More About Plain
Language as a Method

There are many strategies for creating easier to read printed materials. Many of these strategies center on the language we use in our writing. Plain language writing will score lower when analyzed with readability formulas, but the goal of plain language is not about reading levels. It is about reaching your readers effectively. Plain language methods can be used in any language, so we may talk about plain English, plain Spanish, or plain Swedish documents.

There are many factors which affect the reading difficulty of a document. Other factors that fall under the category of plain language have more to do with document design, organization, and matching the content to the readers’ interests and needs. Plain language focuses on the needs of the readers and is written with their interests, abilities, culture, and perspectives in mind.

Plain language can also be applied to clear verbal communication. Many of the same principles of plain language in print apply to spoken language. The difficulty of the terms you use, the amount of information you give, the organization of your delivery, and whether the reader perceives you as credible are all factors that are similar in both written and spoken communication.

Plain language is not “dumbing down” the language. You might be thinking, “Yeah, but won’t it offend the good readers?” When done appropriately and thoughtfully, plain language is not offensive to any reader. Skilled readers usually appreciate plain language because it makes a “quick read.”

In general, plain language documents are readable to about half of the population, the half of U.S. adults who read at or above 8th grade level. For readers with less than an elementary education or reading level, materials written to be even more plain are the most appropriate. These would be written below 7th grade level. At the lower levels, you would apply plain language principles very stringently and would usually need to remove some of the more technical content. You would also include as many strategies for piquing interest as possible. Materials at the lower end of the spectrum should include testimonials, quotes, stories, quizzes, dialogue, illustrations, and other attention-getting features to encourage less confident readers to keep going.

More About Plain
Language as a Movement

Some examples of plain language activities in the countries most active with plain language:

	The Plain English Campaign in England awards a crystal mark, a symbol of clarity, to documents that are written in plain language. Consumers know to watch for the mark as they shop for financial services, insurance plans, etc. In March 2002, the Campaign awarded the crystal mark to the 7,000th document that has earned its approval.
	Australia’s legal community has worked tirelessly to move to understandable legal documents.
	The Swedish government employs plain language consultants to assist government workers in creating easy-to-understand legislation.
	In Canada, legislators create laws that are readable to those they govern, and health care providers are working to create materials that patients and their families can understand.
	In South Africa, plain language has become a critical issue. With the new democracy, many people in government are committed to making the constitution and laws understandable. The new government is emphasizing human rights and is very concerned about disseminating information to its citizens. Since there are eleven official languages, many South Africans speak English as a second language, so clarity in English is critical.

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Plain Language in the United States

The United States has come a long way in the last few years as well. Our plain language initiatives have often come from the federal government but have waxed and waned as administrations had differing levels of commitment to the idea.

In 1998, then-President Clinton issued a Presidential Memorandum requiring government agencies to use plain language in developing written materials. A Presidential Memorandum stands unless the next administration rescinds it. As of this writing, the Bush administration has not rescinded it. Therefore, all federal agencies should be using plain language as they produce or update their printed materials used by the public.

The good news is that many of them have become very committed to implementing plain language. In fact, there is a group of government employees dedicated to improving the government’s communications. You can learn more about this group and other plain language activities at www.plainlanguage.gov.

Plain language is also spreading quickly into other areas within the U.S.

	The securities industry must follow standards set by the Securities and Exchange Commission for including plain English in certain portions of prospectuses.
	In some states, the insurance industry must write policies at a certain reading level for greater reading ease.
	In the last five years, the health care industry has recognized more than ever that most of their printed materials are too difficult for the majority of their patients. More and more health care providers are learning about the need for better communication with their patients, learning how to create easy-to-read materials, and researching the links between health and literacy. In health care, the term “health literacy” has emerged. It usually refers to a person’s ability to read, understand and use health-related print information; to understand health-related concepts; and/or to use their literacy skills to access health care.

For more information about plain language or health literacy, see the sites below. They are full of useful information and other important links.

Or contact us to learn more about how we can help you reach your audiences with plain language, no matter what language it is!

www.plainlanguage.gov
www.plainlanguagenetwork.org
www.hsph.harvard.edu/healthliteracy/
www.worlded.org/us/health/lincs/