2. Apply Plain Language Principles to Improve Readability and Accessibility
Let’s get something straight right away: plain language isn’t about “dumbing down” your writing. No one’s asking you to toss your vocabulary out the window or suddenly start writing like you’re explaining quantum physics to kindergarteners. Plain language is simply about being clear, straightforward, and respectful of your readers’ time and sanity. After all, your readers aren’t looking for puzzles to decode—they’re looking for answers. Fast.
Think of plain language as the secret handshake of great communicators—once you master it, you’ll instantly connect with any audience, from CEOs to busy customers, without confusing, frustrating, or boring them into a coma. Ready to ditch the jargon and embrace clarity? Let’s dive right in!
What Exactly Is Plain Language (And Why Should You Care)?
Plain language means writing in a way your audience can easily understand the first time they read or hear it. It’s language stripped of unnecessary complexity, fancy jargon, bureaucratic gibberish, and those run-on sentences that stretch from here to Jupiter. It’s clear, concise, and precise—three words that business readers adore.
So why should you care? Because plain language dramatically boosts readability, improves accessibility, and ensures your messages get across quickly and clearly. It saves your readers time (and prevents angry follow-up emails). Everyone wins.
Plain Language Principle #1: Choose Familiar Words (Not Fancy Ones)
Sure, fancy words might impress your English professor, but in business, clarity beats complexity every time. Choose words your readers already know, words that communicate clearly and quickly.
Instead of this:
“We’re endeavoring to ameliorate our customer satisfaction metrics.”
Try this:
“We’re working to improve customer satisfaction.”
The simpler version isn’t just clearer; it’s more respectful of your reader’s time and intelligence. No one enjoys reaching for a dictionary mid-email.
Plain Language Principle #2: Use Short Sentences and Paragraphs (Don’t Exhaust Your Readers)
Short sentences and paragraphs keep readers engaged. Long, winding sentences make your writing feel exhausting, like a never-ending jog uphill. Give your readers regular breathing room.
Instead of this:
“In order to fully optimize our company’s resources, which are currently under significant strain due to recent expansions and market shifts, it’s advisable that we thoroughly reassess our operational methodologies to identify potential areas of improvement.”
Try this:
“Our resources are currently stretched thin. We should reassess our operations to find areas we can improve.”
The short version makes your point clear and easy to follow—without exhausting your audience’s patience.
Plain Language Principle #3: Avoid Jargon and Acronyms (Unless You Love Confusion)
Jargon and acronyms are the spinach stuck in the teeth of business writing—awkward and distracting. Unless your reader is 100% familiar with industry terms, spell things out clearly the first time.
Instead of this:
“The ROI of our latest SEO initiative far exceeded Q2 KPIs.”
Try this:
“Our latest search engine optimization initiative delivered better results than expected in the second quarter.”
If acronyms or jargon are necessary, clearly define them first. Your readers will thank you.
Plain Language Principle #4: Use Active Voice (Not Passive Voice—It’s Boring!)
Passive voice makes your writing sound indirect and distant. Active voice makes your writing dynamic, clear, and engaging. It’s the difference between watching paint dry and watching your favorite action movie.
Instead of this:
“Mistakes were made during the implementation phase.”
Try this:
“We made mistakes during implementation.”
Active voice clearly states who’s doing what, keeping your readers engaged and informed.
Plain Language Principle #5: Be Specific (Vagueness Is Not Your Friend)
Vague language leaves your readers guessing. Specific language gives your readers clarity and confidence.
Instead of this:
“Please provide some additional details about your needs at your earliest convenience.”
Try this:
“Please email me three specific features you’d like included by Wednesday at noon.”
Specificity eliminates guesswork, confusion, and unnecessary follow-up. It’s a busy reader’s best friend.
Plain Language Principle #6: Format for Readability (Nobody Enjoys Eye Strain)
Formatting matters more than you think. Clear headings, bullet points, numbered lists, and white space all boost readability. They guide readers through your text without confusion or frustration.
Instead of this (dense paragraph):
“Our new product line includes four main categories: kitchen tools, outdoor gear, travel accessories, and fitness equipment. Each category has multiple options designed for various customer needs. Our goal is to provide high-quality, affordable, and durable products in each of these areas.”
Try this:
Our New Product Line Includes:
Kitchen tools
Outdoor gear
Travel accessories
Fitness equipment
Each category offers multiple high-quality, affordable options.
Your readers can scan, understand, and appreciate your message effortlessly.
Plain Language Principle #7: Test Your Writing (Because Fresh Eyes Are Always Helpful)
Even seasoned writers benefit from fresh perspectives. Ask colleagues or friends outside your field to review your document. If they’re confused, chances are your readers will be too.
Ask reviewers:
Is the main point clear?
Does the language make sense?
Is anything confusing or vague?
Their feedback ensures your final product is clear and understandable.
Real-World Example: Plain Language in Action
Consider this original email announcing a training session:
“Pursuant to our departmental policy adjustments, a training session will be facilitated by management to elucidate new operational protocols.”
Yikes. It’s a word salad.
Now, applying plain language principles:
“We’re holding a training session to explain the department’s new policies. Managers will lead this session to help everyone understand the changes.”
Ahhh—much better. Clear, direct, and immediately understandable.
Putting Plain Language to Work for You (Right Now)
Plain language isn’t rocket science. It’s common sense communication. Adopting these principles doesn’t mean sacrificing your professional voice or authority. Instead, it enhances both. Your readers will appreciate the clarity, speed, and simplicity of your writing. Your professional image will thank you.
Remember, when you write clearly and simply, you respect your audience’s time, intelligence, and attention. Your message becomes accessible to everyone, not just industry insiders or jargon enthusiasts.
Ready to apply plain language and write clearly, concisely, and compellingly? Fantastic—your readers (and colleagues) will love you for it.
Now that you’re fluent in plain language principles, let’s explore how to refine your tone, structure, and style specifically for business audiences. Trust me, clarity never goes out of style.