Professional Editing & Style

PROFESSIONAL WRITING STYLE

Plain language is grammatically correct language that includes complete sentence structure and accurate word usage. Plain language is not unprofessional writing or a method of “dumbing down” or “talking down” to the reader.

Writing that is clear and to the point helps improve communication and takes less time to read and understand. Clear writing tells the reader exactly what the reader needs to know without using unnecessary words or expressions.

Communicating clearly is its own reward and saves time and money. It also improves reader response to messages. Using plain language avoids creating barriers that set us apart from the people with whom we are communicating.

Plain language (also called plain writing or plain English) is communication your audience can understand the first time they read or hear it.

The Plain Writing Act of 2010 defines plain language as:

Language that is plain to one set of readers may not be plain to others. Written material is in plain language if your audience can:

• Find what they need
• Understand what they find
• Use what they find to meet their needs

There are many techniques that can help you achieve this goal. Among the most common are:

• Logical organization with the reader in mind
• “You” and other pronouns
• Active voice
• Short sentences
• Common, everyday words
• Easy-to-read design features

A communication is in plain language if its wording, structure, and design are so clear that the intended audience can easily find what they need, understand what they find, and use that information.