Plain language is writing that is clear, concise, and well-organized. It allows your readers to find what they need, understand what they find, and use that information effectively.
The “Why”
- Cognitive Accessibility: It reduces the “mental load” for students with learning disabilities, ADHD, or anxiety, allowing them to focus on the content rather than decoding the sentences.
- Non-Native Speakers: It ensures that students for whom English is a second language can accurately follow instructions and academic concepts.
- Universal Benefit: Everyone reads faster and retains more information when the language is direct and the layout is easy to scan.
Examples: Before vs. After
The Sentence Level
- Bad (Passive/Wordy): “It is requested by the Department of Admissions that the application be submitted by the student no later than the deadline of Friday at 5:00 p.m.”
- Good (Active/Direct): “Submit your application to the Admissions office by Friday at 5:00 p.m.”
- The Difference: The “Good” version uses active voice and identifies the action and the actor immediately.
The Formatting Level
- Bad (Wall of Text): “The course requirements include three separate exams which will be weighted at 20% each, along with a final project that is worth 30% of the grade, and finally, participation in the weekly discussion boards accounts for the remaining 10% of the final grade calculation for the semester.”
- Good (Scannable List):
Grading Breakdown:
- Exams (3): 20% each (60% total)
- Final Project: 30%
- Participation: 10%
- The Difference: Bullet points and bold text allow a student to find their grade weight in two seconds rather than reading a full paragraph.
How-To: Strategies for Success
- Use Active Voice: Try to make the “subject” of your sentence perform the “action.” (e.g., “The professor will post the link” instead of “The link will be posted by the professor.”)
- Avoid “Nominalizations”: These are verbs turned into clunky nouns. Instead of saying “We will conduct a discussion,” just say “We will discuss.”
- Front-load Information: Put the most important information or the “call to action” at the very beginning of your headings and paragraphs.
- The “One Idea” Rule: Keep paragraphs short. Each paragraph should focus on one main idea or instruction.
- Use “White Space”: Break up long stretches of text with headings, subheadings, and lists. If a paragraph is longer than 5 or 6 lines, it鈥檚 time for a break.
- Check Reading Level: Aim for an 8th-grade reading level for general instructions. You can check this using the Flesch-Kincaid tool built into Microsoft Word鈥檚 “Editor” or Hemingwayapp.com.
Apply This to Your Work
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