A Plain Language Checklist for Writing People Can Use
Plain language is writing that people can find, understand, and act on the first time they read it.
Plain language is not dumbed-down language. Experts prefer it too, because nobody wants to read a sentence twice. Clear writing helps the person who reads in a second language, the person reading on a phone in a parking lot, and the executive with four minutes between meetings.
The idea also carries legal weight. The Plain Writing Act of 2010 requires United States federal agencies to write public documents in clear language the public can understand and use. Plain language is good practice everywhere else, too.
What is the fastest plain language test?
Read the sentence out loud once, at normal speed. If you stumble, run out of breath, or a listener would ask "What does that mean?", rewrite it.
The plain language checklist
Start with the reader's question
The first sentence answers the question that brought the reader here.
Each page has one main job, and the heading says what that job is.
The most important action appears near the top, not at the bottom.
Write short, direct sentences
Most sentences carry one idea.
The subject and verb sit close together, near the start of the sentence.
The sentence uses active voice: "We review your request" instead of "Your request will be reviewed."
Instructions use the imperative: "Enter your email address."
Choose everyday words
"Use" replaces "utilize," "help" replaces "facilitate," and "start" replaces "commence."
Every technical term is explained in plain words the first time it appears.
Every acronym is spelled out on first use.
The page uses one word for one thing. If it says "account" once, it never switches to "profile" for the same thing.
Make the page easy to scan
Headings are questions or plain statements a reader would search for.
Paragraphs are short.
Lists hold steps, options, and requirements.
Links say where they go. "Read the refund policy" works, and "click here" does not.
Write forms and errors people can fix
Every field has a visible label that stays visible while the person types.
Error messages say what went wrong and how to fix it: "Enter a date after today" instead of "Invalid input."
The form asks only for what it needs and explains why it needs anything sensitive.
Before and after
Here is a sentence from a typical account page:
"In the event that the user is unable to authenticate, it is recommended that the password reset functionality be utilized."
Here is the same sentence in plain language:
"Can't sign in? Reset your password."
The second version is shorter, kinder, and easier to act on, and it loses nothing important.
Why plain language is an accessibility issue
Clear writing removes a barrier for people with cognitive disabilities, people who use screen readers, and people reading in a second language. It also lowers support calls, abandoned forms, and costly mistakes. That makes plain language one of the cheapest accessibility fixes a team can make.
If you want to know where your own site's writing creates barriers, my A+ Audit reviews the words along with the code.
Play an Aha Moments card
Aha Moments is my card game of short design exercises. Each card names one idea, such as Craftsmanship, explains why the idea matters, and gives you exercises you can finish with a timer, a pen, and whatever is in front of you.
You can play the sample cards free, and members play every card.