Plain language as defined by Martin Cutts of Plain Language Commission:

The writing and setting out of essential information in a way that gives a co-operative, motivated person a good chance of understanding it at first reading, and in the same sense that the writer meant it to be understood.

This means pitching the language at a level of sophistication that suits the readers and using appropriate structure and layout to help them navigate through the document.

It does not mean always using simple words at the expense of the most accurate words, or writing whole documents in kindergarten language even if—as some adult literacy surveys claim—about seven million adults in the UK and 70 million adults in the US cannot read and write competently.

As well as its strong connotations of clarity, ‘plainness’ is about honesty. Essential information should not lie or tell half-truths, especially as its providers are often socially or financially dominant.

What does it mean to write in plain language?
Plain language does not mean baby talk. When we write clearly and avoid jargon, we do not compromise on accuracy. On the contrary, you are being straightforward with your reader. You are being honest. This can only serve the best interest of a democracy or a company.

To write in plain language:

  • use shorter sentences and everyday words. Deliver the message as directly and quickly as possible.
  • use ‘I/we’ and ‘you’, wherever possible. Unless you are reporting the results of a scientific experiment, there is no harm in addressing your reader as ‘you’.
  • avoid passive voice. Using the active voice makes for fewer words and better understanding.

But a document that tries to be reader-friendly needs to do more than just use plain language. It needs to be designed logically and be easy on the eye.

Why plain language?
Because, language that intimidates, obscures, and confuses will turn away people, thus affecting your image and business. Obsolete, jargon-filled legalese robs people of their right to know.

When you write in plain language, you are understood faster and better. It also saves time and money for you and your customer. This is not a mere claim, but a quantified fact. For instance, the US Department of Veterans Affairs revised one form and recorded the results of this change in one VA call center. The number of calls received dropped from about 1,100 to about 200. This was just one form. You can only imagine the huge potential of cost savings if every form, every letter, every brochure is recast in plain language. The same analogy works for business entities, too.

We are all customers of a bank, an insurance firm, electronics company, etc. When we pay up to buy a service or product and are handed an unintelligible user manual or an intimidating, distant-sounding letter, we don’t exactly feel a warm glow within, do we?

The user manual or the bank letter is supposed to be for people from different educational backgrounds and not for the engineers who designed the product or bankers who run the bank. If you have trouble understanding these documents, it’s not a reflection on your IQ, but rather shows the disconnect between the obsolete legalese and jargon these firms used and the language that you, their prized customer, talk in.

How can Blue Pencil India help?
You can communicate your ideas effectively in plain language or plain English, and we can help you do that. To start with, we can do a free review of your site or a few documents, and guide you on how you can implement plain language and make them user-friendly.

Plain language as defined by Martin Cutts of Plain Language Commission

The writing and setting out of essential information in a way that gives a co-operative, motivated person a good chance of understanding it at first reading, and in the same sense that the writer meant it to be understood.

This means pitching the language at a level of sophistication that suits the readers and using appropriate structure and layout to help them navigate through the document.

It does not mean always using simple words at the expense of the most accurate words, or writing whole documents in kindergarten language even if—as some adult literacy surveys claim—about seven million adults in the UK and 70 million adults in the US cannot read and write competently.

As well as its strong connotations of clarity, ‘plainness’ is about honesty. Essential information should not lie or tell half-truths, especially as its providers are often socially or financially dominant.

What does it mean to write in plain language?

Plain language does not mean baby talk. When we write clearly and avoid jargon, we do not compromise on accuracy. On the contrary, you are being straightforward with your reader. You are being honest. This can only serve the best interest of a democracy or a company.

To write in plain language:

· use shorter sentences and everyday words. Deliver the message as directly and quickly as possible.

· use ‘I/we’ and ‘you’, wherever possible. Unless you are reporting the results of a scientific experiment, there is no harm in addressing your reader as ‘you’.

· avoid passive voice. Using the active voice makes for fewer words and better understanding.

But a document that tries to be reader-friendly needs to do more than just use plain language. It needs to be designed logically and be easy on the eye.

Why plain language?

Because, language that intimidates, obscures, and confuses will turn away people, thus affecting your image and business. Obsolete, jargon-filled legalese robs people of their right to know.

When you write in plain language, you are understood faster and better. It also saves time and money for you and your customer. This is not a mere claim, but a quantified fact. For instance, the US Department of Veterans Affairs revised one form and recorded the results of this change in one VA call center. The number of calls received dropped from about 1,100 to about 200. This was just one form. You can only imagine the huge potential of cost savings if every form, every letter, every brochure is recast in plain language. The same analogy works for business entities, too.

We are all customers of a bank, an insurance firm, electronics company, etc. When we pay up to buy a service or product and are handed an unintelligible user manual or an intimidating, distant-sounding letter, we don’t exactly feel a warm glow within, do we?

The user manual or the bank letter is supposed to be for people from different educational backgrounds and not for the engineers who designed the product or bankers who run the bank. If you have trouble understanding these documents, it’s not a reflection on your IQ, but rather shows the disconnect between the obsolete legalese and jargon these firms used and the language that you, their prized customer, use.

How can Blue Pencil India help?

You can communicate your ideas effectively in plain language or plain English, and we can help you do that. To start with, we can do a free review of your site or a few documents, and guide you on how you can implement plain language and make them user-friendly.