Plain English
A communication is in plain language if its wording, structure and design are so clear that the intended readers can easily find what they need, understand what they find and use that information.
Source: International Plain Language Federation
Plain English is crucial to an effective writing style, particularly in workplace documents that have a practical purpose.
As the above international definition highlights, this calls for more than just short words and sentences. There are 2 parts to the definition of plain language:
- elements that make up any communication (wording, structure, design)
- outcomes that your audience will achieve by reading it (find, understand, use)
While getting the words right is certainly key to the writing process, so too is the way we structure information and deploy visual elements to make it easy to use.
This does not mean blindly applying fixed rules about any particular element. Equally important is evaluating how easily your audience will find, understand and use the information they need.
Workplace writing – and public language more broadly – is too often marred by poor design, unclear structure and complex language. Worst of all, it does not always consider its audience carefully enough.
This section of the Australian Style GuideTM will outline how to write in plain English through 6 steps:
| 1 Planning | To assess your audience, your communication and the outcomes you want to achieve |
| 2 Content | To identify your core message, and the right logic and level of detail to convey it |
| 3 Structure | To organise the information so all your readers can navigate it |
| 4 Design | To choose the best typography, page layout and visual elements to aid usability |
| 5 Expression | To write in a readable, active and concise style |
| 6 Evaluation | To measure how well you will achieve your intended outcomes |
Further reading
Plain Language Association International
plainlanguagenetwork.org
International Plain Language Federation
iplfederation.org
Clarity
clarity-international.net
Neil James, Writing at Work, Allen and Unwin, 2007
Martin Cutts, Oxford Guide to Plain English, 2020
