The document provides an overview of strategies for writing in plain language to maximize impact. It discusses what plain language is and why it matters, focusing on helping readers find information, understand messages, and take action. The document then covers various plain language strategies for sentence structure, word choice, verb use, formatting, and visual elements. It emphasizes using short sentences, active voice, familiar words, and formatting like white space and headings to improve readability and comprehension.

1. Plain&Language&Wri-ng&for&Maximum&Impact&
Anne&Bergen&&&Kim&Garwood&
!
!
Image source: http://www.snappywords.com/?lookup=write

2. A"ribu'on*
This*work*is*licensed*under*a*
Crea've*Commons*A"ribu'on8ShareAlike*4.0*Interna'onal*License.*
You&are&free:&
• to*Share*—*copy*and*redistribute*the*material*in*any*medium*or*format*
• to*Remix*—*Remix,*transform,*and*build*upon*the*material*
for*any*purpose,*even*commercially.*
Under&the&following&condi-ons:&
• A"ribu'on*—*A"ribu'on*—*You*must*give*appropriate*credit,*provide*a*link*to*the*license,*
and*indicate*if*changes*were*made.*You*may*do*so*in*any*reasonable*manner,*but*not*in*any*
way*that*suggests*the*licensor*endorses*you*or*your*use.*
• Share*Alike*—*If*you*remix,*transform,*or*build*upon*the*material,*you*must*distribute*your*
contribu'ons*under*the*same*license*as*the*original.*
ACribute&this&work&as:&&
*Bergen,*A.,*and*Garwood,*K.*(2015).*Plain*language*wri'ng*for*maximum*impact.!
Writers*Workshop*Conference,*University*of*Guelph,*Guelph,*ON.*
**
2*

3. About*Us*
• Anne&Bergen&&
Knowledge*Mobiliza'on*Consultant*
&
• Kim&Garwood*
Wri'ng*Services*Manager*
*

4. Agenda*
Part*1:*What*is*plain*language,*and*why*does*it*
* ****ma"er?*
*
Part*2:*Using*plain*language*strategies*for* *
* ********maximum*impact*

5. &
&
What&is&“plain&language”&
and&why&does&it&maCer?&
Simplicity*is*the*ul'mate*sophis'ca'on.*
Leonardo!da!Vinci!

6. “Never*use*a*long*word*
where*a*short*one*will*
do.”**
–*George*Orwell*
What&is&plain&language?&
*“A*communica'on*is*in*plain*language*if*it*
meets&the&needs&of&its&audience—by*using*
language,*structure,*and*design*so*clearly*and*
effec'vely*that*the*audience*has*the*best*
possible*chance*of*readily*finding*what*they*
need,*understanding*it,*and*using*it.”**
*
Anne"a*Cheek*
*

7. What&it’s&not$
• baby*talk*
• over8simplifying*ideas*
• overly*descrip've*
*

8. Plain&language&helps&readers&
*
*
• find*what*they*need*
• easily*understand*the*message*
• take*ac'on*
*
*
*
*
*
*
Source: http://www.plainlanguage.gov/howto/guidelines/FederalPLGuidelines/index.cfmCenter for Plain Language. (2011). What is plain language? Retrieved from http://
centerforplainlanguage.org/about-plain-language/

9. Plain*language*examples*
• Research*–*journal*ar'cle*synopses*
• Evalua'on*–*does*this*program*work?*for*whom?*
under*what*condi'ons?*
• Instruc'ons*(e.g.,*assembling*products)*
• Health*informa'on*(pa'ent*educa'on)*
• Government*communica'ons*
• Journalism*&*media*communica'on*
• Marke'ng*&*adver'sing*
• What*else?*

10. Who?
Why?
What?
So what?
Who is this from? Who is this for?
What is the purpose of this
information?
What do I need to do?
What’s at stake? Why should I care?
Readers&want&to&know:&

11. Create&your&own&example&&
*
(Brochure*or*pamphlet)*“What*you*need*to*know*about…”*
*
(Instruc'ons)*“How*to…”*
*
(Warning)*“Danger!*…”*
*
(Corporate*email)*“Here’s*what’s*changing*and*why...”*
*
(Sales*pitch)*“Why*you*should*buy*this*product/service…”*

12. &
&
Plain&language&
strategies&
*
*
The*ability*to*simplify*means*to*eliminate*the*
unnecessary*so*that*the*necessary*may*speak.*
**
Hans!Hofmann**
*

13. Planning&

14. How*will*readers*get*the*informa'on?*
• Email*
• Phone*
• Text*message*
• Le"er*
• S'cky*note*
*
*
*
• A"achment*
• Magazine*
• Website*
• Infographic*
• Other?*
*
*

