17:30
Plain Language
Saylor University
Overview
This video introduces the concept and importance of plain language, particularly in legal and governmental contexts. It defines plain language as clear, straightforward communication that prioritizes the reader's understanding. The video traces the history of the plain language movement, highlighting its adoption by the U.S. federal government, and presents practical steps and exercises for writing in plain language. It emphasizes that plain language benefits all readers by making information accessible and actionable, debunking myths that it is simplistic or unnecessary for proficient readers.
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Chapters
- Plain language means organizing information logically, using clear and understandable words, and employing design to aid readability.
- It involves writing directly to the reader and including only necessary information.
- Contrary to myth, plain language respects readers by ensuring they can access needed information, and it benefits even skilled readers by reducing complexity.
- Plain language is not 'baby talk' but a clear, direct expression that allows readers to focus on the message, not the language itself.
Understanding plain language is crucial for effective communication, ensuring that your audience can comprehend and act upon the information you provide, especially in critical areas like legal documents or government services.
The Northwest Literary Council's handbook emphasizes thinking about readers by organizing information, using understandable words, and employing design for easier reading.
- The plain language movement gained significant traction in the 1990s with the Clinton administration's directive for federal government communications to be clear and accessible.
- The Plain Writing Act of 2010 mandated federal agencies to use plain language in their documents to improve public understanding and accountability.
- Examples show how government notices, like Medicare letters, were rewritten from complex jargon to simple, direct language.
The historical adoption of plain language by the government demonstrates its recognized importance in fostering trust and ensuring citizens can engage with essential services and regulations.
A Medicare letter that previously stated 'investigators at the contractor will review the facts in your case and decide the most appropriate course of action' was simplified to 'We will find out if it was an error or fraud.'
- A significant portion of the adult population struggles with basic literacy, impacting their ability to perform everyday tasks like balancing a checkbook or reading a drug label.
- Many adults cannot locate information in text, make simple inferences, or integrate information, with lower literacy levels correlating strongly with poverty.
- A substantial percentage of adults read below the level required for a living wage, and even some high school graduates lack fundamental reading comprehension.
Understanding the widespread issue of low literacy highlights the urgent need for plain language to ensure that vital information is accessible to everyone, regardless of their reading proficiency.
A 2002 study found that nearly 50% of adults are functionally illiterate, meaning they cannot perform basic tasks like reading a drug label or balancing a checkbook.
- When writing, consider your audience's age, education, culture, and language, using familiar words and explaining specialized terms.
- Employ the active voice, direct address ('you'), short sentences, and eliminate unnecessary words and details.
- Aim for a reading level around the fifth or seventh grade, focusing on conveying essential information clearly.
- Translate legalese and Latin phrases into everyday language (e.g., 'expenditures' to 'costs,' 'in propria persona' to 'you').
Implementing these practical steps transforms complex information into accessible content, empowering readers to understand and act upon it effectively.
Translating 'injunction' to 'a ban, an order, or a ruling' makes the legal term understandable to a general audience.
- Readability is improved by clarity, not just brevity; a complex definition can be simplified while maintaining accuracy.
- Organize information from the reader's perspective, anticipating their questions and needs.
- Avoid jargon, nominalizations (turning verbs into nouns), and passive voice; use names and direct address.
- Utilize tools like Microsoft Word's readability statistics to check sentence length, passive voice percentage, and overall reading level.
Continuous revision and the use of readability tools are essential for ensuring that written communication is not only accurate but also truly understandable and usable by the intended audience.
Rewriting 'The company was in violation of the statute' to 'The company violated the statute' uses active voice and is more direct.
Key takeaways
- Plain language is a reader-centered approach to communication that prioritizes clarity, accessibility, and understanding.
- Effective plain language involves careful organization, simple vocabulary, direct address, and appropriate design.
- The plain language movement has historical roots and has been officially adopted by the U.S. government to improve public communication.
- Low literacy rates among adults underscore the critical need for plain language in all forms of communication, especially legal and governmental.
- Translating legal jargon and complex sentence structures into everyday terms is a core practice of plain language writing.
- Active voice, shorter sentences, and avoiding nominalizations contribute significantly to clear and readable text.
- Proofreading and using readability tools are vital steps in ensuring your writing meets plain language standards.
Key terms
Plain LanguageReadabilityLegaleseActive VoiceDirect AddressNominalizationFunctional IlliteracyPlain Writing Act of 2010
Test your understanding
- What are the two main myths about plain language, and why are they incorrect?
- How did the U.S. federal government officially begin to mandate the use of plain language?
- What are the key differences between writing in legalese and writing in plain language, and why is this distinction important?
- How can a writer ensure their document is organized from the reader's perspective?
- What are some practical techniques for improving the readability of a text, and how can tools like Microsoft Word assist in this process?