As we write, we tend to add information we don’t need. We transfer how we speak to the keys on a keyboard. We use jargon that only we understand and we add unnecessary words.
When you write in plain language, you write concisely. You eliminate technical jargon and write clearly so your readers understand.
Tips to write clearly
Remember your reader.
Writing about what you know is easy, but unless your readers are in the same field of work or enjoy the same activities, you’ll need to write in a way they’ll understand.
Plain language is about recognizing your audience and writing in a way that meets their level of understanding. If you’re writing for a team of lawyers, legal terms will come easy for them. Those same terms may not be as easy for a group of teachers. Simplify your copy in a way that’s relevant and easy for your audience to understand. Write it for them.
If you work in the medical field and you’re creating a flyer about arthritis, you might refer to arthritis as “pain and stiffness in the joints” rather than “inflammation in the joints,” which is a little more difficult to understand.
Avoid acronyms
I once worked for a company that loved its acronyms. I stress ‘love.’
An acronym is a word formed by abbreviating a phrase by combining certain letters of words (often the first initial of each) into a single term.
DIY = Do it yourself.
If you can’t avoid an acronym, then explain what each letter stands for on the first reference.
“We’re working on a DIY (do it yourself) project.” In this example, you should avoid using the acronym altogether since the words themselves are easy to understand.
Keep in mind, some acronyms are better known than the words themselves — SCUBA stands for “self-contained underwater breathing apparatus.” Did you know that? In cases like this, using the acronym before the words is preferred.
Write in active voice.
When you write in active voice, the subject of the sentence is doing the action compared to passive voice where the action is happening to the subject.
“The canoe was paddled by me and my friends.” In this sentence, the object “canoe” is doing the action. Flip that sentence to read, “My friends and I paddled the canoe” and you have the subject doing the action. This makes the sentence clearer and less awkward to read.
There will be times when the passive voice is a better choice but try to use active voice first.
Stick to your topic.
Try not to wander into other topics or details that are not necessary. Ask yourself “What do I want the reader to do when they read this message?” No one needs to know how many red note pads are available, if all they need to know is where to get them.
Identify the key messages and stick to the topic. It’s easy to include too many details. When this happens, your message may get lost or create confusion.
Organize your copy.
Break your copy into retainable bites. Limit each paragraph to one idea, avoid extra words and use short sentences as much as possible.
Headings, lists and tables help to identify topics and are a great way to break up copy into bite-size reads. Images or graphics can also help to make your copy more attractive to read.
Practice makes perfect
I like to write in a more conversational way. That doesn’t mean I shouldn’t practice plain language principles. Clear, concise and simple language promotes a better understanding of what you want your readers to know or do.
How clear is your writing?
Writing for you. 