The Basics of The Basics of Plain LanguagePlain Language

© 2005 William H. DuBay© 2005 William H. DuBay

What is plain language?What is plain language?

Plain language is language that Plain language is language that is easy to understand.is easy to understand.

It is not only clear, direct, and It is not only clear, direct, and well written. It also matches well written. It also matches the reading level of the the reading level of the audience.audience.

Plain-Language SamplesPlain-Language SamplesBefore: Before:

A thorough inspection of your forest home or summer cottage and A thorough inspection of your forest home or summer cottage and the surrounding property for obvious fire hazards is the first step in the surrounding property for obvious fire hazards is the first step in fire protection. fire protection.

After: After: You can protect your forest home or summer cottage by first You can protect your forest home or summer cottage by first inspecting your land and building for fire hazards.inspecting your land and building for fire hazards.

Before: Before: Prior to completing the application, the applicants should determine Prior to completing the application, the applicants should determine if the proposed corporate name is available. if the proposed corporate name is available.

After: After: Before you complete the application, find out if another company is Before you complete the application, find out if another company is using the name you have chosen.using the name you have chosen.

Why you need plain Why you need plain languagelanguage

If your organization is not If your organization is not using plain language, you using plain language, you are not operating are not operating effectively. effectively.

You are wasting money.You are wasting money.

Benefits of Plain LanguageBenefits of Plain Language

The benefits of plain language include:The benefits of plain language include:

• Greater comprehension, reading Greater comprehension, reading speed, retention, and perseverance.speed, retention, and perseverance.

• Greater customer satisfaction.Greater customer satisfaction.

• Reduced costs of training, document Reduced costs of training, document production, and support.production, and support.

Know Your ReadersKnow Your Readers

Creating plain-language texts Creating plain-language texts demands knowing the reading ability demands knowing the reading ability and habits of your readers, how and habits of your readers, how much they already know about the much they already know about the subject, and their level of interest subject, and their level of interest and motivation. and motivation.

Adult Literacy StudiesAdult Literacy StudiesLike students in school, adult readers Like students in school, adult readers have different levels of reading ability. have different levels of reading ability. Studies over the last 70 years have Studies over the last 70 years have shown that the average reader in the shown that the average reader in the U.S. is an adult of limited reading ability.U.S. is an adult of limited reading ability.

Effects of Low LiteracyEffects of Low Literacy

Those with low reading levels die Those with low reading levels die earlier, spend more time in earlier, spend more time in hospitals and jails, and have lower hospitals and jails, and have lower earning levels. Their children are earning levels. Their children are less likely to attend college.less likely to attend college.

Problems caused by low reading Problems caused by low reading ability add an additional $73 ability add an additional $73 billion yearly to health-care costs. billion yearly to health-care costs.

Challenges for WritersChallenges for WritersThe lessons of the literacy studies:The lessons of the literacy studies:

The larger the audience, the more it will The larger the audience, the more it will include the average reading habits and include the average reading habits and skills of the public as determined by the skills of the public as determined by the literacy surveys.literacy surveys.

The more critical the information is for The more critical the information is for safety and health, the greater is the safety and health, the greater is the need for increased readability.need for increased readability.

What Makes a Book Readable What Makes a Book Readable 19351935

Essential factors in Essential factors in readability:readability:

Content 33.64%Content 33.64%

Style 30.71%Style 30.71%

Format 19.84%Format 19.84%

Organization 15.82%Organization 15.82%——William S. Gray and Bernice E. William S. Gray and Bernice E.

Leary, Leary, What Makes a Book What Makes a Book ReadableReadable, 1935, 1935

The Reader VariablesThe Reader Variables

Prior KnowledgePrior Knowledge Reading AbilityReading Ability InterestInterest MotivationMotivation

The Readability FormulasThe Readability Formulas

The readability formulas are methods The readability formulas are methods for predicting the difficulty of a text for predicting the difficulty of a text as measured by reading tests.as measured by reading tests.

Although not 100% accurate, they Although not 100% accurate, they give a good rough estimate of the give a good rough estimate of the reading level of a text. reading level of a text.

They are the only objective measure They are the only objective measure we have. we have.

The Formula Variables

Rudolf Flesch

Rudolf Flesch caused a revolution in journalism and business writing in 1948 withhis book The Art of Plain Talkand his Reading Ease readability formula.

Flesch Publication ScoresFlesch Publication Scores

Dale-Chall Formula 1948Dale-Chall Formula 1948

Several studies have shown Several studies have shown the Dale-Chall formula to be the Dale-Chall formula to be the most accurate of all the most accurate of all formulas. formulas.

To measure word difficulty, it To measure word difficulty, it counts the words not on a list counts the words not on a list of 3,000 words familiar to 80% of 3,000 words familiar to 80% of fourth graders.of fourth graders.

Edgar Dale

Jeanne Chall

Robert Gunning’s Fog Robert Gunning’s Fog FormulaFormula

Count 100 wordsCount 100 wordsGrade Level = .4 X Grade Level = .4 X

(average sentence length (average sentence length + hard words)+ hard words)

Where:Where:Hard words = number of Hard words = number of words of more than two words of more than two syllablessyllables

Robert Gunning

Fry Readability Graph

Ed Fry

DesignDesign

After style, the design is the next important After style, the design is the next important feature of readability.feature of readability.

Design includes layout, typography, and Design includes layout, typography, and illustrations.illustrations.

Design must match the medium and the Design must match the medium and the reading ability of the audience. reading ability of the audience.

OrganizationOrganizationOrganization is especially important with:Organization is especially important with:

Younger readersYounger readers Adults of lower reading skillsAdults of lower reading skills Those unfamiliar with the subject Those unfamiliar with the subject

Advanced readers can usually tie things Advanced readers can usually tie things together and figure out the organization; other together and figure out the organization; other readers can’t. readers can’t.

Be Brave Write and Speak Plainly