1. Plain Language Dr. Annetta L. Cheek Chair, Center for Plain Language

2. What is Plain Language?

• Material is in plain language if readers can

• Find what they need

• Understand what they find

• Use it to fulfill their needs

And they should be able to do this the first time they read or hear it!

3.

• Plain language is audience-specific.

• What is plain language for one audience may not be plain language for another audience.

• Plain language is not dumbing down, or writing to the lowest common denominator .

• Plain language is precise. There is no conflict between precision and clarity.

4. These techniques help you achieve the goal of plain language.

5. Use:

• Informative headings

• • Active voice

• • Pronouns

• • Lists and tables

• • Common words

Logical organization

6. Avoid:

• • Abbreviations, jargon, legal terms, Latin

• • Confusing constructions

• • Unnecessary words

• • Information the audience doesnt need

Long sentences

7. A general principle Less is more! Plain language usually but not always helps you be more concise.

8.

• Plain language results in better compliance with instructions.

• People think youre smarter when you write in plain language.

• Plain language saves time and money for both the author and the audience

Why should the government use plain language?

9.

• Significantly fewer calls from customers.

• One office, in Jackson, MS, decided to rewrite one standard benefits letter into plain language.

Veterans Benefits Administration

• More veterans applied for benefits.

10. Fewer calls from customers 1920 10,968 Total calls each year, 10 counselors 16 91.4 Calls to each counselor each month Plain Language letter Old letter

11.

• Revised regulations about radio operations on pleasure boats to improve their clarity.

• A Washington-based firm studied the ability of users to find answers to questions in the old and new versions.

• The test groups included both new and experienced users.

Federal Communications Commission

12. Less time for users to solve a problem (in minutes)

13.

• An extensive project revising forms into plainer language and format.

• They saved time for their agencies and achieved a higher rate of compliance with requirements.

Canadian Government

14. Shorter processing, more returns Name of Form Original Version Plain Language Version Operating Grant Application Staff processing time 20 minutes Staff processing time 3 minutes Grant Report 25% return rate 50% return rate Tree Nursery Order Form 40% error rate 20% error rate, cut staff processing time in half

15. Resources www.centerforplainlanguage.org www.plainlanguage.gov [email_address]