By Kendall Eaton, Esq.
What is Plain Language?
Plain language is often misunderstood as something designed only for people with disabilities; but in reality, it benefits everyone. The International Plain Language Federation defines a document as plain language if “…its wording, structure, and design are so clear that the intended readers can easily find what they need, understand what they find, and use that information.” Using plain language means that you are communicating your ideas clearly for the reader to find everything they need to know.
This idea is similar to how curb cuts and closed captioning were originally created to support those with disabilities but ended up helping a much wider audience. Curb cuts make sidewalks more accessible not only for wheelchair users but also for parents with strollers, travellers with luggage, and delivery workers. Closed captioning, while essential for people who are deaf or hard of hearing, is also useful in noisy environments, for language learners, or when watching videos without sound. Plain language works the same way–it makes information easier to access and use for everyone.
Why Use Plain Language?
Communications that are easy to read, understand, and act on have become an important tool for making information more accessible. Research shows that people across different levels of literacy and experience are more likely to read and act on information that is in plain language rather than information that is overly complex. According to Dr. Chris Trudeau, associate professor of law at the University of Detroit Mercy School of Law, as the complexity of the content increases, so does the preference for plain language.
Plain language offers a number of benefits for everyone. First, it can reduce the rate of error and save time. The U.S. Department of Health and Human Services (HHS) found that using plain language in healthcare settings helps reduce mistakes and saves time. When government agencies use plain language, it helps people understand what is going on and take part in decisions. In addition, providing a plain language version can help save time by providing key points, especially when people are busy but still want to be informed. The Centers for Disease Control and Prevention (CDC), the National Institutes of Health (NIH), and the U.S. Office of Personnel Management (OPM) are all government agencies that regularly post documents in plain language.
Second, plain language can build trust and engagement with an organization. A report from the Center for Plain Language showed that organizations using plain language in customer-facing content saw improvements in trust and overall satisfaction. People are most likely to trust in and act on information they can understand; therefore, making plain language a preferred method of information dissemination.
What is the Difference between Plain Language, Easy Language and Plain Language Summary?
Plain language, easy language, and plain language summaries all aim to make information more understandable, but in different ways. The purpose of plain language is to make information clear and accessible to the general public by using everyday words, a clear structure, and short sentences. Easy language, also known as easy read, makes information accessible to people with cognitive disabilities, learning difficulties or very low literacy. Easy language targets people who need extra support to understand written content by using very simple words and typically uses images or symbols to support the written content. Finally, a plain language summary summarizes complex and technical content in a way that non-experts can understand by providing key points of a document. Plain language summaries are used when people do not have the time or expertise to read the full document.
Examples of Complex Versus Plain Language:
| Complex Language Version | Plain Language Version | |
| Healthcare | Administer the prescribed medication bi-daily to mitigate the patient’s symptoms. | Give the medicine twice a day to help with symptoms. |
| Public Information | In the event of an emergency, individuals are advised to evacuate the premises in an orderly and expeditious manner. | If there is an emergency, leave the building quickly and calmly. |
| Workplace Communication | We would like to take this opportunity to express our sincere appreciation for your continued patronage and support. | Thank you for your support. |
| Instructions | Prior to initiating the installation process, ensure that all peripheral devices are disconnected from the primary computing unit. | Before you start installing, unplug anything connected to your computer. |
Plain language is a crucial tool for enhancing communication for all. By ensuring that documents are clear, concise, and understandable, organizations can significantly reduce errors, save time, and foster greater trust and engagement. The benefits of plain language extend beyond accessibility for people with disabilities, making information more inclusive and actionable for everyone. By adopting plain language practices, organizations can lead to more effective communication, ultimately benefiting society as a whole.
Plain Language Version:
What is Plain Language?
Plain language is not just for people with disabilities. It helps everyone.
The International Plain Language Federation says something is written in plain language when people can easily:
- Find what they need
- Understand what they find
- Use that information
Plain language means your writing is clear and easy to follow.
Think of it like curb cuts or closed captions. These were made for people with disabilities, but they help lots of others too:
- Curb cuts help parents with strollers, travelers with suitcases, and delivery drivers.
- Captions help people in noisy places, people learning English, or anyone watching without sound.
Plain language works the same way. It makes information easier for everyone to use.
Why Use Plain Language?
1. It’s easier to understand—and act on
People are more likely to read and use information when it’s clear and simple. Research shows that the harder the topic, the more people prefer plain language.
2. It saves time and reduces mistakes
The U.S. Department of Health and Human Services found that plain language helps avoid errors in healthcare and saves time.
Plain language also helps people:
- Know what’s happening
- Take part in decisions
- Get key points quickly—especially when they’re busy
Agencies like the CDC, NIH, and OPM use plain language often.
3. It builds trust
People trust information they can understand. A report from the Center for Plain Language found that when organizations use plain language, customers feel more satisfied and connected.
What’s the Difference?
Plain language, easy language, and plain language summaries all make information easier to understand—but in different ways.
| Type | What it is | Who it’s for |
| Plain language | Uses everyday words and clear structure | General public |
| Easy language (or easy read) | Very simple words and pictures | People with low literacy or cognitive disabilities |
| Plain language summary | A short version of a complex document | People without time or expertise to read the full version |
Examples
| Complex | Plain |
| Administer the prescribed medication bi-daily to mitigate the patient’s symptoms. | Give the medicine twice a day to help with symptoms. |
| In the event of an emergency, individuals are advised to evacuate the premises in an orderly and expeditious manner. | If there is an emergency, leave the building quickly and calmly. |
| We would like to take this opportunity to express our sincere appreciation for your continued patronage and support. | Thank you for your support. |
| Prior to initiating the installation process, ensure that all peripheral devices are disconnected from the primary computing unit. | Before you start installing, unplug anything connected to your computer. |
Why It Matters
Plain language makes communication better for everyone. It helps:
- Avoid mistakes
- Save time
- Build trust
- Include more people
When organizations use plain language, more people can understand and act on what they read. That’s good for individuals—and for society.
