Writing with Plain Language Principles
- D. Whitley
- May 22
- 2 min read
Plain language is essential in professional writing. Most government agencies, businesses, and professional organizations use plain language as the standard practice. The U.S. federal government requires all agencies to follow plain language standards per the 2010 Plain Writing Act.
Here are the three key concepts of Plain Language, and I have also provided a few online resources at the end.
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1) Simple and Direct Phrasing
The most important concept to understand about plain language writing is to use simple and straightforward sentences with basic vocabulary.
Your writing should be as clear as possible and should typically use short, simple sentences.
Complicated, lengthy sentences, advanced vocabulary, and technical terms that are not readily understood create confusion and opportunities for misinterpretation.
Example:
Wordy: The contribution of strategic planning generally improves areas of efficiently delivering better and higher quality projects and programs.
Revised: Effective strategic planning helps to deliver higher quality projects and programs.
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2) Active Voice
Writing in active voice generally means the subject of the sentence as at the beginning of the sentence.
If your sentence includes “by,” it’s likely passive voice.
Active voice is a simpler, more direct sentence structure that improves comprehension.
Example:
Active Voice:
Subject + verb + object
Ex: The HR team worked on the report.
Passive Voice:
Object + verb + subject
Ex: The report was worked on by the HR team.
Tip:
Watch for "by" and "to be" verbs (is, are, was, were, been, etc.) as indicators of passive voice. If you see them in your sentence, rephrase it.
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3) Use Verbs, Not Nouns
It is easy to inadvertently use the noun-form of a verb, but the verb itself is actually more direct and clear.
This is called the “nominalization” of a verb, which adds unnecessary complication and confuses the meaning. (See short video, below.)
It is important to focus on the subject and the verb when writing clear, simple sentences.
Examples:
a) Avoid Nominalizations
Wordy: The board considered the establishment of a committee.
Revised: The board considered establishing a committee.
b) Be Concise
Wordy: They recognized the opportunity to include the discussion of strategic planning at the next meeting.
Revised: They decided to discuss strategic planning at the next meeting.
c) Put the Adjective Before the Noun
Wordy: The committee recommended doing an evaluation on the effectiveness of the program.
Revised: The committee recommended evaluating the program’s effectiveness.
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Resources & Tutorials
Numerous online resources are available to improve your understanding and help you apply plain language principles. I encourage you to check out the following resources:
1) Nominalizations (2 min.)
2) Plain Language Concepts and Guidelines:
a) University of Michigan
b) Purdue Online Writing Lab (OWL)
c) U.S. Office of Personnel Management (OPM)
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