What Is Plain English? (A Guide for Writers and Editors)
Have you ever read something several times, but still felt unsure about what the writer was trying to say? If you want your writing to be understood by as many people as possible, plain English can be a very useful tool. Although there are times when complex language is appropriate (e.g., in medical or legal writing), generally speaking, plain English is the most effective way to communicate a message and avoid misunderstandings.
In this blog post, we’ll explore what plain English is, why it matters for both writers and editors, and how to implement it effectively.
What Is Plain English?
In layman’s terms, plain English means using language that is clear, concise, and easily understood by a wide range of audiences.
Some of the key features of plain English include:
- Everyday language: Plain English uses widely familiar terms. It is best to avoid jargon – a type of language that only a particular group of people will understand – and other technical language. For instance, some nonspecialist readers may not recognize the term “myocardial infarction,” but most people will know what a “heart attack” is.
- Concision: Writing concisely typically means favoring the active voice where possible, cutting repetition and redundancies, and avoiding unnecessary modifiers and hedging language. Sentences of more than 15 to 20 words can be difficult to follow, so succinct writing is key for clarity. It is also good to keep paragraphs short, as big blocks of text can be off-putting.
- Varied sentence lengths: Writing made up entirely of long or short sentences is difficult to read, so it’s best to vary sentence length.
- A clear structure: Plain English uses simple structures and presentation tools to help orient the reader and allow for skim reading. This might include using topic sentences, lists and summaries of key details, clear headings, and other navigation aids (like a table of contents, page numbers, or hyperlinks for web content).
Plain English is particularly effective in documents that provide information, such as business reports, contracts, or informative leaflets, or give instructions, like training manuals.
Plain English vs. Simple English
It is important to note that “plain English” doesn’t necessarily mean “simple English.” These are slightly different concepts:
- Plain English aims to communicate clearly with a wide audience. This may mean using everyday language rather than jargon where possible, but it shouldn’t usually require simplifying the ideas communicated.
- Simple English refers to forms of simplified English designed for people with specific needs, such as children or people learning English as a second language. Content written in simple English will also often simplify the concepts discussed, such as on the Simple English Wikipedia. In other cases, a version of simplified English can be tailored to a specific set of users, such as with the Simplified Technical English used in various technical fields.
As a proofreader or editor, you may come across documents written in “plain” or “simple” English. But the requirements of each are often different, so it’s important to be clear about what your client is asking for before you start working.
Additionally, many organizations have offered guides and resources on how to use plain language effectively. This includes dedicated groups like PLAIN (the Plain Language Action and Information Network), who campaigned for the introduction of the 2010 Plain Writing Act in the US. Other groups, such as the Plain English Campaign in the UK, offer their own resources and training services. It’s therefore worth checking whether your client is using a specific form of plain English before you start writing, proofreading, or editing a document.
Why Is Using Plain English Important?
If you’re a writer, it’s important to write in a way that your target audience will understand. If you’re an editor, you need to be proficient in the use of plain English so that you can advise your clients on elements of their writing that might confuse readers.
Writing in plain English has many benefits, including:
- Reducing the likelihood of misunderstandings and frustration
- Boosting engagement by making it easier for readers to understand and retain key information
- Increasing accessibility for non-fluent English speakers or those with varying literacy levels
- Increasing accessibility for those that use assistive technologies like screen readers
- Building trust and credibility by presenting information in a transparent, straightforward manner
How to Write in Plain English
Below, we’ll look at seven core plain English principles you can apply in your own writing or utilize as an editor.
1. Think About Your Intended Audience
Use words that are appropriate for your readers. You don’t want people to have to pull out a dictionary to understand what you’ve written. Say exactly what you want to say in the simplest way possible.
Example (wordy and full of jargon):
To ensure you get the best bang for your buck, it’s imperative to do your due diligence before making a purchase. ✘
Plain English revision:
To save money, do some research before you buy. ✔
While jargon and specialist language can be effective in specific circumstances, it should be avoided when writing for a general audience. If you must use technical terms, explain their meaning clearly the first time you use them.
2. Use Personal Pronouns
Using personal pronouns – I, you, he, she, it, we, and they – can make your writing more conversational and direct.
Example (impersonal):
Customers will be given a discount if they wear floral print. ✘
Plain English revision:
We’ll give you a discount if you wear floral print. ✔
3. Write Shorter Sentences
Try to stick to one main idea per sentence, occasionally adding a related point. However, you don’t want all your sentences to be the exact same length. They should vary in type and structure while avoiding wordiness.
Example (wordy):
During the course of the month of January, the lack of sunlight can have an effect upon your mood. ✘
Plain English revision:
In winter months like January, there is typically less sunlight. Lack of sunlight can affect your mood. ✔
4. Use the Active More Than the Passive Voice
Knowing where to use active and passive voice in your writing is important. There is a place for the passive voice (e.g., to distance the subject from the action, or to make a statement feel less emotional), but it can also create ambiguity. The active voice is usually more concise. Your writing should be as clear as possible, so most of your statements should use the active voice.
Example (passive):
The report was written by my coworker. ✘
Plain English revision:
My coworker wrote the report. ✔
5. Be Direct
Using imperatives (i.e., commands) is a great way to make your writing more direct. This approach can be especially useful for instructions, requests, and warnings.
Example (indirect):
People should look both ways before they try to cross the street. ✘
Plain English revision:
Look both ways before you cross the street. ✔
6. Avoid Nominalizations
Also known as “zombie nouns,” nominalizations are nouns made from other parts of speech by adding a suffix like ity, ism, or tion. They’re often used in academic, business, and technical writing. These words can look impressive at first glance, but they obscure meaning and reduce clarity. Replace them with strong verbs to create more direct, engaging writing.
Example (lots of nominalizations):
The implementation of the policy resulted in the improvement of operational efficiency and the reduction of employee dissatisfaction. ✘
Plain English revision:
Implementing the policy improved operations and reduced employee dissatisfaction. ✔
7. Use Lists Where Appropriate
Bullet point lists are an effective way to split up information, making it easier for readers to scan and absorb key points. Using a lead-in sentence to explain your lists can make them even clearer.
Example (long, dense paragraph):
To plan a conference successfully, choose a theme that resonates with attendees, secure a suitable venue, arrange engaging speakers, and promote the event to ensure a great turnout. ✘
Plain English revision:
Here’s how to plan a conference effectively:
Choose a relevant theme
Secure a suitable venue
Arrange engaging speakers
Promote the event widely ✔
Can You Edit Your Own Writing?
It can be hard to edit your own work. As a writer, it may be difficult to distance yourself from what you have written and fully implement the principles of plain English. Having an editor gives you the benefit of a fresh perspective from someone who isn’t as familiar with you or your work. An editor can draw your attention to parts of your writing that may overuse jargon or require shorter sentences. They can also suggest revisions to make your writing clearer and more effective – without altering your overall message.
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Whether you’re a writer looking to hone your own craft, or an aspiring proofreader or editor eager to help others improve their writing, our courses can set you on the path to success. Plus, if you pass the Becoming A Proofreader and Becoming An Editor courses with distinction, you’ll be guaranteed work with our partner company, Proofed. Try some lessons for free today!
Updated on May 01, 2025
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