OSPO GuidePlain Language
What is Plain Language?
Plain language is communication that people can understand the first time they read or hear it. It helps readers quickly find information, understand what it means, and take appropriate action.
Why Plain Language Matters
Using plain language helps organizations:
- Improve accessibility
- Reduce misunderstandings
- Increase trust and transparency
- Make information easier to find and use
- Improve user experience across digital services
For government organizations, plain language supports effective communication with the public and helps ensure information is accessible to everyone.
Plain Language Best Practices
Know Your Audience
Understand who will use the information and what they need to accomplish. Write with their goals and level of expertise in mind.
Use Common Words
Avoid jargon, unnecessary acronyms, and technical terminology whenever possible. If specialized terms are required, explain them clearly.
Keep Sentences and Paragraphs Short
Shorter sentences and paragraphs are easier to read and understand, especially on digital platforms.
Use Active Voice
Active voice is generally clearer and more direct.
Instead of: "The application must be submitted by the user."
Use: "The user must submit the application."
Organize Information Clearly
Use headings, bullet lists, descriptive titles, and logical structure to help readers navigate content quickly.
Make Content Easy to Scan
Most users scan webpages before reading them in detail. Highlight important information using:
- Headings
- Bulleted lists
- Short paragraphs
- Meaningful links
Focus on Action
Clearly explain what readers need to do and what will happen next.
Federal Resources
Additional Reading
Digital.gov provides practical guidance for creating web content that is concise, accessible, and user-centered. Their recommendations emphasize audience-focused writing, scannable content, and clear calls to action.
