Writing in Plain Language
In today’s fast-paced business world, clear and concise communication is crucial. Plain language is a writing style. The purpose of using plain language is what we write is communicated in a clear, direct, and easy to understand way to the audience. My interaction with the use of plain language came up in the use of the same in the government. See this great resource that can be used both in the government or business communication: https://www.plainlanguage.gov/
I have seen the use of plain language improve audience understanding, help with the search engine optimization (SEO), content marketing and overall better representation of business/organization to users.
Plain Language: The Key to Effective Business Communication
Why Plain Language Matters
Plain language isn’t just about simplifying your writing; it’s about making your message accessible to everyone. By targeting an 8th to 9th-grade reading level, you ensure that your audience can grasp your message quickly and easily[1]. The purpose of the business writing is to communicate effectively. Using long winded, complicated language and sentences that make readers think hard while reading is not a good approach to writing.
Key Principles of Plain Language
Consider Your Audience: Always write with your intended audience in mind. Use terminology they’re familiar with and avoid jargon that might confuse them. By targeting lower grade reading level for that target audience you enhance the readability without sacrificing what you want to convey.
Keep It Concise: Use short paragraphs and sentences. Aim for an average of 20 words per sentence and limit paragraphs to one topic and five sentences. Where possible, avoid long sentences and split them into small sentences.
Use Active Voice: Active voice makes your writing more direct and engaging. For example, instead of saying “The report was submitted by the team,” say “The team submitted the report”.
Organize Content Logically: Structure your content to guide the reader through it. This is useful in the emails as well. Use headings and subheadings to break up long sections and create a clear structure.
Examples of Plain Language in Action
Some concrete examples of how plain language can imrpove communication[1]:
-
Non-plain: “No program approval may be implied in the absence of the Chair’s approval.”
Plain:“You must have the Chair’s approval for your program.” -
Non-plain: “Applicants may not submit samples, except on Tuesdays.”
Plain:“Applicants may submit samples on Tuesdays.” -
Non-plain: “I regret to inform you that one coat of Chem-Treat is insufficient.”
Plain:“For durable results, use two coats of Chem-Treat.”
Benefits of Plain Language
Using plain language in business communication offers several advantages:
Efficiency & Clarity: Plain language gets your message across quickly, which is crucial given the short attention spans of modern readers. It is clear and accessible to wide audience.
Better Marketing & Brand Image: Websites and marketing materials written in plain language tend to perform better. It also helps with the search engine marketing/optimization (SEM/SEO) driving discovery, conversions, and revenue. Promotes a positive brand reputation.
By adopting plain language principles, you can significantly enhance the clarity and effectiveness of your business communication. Remember, the goal is to convey your message in a way that your audience can understand the first time they read it. So, next time you’re drafting a business document, think plain, think clear, think effective.
There are some great tools that you can use (e.g.: https://hemingwayapp.com/) to get input on your writing and improve your writing. Center for Plain Language [3] gives a five step process for writing in plain language.
References:
[2] https://www.plainlanguage.gov/
[3] Five steps to plain language