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Plain Language
Overview
Plain Language is a way of communicating (including in written and oral formats) that uses direct, simple structures and words. Plain language also uses deliberate and careful organization to increase understanding. Something written in plain language may contain complex ideas, though it presents these ideas in an accessible way.
Plain Language should be used for any course communications, including announcements, emails, assignment requirements, etc. It may be more difficult to use plain language for course content, particularly because of disciplinary language standards and academic language norms. However, plain language can still be useful in course content or delivery when introducing new or complex concepts.
Rationale
Plain Language conveys information clearly and succinctly. It can help audiences quickly identify and understand relevant information. It can also increase comprehension and reduce barriers to communication or understanding.
The Accessible Canada Act Plain Language Standard outlines detailed guidelines for applying plain language and aims to increase the accessibility of communications.
Guidance
Consider the purpose of the communication and the intended audience and make language choices that align with both. In particular, think about the audience's expected knowledge level as it relates to the content of the communication. Are they prepared to understand the language you are using? Do they need more contextual information? This should inform the terminology you use and the level of detail you provide.
Where possible, the preference for clear communication is to always use simple and precise terms, and to provide explanations where necessary.
Recommendations
Try
- Using common terminology that your audience may encounter on a daily basis
- Using words with clear meanings
- Defining jargon and disciplinary terminology when important to the content or subject matter
- Providing examples to help clarify concepts
- Spelling out acronyms the first time you use them
Avoid
- Using filler or redundant words that do not add to the meaning of the communication
- Turning verbs into complex nouns (e.g. Say "The student argued that..." instead of "The student presented an argument that...")
- Using jargon and words that are not from the language of instruction when unnecessary
Sentences and Paragraphs
Simple sentence and paragraph structure can make it easier for your audience to find, access, and understand the information that you are trying to communicate.
Simple sentences should:
- Express one idea only Be no more than 15-25 words long ideally
- Use active voice, not passive voice (e.g. “Students took the exam”, not “The exam was taken by students”)
- Use simple prepositions (e.g. "If", not "In the event of..." Or "Before", not "Prior to")
Simple paragraphs should:
- Stick to one topic and only contain sentences related to that topic
- Start with the most important information
- Avoid unnecessary or lengthy preambles Paragraphs
Organization
The organization of information also impacts how your audience interacts with that information, what they focus on, and how they develop understanding.
Content should be organized in such a way that:
- Important information appears first
- Content order is logical and explicit
- Any relevant or necessary context for the content of the communication is provided
- Information can be quickly accessed or retrieved. For example, use bulleted lists to explain complex ideas or numbered lists to explain sequences of steps.
- Headings & subheadings clearly indicate the topic or focus of a section
The following content summarizes, with some alteration, pages 179-183 of Plain Language: Clear and Simple – Trainer’s Guide © Supply and Services Canada – 1994
Resources
Getting Started with Plain Language Center for Plain Language. https://centerforplainlanguage.org/learning-training/getting-started-with-plain-language/
(Provides a 5-step approach to creating content using Plain Language.)
Plain Language: Clear and Simple – Trainer’s Guide Supply and Services Canada. https://publications.gc.ca/collections/collection_2017/ircc/MP95-2-1-1994-eng.pdf
(Provides a very detailed guide to plain language.)