Plain language – how does plain language work?

What is plain language?

Although this term was created for the purpose of public speeches and social campaigns, it is increasingly being used in the creation of texts aimed at a wide audience.

In some countries, there are dedicated institutions or university-based workshops focused on simplifying official language to improve accessibility. These initiatives often provide training for organisations, including banks and public offices, and issue certificates confirming the use of plain language.

Government websites in many countries also provide detailed guidelines on how to apply plain language in official communication and everyday use.

Advantages of plain language

Thanks to the use of simple language, the developed materials are clear and transparent, while at the same time conveying key information in an accessible manner. This makes it possible for practically anyone to understand them – children, foreigners who only know the basics of the language, as well as less educated individuals.

Companies that use clear communication receive fewer phone calls requesting clarification of specific processes. Additionally, this helps avoid errors when filling out various types of documents.

Interestingly, using plain language principles can also have a beneficial impact on SEO positioning, as search engine algorithms take into account the readability of the text.

What is plain language used for?

Simple language is commonly used in user texts, such as:

• product descriptions, services and categories;
• user manuals;
• tutorial articles;
• FAQ sections;
• contracts and documents, such as in banks or government offices;
• emails.

It is not usually used in specialist, scientific or artistic content.

How to create a text in accordance with the concept of plain language?

To create a text in accordance with the plain language principles, it is worth following the following steps:

Define your target group

Think about who you are targeting your products or services to and gather as much information about the users as possible. If you already have your own website, you can use tools like Google Analytics, which provides information such as gender, age, location and interests of your audience. With this knowledge, you can easily tailor appropriate communication to your target group.

Organize the content by dividing it into smaller sections

At the very beginning, it is worth creating a text plan in order to divide it into thematic sections that will create a coherent and logical whole. To do this, use headings H1-H4 and paragraphs – one paragraph should cover one topic.

Also apply the principle of an inverted pyramid, which means placing the most important elements at the very beginning and less significant ones in the later part.

Use only simple language

In texts written according to the idea of plain language, avoid difficult words as much as possible, whose meaning needs to be checked in a dictionary and if you have to use them, try to explain briefly what they mean. Remember not to fall into the trap of the curse of knowledge – what is obvious to you may not be for your reader.

Avoid the passive voice, deverbal nouns, and participles, as well as clichéd or elevated phrases. In addition, a direct address to the recipient, writing in the present tense and limiting abbreviations will work well.

Pay attention to the details

In addition to the message, the form itself is also important and includes elements such as layout, typography and graphic elements. Make sure that the content is divided into short, thematic paragraphs and that the margins have sufficient spacing.

In addition, choose the font and its size, and remember to use bullet points and bold text, as well as examples, quotes or graphics that will enhance the message.

Test the text for readability

Before sending the text, always evaluate it. You can do this by trying to translate it into another language, as it will help identify overly long sentences and complicated expressions. Another option is to check the text for clarity using the FOG readability index.

Also, listen to your readers and ask them for their opinions. Very often, they have many valuable comments to share.

Use simple language tools

There are also online tools that can help analyse the readability of your content. These tools assess language complexity and check whether the text is suitable for the intended audience. Some of them even incorporate AI-based support for simplification.