Besparc

when you need a writer

Posts

Plain Language Principles

“Plain language” means writing that reduces jargon, or specialized words, in favor of more common words with the same meanings. Where jargon must be used, we define it and adopt a nickname where appropriate.

Principles

  1. Know the audience
  2. Use the rule and limitation of three
  3. Use tools to clarify meaning

Principle 1

Organize for the Audience

Prioritize a reader’s tendency to scan and skim.

Reach the Audience

  • Separate information for different audiences.
  • Write in second person, which uses “you” and “we” as primary characters.

Organize Content

  • Start with the conclusion that most broadly applies.
  • Move through exceptions, conditions, and specialized information.
  • End with the least important information.

Organize Information

  • Keep sections brief enough to be well summarized in a heading.
  • Write readable headings that form a readable table of contents.
  • Contain paragraphs to a topic sentence and two or three details.

Principle 2

Use the Rule and Limitations of Threes

When we edit, we consider the rule and limitation.

Rule of Threes

Ideas given in threes are more interesting and memorable than ideas presented in other numbers.

We apply the rule of threes to:

  • Heading levels,
  • List levels, and
  • Items in a series.

Limitation of Threes

Using more than three of some writing tools tend to increase confusion and decrease readability.

We apply the limitation of threes to:

  • Words in a noun phrase, or group of words that act like a noun,
  • The total number of distinct abbreviations and acronyms, and
  • Bulleted talking points and bullet points on a single presentation slide.

Principle 3

Words Matter

Maximize the reader’s access to the document’s message.

Nouns and pronouns

  • Inform the reader who is acting and what is required.
  • Cut non-essential words.
  • Avoid using a noun as a verb.
  • Expect the reader to have the base knowledge of the intended audience.
  • Prefer a nickname (“the Act”) over an acronym or abbreviation.
  • Avoid doublets, or paired nouns with identical meanings (“due and payable”).
  • Use the same word or phrase consistently for a specific thought or object.

Verbs

  • Use the appropriate verb tense.
    • Inform the reader of past, present, or future action.
    • Prefer present verbs unless timing is important.
  • Use action verbs more frequently than being verbs.
  • Avoid hidden verbs, or verbs that are made into nouns that require another verb. For example, use “fulfill” instead of “complete fulfillment”.
  • Use contractions when appropriate: write to the reader as you would talk to the reader.
  • Make clear when a statement is mandated (use “must”), prohibited (use “must not”), permitted (use “may”), and recommended (use “should”).
  • Prefer more everyday words over less familiar words.

Additional Word Guidelines

  • Avoid legal, foreign, and technical jargon.
  • Define unfamiliar terms.
  • Use commonly understood terms without definitions.
  • If you must have a definition section,
    • Place it at the end,
    • Avoid introducing new information, and
    • Only define words you use in the body matter.
  • Reduce words with negative meanings (“unless”, “fail to”, “notwithstanding”, “except”).

Sentences

  • Structure words into ideas.
  • Write short, simple sentences.
  • Eliminate the reader’s need to diagram a sentence.
  • Consider whether an “if” statement can be restructured for clarity.
  • Rephrase sentences to avoid using “and/or”.

Paragraph

  • Structure ideas into a topic.
  • Write short, simple paragraphs.
    • Lead with a topic sentence and cover only that topic in the paragraph.
    • In each paragraph, use fewer than 150 words and rarely more than 250 words.
    • Vary paragraph length to increase interest.
  • Use transition words like:
    • Pointing words such as this, that, these, those, and the;
    • Words or phrases that echo a previously mentioned idea; or
    • Explicit connecting words.

Principle 4

Use tools to clarify and to avoid confusion

Improve Clarity and Readability

  • Use writing tools like:
    • An example to illustrate the context of an idea (avoid e.g. and i.e. abbreviations);
    • A list with a lead-in sentence that introduces the list; and
    • A table or chart to make complex material easier to understand.
  • Use graphical tools like:
    • Images and icons,
    • Diagrams,
    • An interesting layout, and
    • Design elements.

Limit Tools that Cause Confusion

  • Minimize cross references.
  • Back up reader materials with a separate annotated file that shows citations in endnotes.
  • Provide readers with unannotated files. If citations are necessary for the reader’s understanding, show citations in parentheses.

Explore Topics

Read our FAQ
Contact us

Federal Plain Language Guidelines (pub’d March 2011, updated May 2011, accessed 8/15/23). https://www.plainlanguage.gov/guidelines/