number of words:

We must receive your application by June 1st. 8 words

Passive Voice Is often longer: The application must be completed by the applicant and received by the financial office by June 1st. 17 words

Active Voice Cuts down the number of words:

We must receive your application by June 1st. 8 words

Use short sections and paragraphs

Use short sections and paragraphs

Shorter units of text are more manageable, less intimidating

White space and headings are clues to what’s important

Shorter units of text are more manageable, less intimidating

White space and headings are clues to what’s important

Use short sentencesUse short sentences

Short sentences avoid confusion

Treat only one subject in each sentence

Average sentence length: 20 words

Maximum sentence length: 40 words

Short sentences avoid confusion

Treat only one subject in each sentence

Average sentence length: 20 words

Maximum sentence length: 40 words

Use common wordsUse common words

Use Use Help Method Needs Limits Issue

Use Use Help Method Needs Limits Issue

Not Utilize Facilitate Methodology Necessitates Parameters Promulgate

Not Utilize Facilitate Methodology Necessitates Parameters Promulgate

Use “must” Instead of “shall”

Use “must” Instead of “shall”

Use “must” for obligation

Use “must not” for prohibitions

“Shall” is ambiguous

“Shall” is not a common everyday word

Use “must” for obligation

Use “must not” for prohibitions

“Shall” is ambiguous

“Shall” is not a common everyday word

Avoid confusing words and constructions

Avoid confusing words and constructions

Avoid:Using undefined abbreviations

Using two different terms for the same thing (such as car, vehicle, auto)

Using the same term for different things

Avoid:Using undefined abbreviations

Using two different terms for the same thing (such as car, vehicle, auto)

Using the same term for different things

Giving a word an obscure meaning (defining “car” to include trucks)

Using legal or technical jargon

Using strings of nouns (“surface water quality protection rules”)

Giving a word an obscure meaning (defining “car” to include trucks)

Using legal or technical jargon

Using strings of nouns (“surface water quality protection rules”)

Place words carefullyPlace words carefully

Keep subjects and objects close to their verbs

Put modifiers next to words they modify

Put exceptions and long conditions after the main clause

Keep subjects and objects close to their verbs

Put modifiers next to words they modify

Put exceptions and long conditions after the main clause

Does word placement matter?

Does word placement matter?

Yesterday a mad dog bit five men in the north end.

Yesterday, in the north end, a mad dog bit five men.

Yesterday a mad dog bit five men in the north end.

Yesterday, in the north end, a mad dog bit five men.

We will send you copies of any comments we receive after the comment period closes.

After the comment period closes, we will send you copies of any comments we receive.

We will send you copies of any comments we receive after the comment period closes.

After the comment period closes, we will send you copies of any comments we receive.

Word placement cont’dWord placement cont’d

Design your document for easy reading

Design your document for easy reading

White space makes a document easier to read

Vertical lists and tables aid readability and add white space

White space makes a document easier to read

Vertical lists and tables aid readability and add white space

Use vertical listsUse vertical lists

Vertical lists -Make it easy for the reader to identify all the items or steps in a process

Add blank space for easy reading

Help your reader see the structure of your document

Vertical lists -Make it easy for the reader to identify all the items or steps in a process

Add blank space for easy reading

Help your reader see the structure of your document

Change this long sentence

Change this long sentence

The student applicant should submit an official copy of his or her transcript, two letters of recommendation from professors, a statement of financial need, and a short biographical statement to our grants office by April 15.

The student applicant should submit an official copy of his or her transcript, two letters of recommendation from professors, a statement of financial need, and a short biographical statement to our grants office by April 15.

Into a listInto a list

To apply, submit the following items to our grants office by April 15:

An official copy of your transcript

Two letters of recommendation from professors; A statement of financial need; and A short biographical statement.

To apply, submit the following items to our grants office by April 15:

An official copy of your transcript

Two letters of recommendation from professors; A statement of financial need; and A short biographical statement.

TablesTables

Make it easy to take in complex material at a glance

Make it easy to locate specific provisions

Save words

Make your logic and structure clear

Make it easy to take in complex material at a glance

Make it easy to locate specific provisions

Save words

Make your logic and structure clear

We must receive your completed application form on or before the 15th day of the second month following the month you are reporting if you do not submit your application electronically or the 25th day of the second month following the month you are reporting if you submit your application electronically.

We must receive your completed application form on or before the 15th day of the second month following the month you are reporting if you do not submit your application electronically or the 25th day of the second month following the month you are reporting if you submit your application electronically.

We must receive your completed applica-tion form on or before the following dates:

If you submityour form...

We must receive it by...

electronically the 25th day of the secondmonth following the monthyou are reporting.

other thanelectronically

the 15th day of the secondmonth following the monthyou are reporting.

You will:Write more effectively and with more impact

Get better results

Provide better customer service

You will:Write more effectively and with more impact

Get better results

Provide better customer service

If you write in Plain Language

If you write in Plain Language