Writing in Plain Language

Plain language is a simple way of writing that prioritizes sharing the information your reader needs to know. It is often used in government reports, business proposals, legal documents, and advertising. The International Plain Language Federation has defined it: "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.”

Plain language writing is recommended for:

• Research and participant materials (e.g., participant consent forms)
• Reports and proposals
• Printed communications
• Websites and/or social media posts

Tips for Writing in Plain Language

Know your intended audience

Determine who your intended audience and then ask yourself the following:

• Are they familiar or unfamiliar with your content? What is their education level? Use vocabulary that your audience is familiar with.
• How should you structure your work for it to best cater to your audience? For example, older adults may need larger text with higher contrast, and a simpler layout for better visibility.
• What are the key points that the intended audience should understand from your writing? What do they need to know or do?

This reduces the work they need to do to understand and points them in the direction of how they will use your information.

Be simple and concise

• Resist embellishing: Instead of embellishing your writing with adjectives or extra explanations, plain language uses simple and concise wording. Each sentence should only have one idea.

Example 1: Ineffective
Participants are advised to inform themselves of the operational procedures and eligibility prerequisites prior to the beginning of the program.

Explanation: Example 1 is ineffective because the sentence has several points and uses complex language which may make the message more difficult to understand.

Example 2: Effective
Before the program, read the requirements to learn whether you can participate. Then, read the instructions to learn what you will need to do.

Explanation: Example 2 is effective because each sentence has instructions that are direct. This makes them clearer and easier to follow.

• Define technical terms: Each detail should have a purpose for your reader. If you must use technical terminology or acronyms, define it the first time it is written.  

Example 1: Ineffective
The ISO is an NGO that creates and publishes international standards for twelve diverse sectors including health, food, and engineering.

Example 2: Effective
The International Organization for Standardization (ISO) is a non-governmental organization (NGO) that creates and publishes international standards for twelve diverse sectors including health, food, and engineering.

• Write in active voice: Writing in the active voice makes your intentions more obvious to the reader. This will emphasize the information your audience needs to know.

Example 1: Ineffective
When plain language is used, the word choice must be adapted to those who will be reading the text for seamless understanding.

Explanation: Example 1 is ineffective because the passive voice and formal phrasing can make the main point unclear.

Example 2: Effective
Choose vocabulary with your intended audience in mind.

Explanation: Example 2 is effective because it is written in an active voice, which speaks to the reader directly.

Structure your work clearly

Writing in plain language can also affect the organization of your work. For example, writers can implement plain language:

• By using bullet points to separate details in long paragraphs.
  
• By using graphic organizers like tables and charts to present specific details.
  
• By using headings and short sections to accentuate the most important information.
  
• By balancing blocks of text with white space for easier legibility.

Example 1: Ineffective
Participants will be requested to provide thorough responses to the survey questionnaire by the set deadline, ensuring that all applicable sections are completed and that any additional feedback regarding their experiences is included in the designated input areas.

Explanation: Example 1 is ineffective because all instructions are grouped into one paragraph, making each step unclear. This makes it harder for the reader to identify what they need to do.

Example 2: Effective
Please complete the following steps:

• Read all questions in the survey.
• Complete each section that applies to you.
• Add any comments in the feedback section.
• Submit your responses by the deadline.

Explanation: Example 2 is effective because it uses heading and bullet points to separate each instruction. This guides readers to quickly know what they need to do, in order that it should be followed. 

Resources 

Accessibility Standards Canada. (2025, October 16). CAN-ASC-3.1:2025 – Plain language.  https://accessible.canada.ca/standards-and-technical-guides/standards-and-technical-guides-database/can-asc-312025-plain-language 

Centre for Plain Language. (n.d.). Getting started with plain language. Centre for Plain Language. https://centerforplainlanguage.org/learning-training/getting-started-with-plain-language/  

International Plain Language Federation. (n.d.). What is plain language? International Plain Language Federation. https://www.iplfederation.org/plain-language/ 

 

Annabelle Ly, Writing Services, Wilfrid Laurier University, CC By-NC 2026