Five principles of plain language

1. Consider your reader
Before writing any document, you need to think about who you are writing to. Writers must ask themselves: Who are my readers? What will they want and need to know? How will they use my document? Think about the nature of your reader and their needs as you communicate with them

2. know your message
Communication is a two-way process. As well as thinking about your readers’ needs, you must also be clear about what you are wanting to say. Writers must ask themselves: What is my purpose for writing? What are my key messages? What do I want my readers to feel, think or do after reading my document? Develop your ideas of why you are writing and what your message is and so you will able to communicate it clearly.

3. Write Effectively
To write effectively, you must pay attention to the style and tone of your document. Writers must ask themselves: Does my document use plain, everyday language? Is it in active voice? Does it use strong verbs and personal pronouns? Is the expression too wordy? How does it explain technical terms, jargon and acronyms? How do I make it concise and accessible to all readers? The aim of plain language is to convey information to the reader using concise expression and using language the reader understands.

4. organise your information
All readers expect a document to develop a message and not go around in circles. They also enjoy reading documents that are well-organised into sections they can skim. Writers must ask themselves: How will I divide my information into logical sections or topics? How can I create descriptive and engaging headings and sub-headings? Create a well organised document for your reader’s ease and enjoyment.
5. Present your information well
Present your information well.It’s not enough to use the right words. You must also catch your reader’s eye. Writers must ask themselves: How can I create a document that is visually appealing and readable? Am I using plenty of white space with readable fonts and layout? Do my graphics support the text? Are they visually clear, simple and concise? A well-presented document makes it easier for your readers to engage with your content.

Plain Language Makeovers

Original
It should be noted that instances of discrimination are halted by the implementation of policies with respect to our workplace environment and in view of this if it is considered that the lodgement of a complaint is required the matter should be raised with the appropriate authorised anti-discrimination officer of the organisation.
Revised
Our policy is to have a workplace free from discrimination. If you have a complaint, you should tell our anti-discrimination officer.
Original
Prior to issuing an infringement notice, Officers are under instruction to record all relevant details pertaining to the parking position of the vehicle at the time the notice is issued.
Revised
Before they issue a fine, officers must record all the details about the vehicle's location.
Original
Legislation allows us to provide or disclose information acquired by us to specified entities for the purpose of enabling that entity to perform their duties and functions or exercise their powers including for example report matters warranting urgent investigation or attention to other authorities, such as the Australian Federal Police.
Revised
Legislation allows us to pass on information we have acquired in the course of our work to agencies who may need that information to do their work. For example, we can pass on information to authorities such as police or corruption watchdogs. We are obliged to provide relevant information to organisations responsible for law and order and proper conduct.

  • Albert Einstein

    Any fool can make things bigger, more complex, and more violent. It takes a touch of genius -and a lot of courage-to move in the opposite direction. ... My aim is to make things as simple as possible, but not simpler than that.
    Widely acknowledged to be one of the greatest physicists of all time 1879–1955

  • Leonardo Da Vinci

    Simplicity is the ultimate sophistication.
    Leonardo da Vinci Artist and so much more 1452–1519

  • Mark Twain

    I am sorry this is such a long letter, but I did not have the time to write a short one.
    Mark Twain American writer, humorist, entrepreneur, publisher, and lecture 1835–1910

  • George Eliot

    The finest language is mostly made up of simple unimposing words.
    Mary Ann Evans (wrote under the pen name George Eliot) English novelist, poet, journalist, translator 1819–1880

  • Albert Camus

    Those who write clearly have readers; those who write obscurely have commentators.
    Albert Camus Philosopher, author, and journalist Awarded Nobel Prize for Literature 1957 1913–1960

  • Samuel Johnston

    A man who uses a great many words to express his meaning is like a bad marksman who, instead of aiming a single stone at an object, takes up a handful and throws in hope he may hit.
    Samuel Johnston English lexicographer, poet, playwright, essayist, moralist, literary critic, biographer, and editor 1709–1784

  • Samuel Taylor Coleridge

    Works of imagination should be written in very plain language; the more purely imaginative they are the more necessary it is to be plain.
    Samuel Taylor Coleridge English poet, literary critic, philosopher and theologian 1772–1834
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