Plain Language

• Target your writing to an 8th-9th grade reading level. Just because someone can read instructions written at a graduate course level, doesn’t mean they want to.
• Avoid jargon. Steer clear of technical language that your audience might not be familiar with. Use words and terminology that your target audience can understand.
• Use pronouns to identify who is taking action. For example, you can use 'we' for the organization and 'you' for the end user.

In many cases, writing in active voice is easier for readers to understand. 

In active voice, the subject performs the action. In passive voice, the subject is acted upon by the action. 

Example 1:

• Passive voice: The man was bitten by a dog.
• Active voice: A dog bit the man.

Example 2:

• Passive voice: It is believed by the candidate that Congress should act.
• Active voice: The candidate believes Congress should act.

Using 'positive language' means focusing on what can be done, not on what can't be done. Help readers focus on next steps in a process or potential solutions. 

Example 1:

• Negative language: No program approval may be implied in the absence of the Chair's approval.
• Positive language: You must have the Chair's approval for your program.

Example 2:

• Negative language: Applicants may not submit samples, except on Tuesdays.
• Positive language: Applicants may submit samples on Tuesdays.

• Use shorter sentences and ‘chunk’ your content. 
• Cut unnecessary adverbs and modifiers. There are words like ‘very’, ‘generally’, and ‘really’.
• Use bulleted or chronological lists when possible to organize concepts. 

• Beware of prepositions (of, to, on) and leave out redundant words (past memories, true facts).