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Plain Language
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Trying to explain complex concepts to the average person?

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Frustrated with too many phone calls asking to clarify information?

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Dealing with an international customer or employee base?

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Finding errors that could be avoided if people would only read what they are given?

Plain language is the answer to your communication problems.

What is plain language?

Generally defined as writing that considers the reader's needs first. Plain language:

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Eliminates jargon and explains terms that may not be familiar to the reader.

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Can be understood in one reading.

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Uses design principles that focus the reader's attention on important points.

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Defines what the reader is to do with the information the writer provides.

Why use plain language?

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Using plain language saves time. Readers know why the communication is being sent and how they are to respond.

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Plain language builds client trust in your organization because it is transparent.

Isn't using plain language "dumbing down" writing?

Not at all. Sometimes plain language is used for people with limited reading or English skills, but it can be applied to any type of communication. Even top management appreciates writing that is to the point, provides clear information, and tells the reader what needs to be done.

The benefits of plain language writing were recognized by President Bill Clinton, who in July 1998 requested all government documentation be issued in plain language. The memo stated:

 "The Federal Government's writing must be in plain language. By using plain language, we send a clear message about what the Government is doing, what it requires, and what services it offers. Plain language saves the Government and the private sector time, effort, and money."

I have a readability program on my computer. Why can't I just apply that to my documentation and write to grade level?

Readability programs measure sentence length and number of syllables. This has little to do with the ability of an adult to read. Reading is much more than decoding words. It involves having the background information to understand what is being read.

Plain language writing assesses your reader's knowledge of your product or services and presents information in a way that constructs a knowledge base. Also, remember that plain language writing is not designed only for those with reading challenges. If done well, the proficient reader will notice the only difference between plain language and other writing is its clarity.

If you have any question or need more information, please contact us.
 

Copyright © 2002 ECI - Marketing Alliances, an Express Concepts Company
Last modified: 07/25/08