Plain language is a communication method aimed at ensuring the recipient understands the message as quickly, easily, and completely as possible. This approach involves using simple, clear words and structuring sentences in a way that avoids complex vocabulary and convoluted sentence constructions. It is particularly important in legal, healthcare, and government communications, where complex information needs to be understood by people without specialized knowledge in those fields. The primary goal of plain language is to make information accessible and actionable for its audience, reducing misunderstandings and increasing efficiency.
The use of plain language has been endorsed and mandated by various governments around the world. For example, in the United States, the Plain Writing Act of 2010 requires federal agencies to use "clear Government communication that the public can understand and use." Similarly, the European Commission has guidelines that encourage clarity and straightforwardness in official documents to ensure they are comprehensible to all citizens, regardless of their background. These initiatives highlight the recognition of the importance of accessibility in public communications, which can enhance democratic participation and improve public services.
One key aspect of plain language is its focus on the audience. This means understanding the audience’s level of knowledge, their needs, and their language skills. Communications are then tailored to meet these needs, which might involve avoiding jargon, technical terms, and acronyms that could be unfamiliar to the layperson. For instance, a medical leaflet would explain conditions and treatments in terms that patients can easily understand, rather than using medical jargon that could confuse and alienate them.
Moreover, plain language is not just about word choice; it also involves the structure and design of the document. This includes organizing information in a logical flow, using headers, bullet points, and short paragraphs to break up text, and highlighting key information to draw attention. Visual aids, such as charts, graphs, and images, can also be used to support understanding. These elements help to make the text more digestible, ensuring that the main points are communicated effectively and that the reader does not miss crucial information due to overwhelming text blocks or poor layout. As such, plain language is a critical tool in achieving clear and effective communication in a variety of fields.