Using Plain Language in Technical Writing and Beyond
Plain language is a term often associated with technical writing. But what exactly is plain language, and why is it important?
What is plain language?
“A communication is in 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.”- International Plain Language Federation
Writing in plain language is the best way to communicate information clearly and unambiguously. Plain language principles include using a direct, friendly tone, avoiding jargon, eliminating unnecessary words and phrases, using the simplest words you can, and structuring documents so that their information is easy to find.
Plain language isn’t ideal for every type of writing. In fiction and poetry, for example, literary devices such as clever wordplay, unexpected turns of phrase, and subtle allusions to other works are celebrated, and readers often enjoy spending time pondering the meaning of what they’ve read.
However, if you’re writing a technical manual, a legal document, a list of safety regulations, or a web page communicating a government policy to the public, it’s important to be as clear and unambiguous as possible.
Why is plain language important?
When the objective is clear communication, plain language benefits everybody.
Users can easily find and understand the information they’re looking for, which saves time, money, and frustration.
Writers can use plain language principles as a decision-making tool when writing and structuring documents. Writing plainly also helps ensure that writers fully understand the information themselves.
Organizations can benefit from lower technical support costs, fewer safety issues due to misinterpretations, and lower costs due to easier translation and localization.
Plain language is sometimes legally required. For example, the United States Plain Writing Act of 2010 requires American federal agencies to use plain language when communicating with the public.
Why use plain language in technical writing?
The purpose of technical writing is to communicate complex information clearly and understandably. For example, a technical writer might need to produce:
a manual for a piece of industrial machinery that is complex and potentially dangerous to operate.
a set of HR policies documenting complicated rules for potentially difficult situations.
a government web page explaining complex tax benefits or public health regulations to the public.
Especially when information is complicated, it’s important to communicate it as clearly and unambiguously as possible.
How to use plain language
There are three main aspects to using plain language.
First, understand your audience. Consider who you’re writing for. What’s their background? What do they already know, and what will they need explained? Which information is the most important to them?
Next, choose your words and sentence structure using the principles of plain language, always aiming for clarity. For example:
Use the simplest available words (for example, “use” instead of “utilize”).
Avoid jargon if possible and define any jargon you can’t avoid.
Leave out unnecessary words (for example, “describes” rather than “is intended to describe”).
Use the active voice whenever you can (for example, “press the button to reload the page” rather than “the page is reloaded when the button is pressed”).
Source: Microsoft Style Guide
Finally, make your document easy to navigate. For example:
Use clear and organized headings.
Break information into manageable chunks.
Include diagrams where necessary to add clarity.
Organize similar information into lists and tables.
Further resources
There are many useful plain language resources at the websites of the International Plain Language Federation and its three member organizations:
Center for Plain Language, an American plain language advocacy group
Clarity, an international organization promoting the use of plain language in the legal field
Plain Language Association International (PLAIN), an international association for plain language professionals
PlainTrain, a short, free online course, also provides a useful overview of how to incorporate plain language principles into your writing.