Plain English
What is plain English?
Plain English is a reader-focused writing style that prioritizes clarity and simplicity. It allows readers to:
find what what they need
understand it first time
recall or use what they've read.
This approach contrasts with formal and convoluted writing styles, that often confuse and frustrate readers.
Why use plain English?
It’s kinder and fairer
Plain English supports inclusivity and accessibility. The following Australian statistics show why using a writing style that is plain and clear is so essential:
43% of people read at year 10 level or lower
30% of people were born overseas and may speak another language at home
55% of people have a visual impairment
15 - 20% of people are neurodiverse (which includes dyslexia, ADHD and other spicy brains which can affect the ability to quickly absorb the written word).
It’s more efficient
Plain English is faster to write: People waste time formulating long complex sentences, avoiding active voice, and trying to sound formal, proper or academic to increase their credibility. We should instead encourage and support people to write simply and clearly.
Plain English is faster to read: How many times have you had to read a sentence or paragraph more than once to work out what the writer is trying to say? Multiply this across your organisation and you start to understand what an incredible opportunity for improved efficiency Plain English education offers.
It’s more accurate
Formal language can be confusing and ambiguous, specifically the use of passive voice. The sentence “The report was approved” is grammatically and technically correct, but because it is written in the passive voice, it allows the writer to leave out an important piece of information: who approved the report? If you change this to active voice “The project manager approved the report” then the writer is forced to include this important piece of information.
Why doesn’t everyone use plain English?
Good question! It’s probably some combination of the following:
Credibility
Education
Convention (perceived)
Dominance
Courtesy
Why You Should Train Your Entire Team
Training your team in plain English isn't just about language; it's about building confidence and reducing procrastination. Effective writing streamlines editing, reduces misunderstandings, and increases workplace efficiency. This leads to fewer conflicts and less resentment among team members. For government agencies, it's not just a choice – it's a mandate.
Tools You Can Use Right Now
To embrace plain English, there are several tools at your disposal:
Chap GPT: An AI-powered writing assistant that can help simplify your content.
Hemingway: An app that highlights complex sentences and suggests improvements.
Grammarly: A powerful proofreading tool that checks grammar, spelling, and readability.
Word: Microsoft Word has built-in features to analyze and enhance your writing.
These tools make the transition to plain English smoother, ensuring your message is clear, concise, and reader-friendly.
What comes next?
I love talking about plain English and taking teams on the journey towards easier, more readable documents and emails. It’s a very easy sell, most teams are relieved to find out they are allowed to write clearly and with no fuss. But there are many tips and tricks and help you transition and often a fair bit of ‘unlearning’.
Facilitated plain English training
Writing coaching / individual editing and feedback
You might also like to consider Simplified Technical English if you are dealing with technical information and/or potentially life-threatening situations.
Writing examples
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Understanding Plain English
What is plain English?
Plain English is a reader-focused writing style, also known as ‘plain language’. It prioritizes clarity and simplicity allowing the reader to:
find what what they need
understand it first time
recall or use what they've read.
This approach contrasts with the more formal and convoluted writing styles, that often confuse and frustrate readers.
Why use plain English?
It’s kinder and fairer
Plain English supports inclusivity and accessibility. The following Australian statistics show why using a writing style that is plain and clear is so essential:
43% of people read at year 10 level or lower
30% of people were born overseas and may speak another language at home
55% of people have a visual impairment
15 - 20% of people are neurodiverse (which includes dyslexia, ADHD and other spicy brains which can affect the ability to quickly absorb the written word).
It’s more efficient
Plain English is faster to write: People waste time formulating long complex sentences, avoiding active voice, and trying to sound formal, proper or academic to increase their credibility. We should instead encourage and support people to write simply and clearly.
Plain English is faster to read: How many times have you had to read a sentence or paragraph more than once to work out what the writer is trying to say? Multiply this across your organisation and you start to understand what an incredible opportunity for improved efficiency Plain English education offers.
It’s more accurate
Formal language can be confusing and ambiguous, specifically the use of passive voice. The sentence “The report was approved” is grammatically and technically correct, but because it is written in the passive voice, it allows the writer to leave out an important piece of information: who approved the report? If you change this to active voice “The project manager approved the report” then the writer is forced to include this important piece of information.
Plain English
What is plain English?
Plain English is a reader-focused writing style that prioritizes clarity and simplicity. It empowers readers to:
What what they need
understand it on the first read
recall and use what they've read.
This approach stands in stark contrast to convoluted and jargon-laden writing, which can confuse and frustrate readers. Plain English encourages brevity, with exceptions when necessary, and values making the reader's life easier.
Why you should use plain English
Plain English makes writing easier to read for everyone and more accessible to those who need it. The following statistics apply to Australia.
Education: 43% read at year 10 level or lower
Native language: 30% were born overseas
Accessibility: 55% have visual impairment (ranging from glasses to complete blindness), 10% have dyslexia, 6% have ADHD,
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