By: Imama Noor
We live in a world where communication is key. Whether we speak or write, our goal is for others to understand us. Yet, how often have we shared our thoughts or feelings, only to be misunderstood? If that has never happened to you, then, I might not be of any help. But for most of us, here's the hard truth: if your message is not clear the first time, you'll have to repeat it until it is.
This challenge is even greater when we communicate through letters, reports, or in large meetings. Without hearing feedback or seeing reactions, it's hard to know if people understand our message. In written communication, you can't see confused faces. Even in person, if the audience is far away, you might miss signs that your words aren’t clear. Using plain language helps make sure that your communication is clear and effective, regardless of whether you are addressing a lecture hall or connecting with people across miles of virtual space.
The International Plain Language Federation (IPLF) explains that communication follows plain language “…if its wording, structure, and design are so clear that the intended audience can easily find what they need, understand what they find, and use that information.” Since the 1900’s, plain language has grown from a simple idea into a well-established practice. This takes the guesswork out of how you and I can convey information in a way that is easy to understand. Today, we know what plain language is and is not, how to use it, and the benefits it brings for individuals, organizations, and society.
Principles of Plain Language
It’s About More Than Just Words
Plain language is more than a writing technique; it’s a way of thinking about communication that focuses on clarity, simplicity, and accessibility. Its main goal is to make sure your message is understandable on the first read.
Know Your Audience
To communicate well, know your audience. Think about their knowledge level, cultural background, and any challenges they might have. Adjust your language to meet their needs.
Break It Up
Another key step in plain language is to use short sentences and paragraphs. Long sentences can be hard to follow and take attention away from your main points. Breaking ideas into shorter parts helps people understand quickly and stay interested.
Keep It Clear
Avoid unnecessary jargon and technical terms. While specialized language may be familiar to you, it can confuse others. Whenever you can, use everyday words. If you must use technical terms, explain them in simple words. This practice helps everyone understand.
Use an Active Voice
Active voice is another important part of plain language. It makes your writing more direct and engaging, helping to make sure your message is clear and easy to understand. For example, saying “The team completed the report.” is clearer than, "The report was completed by the team."
Be Specific
Finally, avoid unnecessary words or vague language that can weaken your message. Every word should contribute to clear and focused communication.
What Plain Language is NOT
Even though plain language has clear benefits, there are a couple of misconceptions that can create resistance to its adoption.
Misconception #1: Plain Language Oversimplifies Content
Plain language does not mean dumbing down your message. It means making your message clear and accessible to your audience. Plain language focuses on clarity, not just simplicity.
Misconception #2: Plain Language is Only for People with Lower Literacy Levels
Plain language helps everyone, regardless of their literacy level. Clear, straightforward communication, especially with complex or unfamiliar topics, benefits everyone.
Impact of Plain Language
The impact of plain language goes beyond helping individuals. It helps create spaces where everyone can join in. At the Abilities Centre, plain language is key to our mission. Clear, simple communication supports our values of Inclusion, Diversity, Equity, and Accessibility (IDEA) in everything we do, from our internal communications to the materials we share with our community.
To support this mission, the Abilities Centre offers staff training in plain language. This helps us improve our internal processes and better serve our community. By breaking down barriers, we make our programs and services easier for everyone to access. As we keep focusing on clear and effective communication, we strengthen our commitment to creating a society where everyone can thrive.
Progress and Future of Plain Language
In recent decades, the move to plain language has brought many benefits across various sectors. For example, the Plain Writing Act of 2010 has made federal documents easier to understand. This reduced misunderstandings and built public trust. By simplifying legal language, government agencies have made it easier for citizens to understand their rights, access services, and follow regulations.
In healthcare, plain language is seen as a critical need. Some healthcare providers have started using plain language when communicating with patients. However, this has not become common everywhere yet. Where it is used, studies show that clear, simple communication with patients helps them better understand and follow their treatment plans, improving their health (Schillinger et al., 2003). The Centers for Disease Control and Prevention (CDC) and the U.S. Department of Health and Human Services (HHS) are leading efforts to promote plain language to improve health literacy and patient care (CDC, 2023; HHS, 2010).
These positive results strongly support the wider use of plain language. Public health organizations, businesses, legal sectors, and digital content providers that have implemented plain language report measurable improvements (ISO; Matveeva et al., 2017; Redish, 2007; Schillinger et al., 2003). These include reduced time spent clarifying information, increased accessibility for people with disabilities, and more effective communication overall.
Efforts to promote plain language are also growing. Groups such as the IPLF and the Plain Language Action and Information Network (PLAIN) are leading the way, offering resources like guidelines, toolkits, and training. For example, PLAIN offers a Checklist for Plain Language and a Federal Plain Language Guideline. By exploring and supporting these initiatives, individuals and organizations can help shape a global movement to improve communication.
Conclusion
Plain language is a powerful tool. It can make communication better, easier to understand, and more engaging for everyone. By keeping our messages simple, we can make sure that our communication is clear for everyone. The positive results we have seen show how much plain language can help, from improving public services to better patient care.
As we move forward, it’s important to keep supporting plain language and using it more. Whether through training, technology, or advocacy, everyone has a role in promoting clear and accessible communication. We encourage you to start by using the plain language principles outlined here in your own work. To learn more, check out the resources linked in this post for more tips and support. Together, we can create a world where everyone has equal access to information, no matter their background or abilities.
About the Author:
Imama Noor (she/her) is a Research Coordinator at the Abilities Centre, holding a Master’s degree in Developmental Psychology and Psychopathology. She is passionate about improving lives through impactful research and thorough program evaluation. Imama also supports the Joint Research Ethics Board (JREB), ensuring that all research intiatives meet the highest ethical standards.
References
Centers for Disease Control and Prevention. (n.d.). Use plain language: Developing materials. https://www.cdc.gov/healthliteracy/developmaterials/plainlanguage.html
International Plain Language Federation. (n.d.). About the International Plain Language Federation. Retrieved August 12, 2024, from https://www.iplfederation.org/about
Matveeva, N., Moosally, M., & Willerton, R. (2017). Plain language in the twenty-first century: Introduction to the special issue on plain language. IEEE Transactions on professional communication, 60(4), 336-342.
Plain Language Action and Information Network (PLAIN). (n.d.). About PLAIN. Retrieved August 12, 2024, from https://www.plainlanguage.gov/about/
Redish, J. G. (2007). Letting go of the words: Writing web content that works. Morgan Kaufmann.
Schillinger, D., Piette, J., Grumbach, K., Wang, F., Wilson, C., Daher, C., ... & Bindman, A. B. (2003). Closing the loop: Physician communication with diabetic patients who have low health literacy. Archives of Internal Medicine, 163(1), 83-90. https://doi.org/10.1001/archinte.163.1.83
U.S. Department of Health and Human Services. (2010). National action plan to improve health literacy. https://health.gov/our-work/health-literacy/national-action-plan-improve-health-literacy
Weiss, B. D. (2007). Health literacy and patient safety: Help patients understand. American Medical Association Foundation and American Medical Association.
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