Plain Language Writing

Eowyn Tinsley
Apr 5, 2023
2 min read

Updated: Apr 19, 2023

Did you know that plain language writing is a growing necessity? What is plain language writing? Are there plain language guidelines and standards?

What is plain language writing?

Plain language writing is a method of communicating that prioritizes the reader's effective access to information. It is an especially powerful tool for business and medical communication.

Why is plain language writing important?

Writing is all about communication. Did I state the obvious? But really. If your reader has to work hard to follow your logic, understand your words, or access your information quickly, they may misunderstand or lose your message. As a writer, you desire effective communication that brings about change, action, or reaction to what you say. Plain language writing removes the barriers between your message and your reader. Simply put, it makes you a better communicator.

Let's think of some life examples. We've all had times when we had difficulty understanding a concept in school. Often, when we studied with people who understood our confusion and responded with clarity and patience, we had an "aha" moment.

In a medical setting, we might say that a doctor has a great bedside manner when talking to us without condescension and with simple but complete information to answer our questions. They might even think of other questions we might think of later and answer those too!

In both of these scenarios, a person has taken the time to relate to the other, focusing on their needs and perspectives, which creates a safe place to learn and grow. Similarly, plain language writing focuses on the reader when crafting the message. The writer thinks of the needs of readers, their perceptions, current understanding, abilities, goals, and desires. With these things in mind, you can define your focus, style, and organization. Your readers will appreciate your approachability and will enjoy moments of discovery and clarity that keep them excited, encouraged, and wanting more.

What are some principles of writing in plain language?

I hope to delve deeper into some of these points in separate blog posts:

Be reader-focused.
Organize, and then organize some more.
Use consistent language and terminology.
Simplify your sentences.
Stay focused.
Write with clarity.

Are there plain language writing standards?

In the past decade, many organizations have embraced the value and necessity of writing in plain language. Increasingly, content is created with a global audience in mind. Not all readers will have English as their first language, and while plain language principles can be applied to any language, English is a major language of business. Additionally, not all readers will have the same experiences or perspectives. So, many organizations strive to communicate with clarity and accessibility for all readers.

Currently, no international standard is available; however, this may change soon. Dedicated writers and editors have formed the International Plain Language Federation and are steadily working on developing a standard for the global community.