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?
Although there are times when complex language is appropriate (e.g., in legal writing), generally speaking, plain English is the most effective way to communicate a message and avoid misunderstandings.
But what exactly is plain English? Put simply, it’s writing that’s clear, concise, and easily understood by a wide range of audiences. It’s writing that uses everyday language to help the reader understand a message without changing the meaning.
Read on to learn more about using plain English as a writer or editor.
Why Is Using Plain English Important?
If you’re a writer, it’s important to write in a way that your 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 areas of their writing that might confuse readers.
While more technical or stylistic writing might be required in some cases (e.g., academic and creative writing), plain English is effective in a wide variety of documents, especially those that provide information or give instructions like:
- Business reports
- Training manuals
- Informative leaflets or brochures
- Contracts
- Websites
- Any form of marketing material
How to Write in Plain English
Learning how to write in plain English is not difficult if you follow a few simple guidelines.
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.
Jargon is a type of language that only a particular group of people will understand. While jargon can be effective in specific circumstances, it should be avoided when writing for a general audience.
To ensure you get the best bang for your buck, it’s imperative to do your due diligence before making a purchase. ✘
To save money, do some research before you buy. ✔
2. Use personal pronouns.
Using personal pronouns like “you” and “we” can make your writing more conversational.
Customers will be given a discount if they wear floral print. ✘
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. You don’t want all your sentences to be the exact same length. They should vary in type and structure, but try to avoid wordiness.
During the course of the month of January, the lack of sunlight can have an effect upon your mood. ✘
In January, less sunlight can affect your mood. ✔
4. Use the active more than the passive voice.
Knowing which voice to use in your writing is important. The active voice is usually more concise. There is a place for the passive voice (e.g., to avoid blame, distance the subject from the action, or make something less hostile), but it can also create ambiguity. Your writing should be as clear as possible, so most of your statements should use the active voice.
The report was written by my coworker. ✘
My coworker wrote the report. ✔
5. Be direct.
Using imperatives (i.e., commands) is a great way to make your writing more direct.
People should look both ways before they try to cross the street. ✘
Look both ways before you cross the street. ✔
6. Use lists where appropriate.
Bullet point lists are an effective way to split up information, making it easier to understand while using fewer words.
Can You Edit Your Own Work?
If you want your writing to be understood by as many people as possible, plain English can be a very useful tool. By following the principles above, you can write in a way that’s short and simple while still getting your message across effectively.
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 second set of eyes that aren’t as familiar with you or your work.
An editor can highlight places where your writing is needlessly complicated and suggest revisions to make it clearer and more effective.
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