Plain Language Design
Write and evaluate content so that people with cognitive disabilities, low literacy, non-native language skills, or high stress can understand it on the first read.
Plain language is not dumbed-down language. It is clear language. It respects the reader's time and cognitive resources.
The Tests
5-Second Test
Can someone read this sentence and understand it in 5 seconds? If not, rewrite.
Jargon Test
Would someone outside your industry understand every word? If not, replace the word or define it inline.
Action Test
For any instruction or button: is the next step completely unambiguous? "Save and continue" beats "Next". "Delete this item" beats "Remove".
Passive Voice Test
Passive voice hides who does what. "Your application has been rejected" → "We could not approve your application. Here's what to do next."
Sentence Length Test
- Aim for 15–20 words per sentence maximum
- One idea per sentence
- One instruction per paragraph
Common Replacements
| Instead of | Use |
|---|---|
| utilise | use |
| facilitate | help |
| implement | set up / start |
| terminate | end / stop |
| prior to | before |
| in order to | to |
| at this point in time | now |
| in the event that | if |
| with regard to | about |
| commence | start |
| sufficient | enough |
| subsequent | next |
| indicate | show / tell |
| modify | change |
Readability Benchmarks
- General public: grade 6–8 reading level
- Specialist audience: define terms, short sentences
- Critical content (medical, legal, financial): plain language summary alongside the full text
- Buttons, labels, error messages: grade 4–6 always
How to Review
- Read every piece of text aloud — stumbles reveal complexity
- Check sentence length (count words — flag any over 25)
- Identify jargon, acronyms, and idioms
- Verify every instruction has a clear, single action
- Check that error messages say: what happened + why + what to do
Output Format
When reviewing: present a table of flagged text with the original, the issue, and a rewritten version. When writing: produce plain language content with a note on the target reading level achieved.
