In an age where information overload seems to be the norm, clarity and accessibility have become paramount. Whether you’re communicating with experts in your field or a broad audience, plain language is an invaluable tool for effective communication. As a translation company, we understand the importance of clear communication across linguistic and cultural boundaries. In this blog post, we’ll explore the main considerations of plain language, delve into its benefits, and provide best practices for creating accessible content.

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What is Plain Language and Why It’s Not Just for Children?

Plain language is a communication style characterized by its clarity, conciseness, organization, and appropriateness for the intended audience. It’s a method of presenting information so that readers can easily find what they need, understand what they find, and use that information effectively. Contrary to the misconception that plain language is simplistic or childlike, it is a versatile and powerful tool suitable for various audiences and contexts.

The International Plain Language Federation defines plain language as communication that is so clear that intended readers can easily find, understand, and use the information. It’s not about oversimplifying; rather, it’s about enhancing accessibility and comprehension.

What to Consider When Drafting a Plain Language Text

When crafting content in plain language, you should adhere to these five considerations:

1. Audience and Purpose: Start by considering your communication’s purpose and what you aim to achieve. Identify your audience’s demographics, existing knowledge, and needs. This information will help you tailor your language and design choices.
2. Structure: Choose a logical and familiar structure for your content. Use summaries to present key information before delving into details, and ensure your content is divided into manageable sections.
3. Design: Pay attention to layout, typography, and information graphics. Incorporate white space for readability, use meaningful headings, select legible fonts, and maintain sufficient contrast between text and background.
4. Expression: Focus on your writing style. Use a conversational yet formal tone, prefer everyday words to technical terms (and explain technical terms when necessary), and keep sentences and paragraphs concise. Favor the active voice over the passive voice.
5. Evaluation: Always assess whether your content is likely to achieve its goals. Edit your work against plain language standards, involve colleagues in proofreading, and, when possible, conduct user testing to ensure your content resonates with your audience.

Benefits of Plain Language

Now that we’ve explored the principles of plain language, let’s discuss its numerous benefits:

1. Enhanced Accessibility: Plain language ensures that your content is accessible to a wider audience, including those with low literacy levels, learning disabilities, or for whom English is not their first language.
2. Improved Understanding: Clear and concise content is easier to comprehend, reducing the risk of misinterpretation or confusion.
3. Increased Engagement: Readers are more likely to engage with content that is easy to read and understand, which can lead to better retention of information and higher user satisfaction.
4. Compliance and Inclusivity: Many countries require plain language in public communications, promoting inclusivity and ensuring compliance with accessibility standards.
5. Professionalism: Plain language conveys professionalism and transparency, fostering trust with your audience.

Plain Language Best Practices That Will Make Your Content Accessible

In addition to the five considerations mentioned earlier, here are some best practices to make your content even more accessible:

• Address the Reader Directly: Use pronouns like “you” to engage with your audience directly, creating a more personal and relatable tone.
• Use Plain Words: Opt for simple, familiar words over complex vocabulary. Avoid jargon unless it’s familiar to your audience, and provide explanations for technical terms.
• Keep Sentences Short: Aim for sentences between 15-20 words on average, with individual sentences not exceeding 30-35 words.
• Omit Unneeded Words: Remove unnecessary words and phrases to streamline your content and make it more concise.
• Maintain Visual Clarity: Use headings, lists, and tables to break up content and make it more scannable.
• Proofread and Seek Feedback: Always review your work for clarity and correctness. Involve colleagues or conduct user testing when possible to ensure your content is truly accessible.

In conclusion, plain language is a powerful tool for making your content accessible and engaging for diverse audiences. By relying on its main considerations and best practices, you can communicate more effectively, foster inclusivity, and build trust with your readers. At Win & Winnow, we understand the importance of plain language in bridging linguistic and cultural gaps, and we incorporate these practices into our content for a more connected and accessible world.

Would you like to learn more about our accessibility services? Get in touch!