15. How*will*readers*get*the*informa'on?*
Language* Layout*
Loca'on*

16. Paragraph&structure&

17. Use*topic*sentences*
Hi*Karen,*
*
Can*you*send*me*an*updated*copy*of*the*Beltzer*
report?*I*need*a*printed*version.*John*would*like*an*
update*on*the*report—please*give*him*a*call.*And*be*
sure*to*give*Cathy*the*office*key.*You*can*do*all*this*
before*you*leave*on*Friday,*I*hope?*
*
Thanks,*
Marla*
*

18. Use*topic*sentences*
Hi*Karen,*
*
Before&you&leave&on&Friday,&there&are&three&things&I&
need&you&to&do.&Can*you*send*me*an*updated*copy*of*
the*Beltzer*report?*I*need*a*printed*version.*John*
would*like*an*update*on*the*report—please*give*him*a*
call.*And*be*sure*to*give*Cathy*the*office*key.**
*
Thanks,*
Marla*

19. Sentence&structure&

20. Keep*to*one*idea*per*sentence.*
Instead&of&this… &&
If*you*take*less*than*your*en'tled*
share*of*produc'on*for*any*
month,*but*you*pay*royal'es*on*
the*full*volume*of*your*en'tled*
share*in*accordance*with*the*
provisions*of*this*sec'on,*you*will*
owe*not*addi'onal*royalty*for*
that*lease*for*prior*periods*when*
you*later*take*more*than*your*
en'tled*share*to*balance*your*
account.*This*also*applies*when*
the*other*par'cipants*pay*you*
money*to*balance*your*account.*
Try&this&
Suppose*that*one*month*you*pay*
royal'es*on*your*full*share*of*
produc'on*but*take*less*than*
your*en'tled*share.*In*this*case,*
you*may*balance*your*account*in*
one*of*the*following*ways*
without*having*to*pay*more*
royalty.*You*may*either:*
a) Take*more*than**your*en'tled*
share*in*the*future;*or**
b) Accept*payment*from*other*
par'cipants.*
(Federal Plain Language Guidelines, 2010, p.49)

21. Students, with prior
permission from the
instructor and the approval
of the department, can
defer an exam to a
convenient time.
Keep*subjects*and*objects*close*to*verbs.*
*
*
*

22. *
Keep*subjects*and*objects*close*to*verbs.*
*
*
*
Students, with prior
permission from the
instructor and the
approval of the
department, can defer
an exam to a
convenient time.
You may defer an
exam if you have
permission from the
instructor and
department.

23. *Put*excep'ons*or*clarifica'ons*AFTER*
the*main*point.*
*
*The*automobile*manufacturer*may,*if*
the*repair*is*needed*due*to*a*faulty*part*
that*has*been*imported*from*a*supplier,*
forward*your*claim*to*a*third*party*for*
further*inves'ga'on.*
www.plainlanguage.gov

24. *Put*excep'ons*or*clarifica'ons*AFTER*
the*main*point.*
*
*The*automobile*manufacturer*may*
forward*your*claim*to*a*third*party*for*
further*inves'ga'on*if&the&repair&
needed&is&due&to&a&faulty&part&that&
has&been&imported&from&a&
supplier.&
www.plainlanguage.gov

25. Move*from*known*to*new*
*As*you*know,*the*Pancake*Project*is*now*
in*its*final*phase.*During*this*phase,*all*of*
the*pancake*producers*must*submit*their*
recipes*for*the*Pancake*Panel*to*consider.*
To*submit*your*recipe,*please*format*it*in*
Comic*Sans*font*and*send*it*by*email*to*
pancake@gmail.com.**
*
*
* Cutts, Martin (1995). The plain English guide.

26. Move*from*known*to*new*
*As&you&know,&the*Pancake*Project*is*
now*in*its*final*phase.*During*this&
phase,*all*of*the*pancake*producers*
must*submit*their*recipes*for*the*
Pancake*Panel*to*consider.*To&submit&
your&recipe,&please*format*it*in*Comic*
Sans*font*and*send*it*by*email*to*
pancake@gmail.com.**
*
*
Cutts, Martin (1995). The plain English guide.

27. Example&–&Part&2&
Edit&your&paragraph&and&sentence&structure:&
&
❑ wri"en*for*a*typical*reader*in*your*target*
audience*
❑ organized*to*serve*the*reader’s*needs*
❑ uses*ques'on8and8answer*format*
❑ uses*short*sec'ons*and*sentences*
❑ uses*headings*with*no*more*than*two*or*
three*subordinate*levels*
*
*

28. *
*
*
*
*
*
Word&choice&

29. Eliminate*unnecessary*words**
*
*
– A*number*of*
– A*sufficient*amount*
– At*this*point*in*'me*
– In*order*to*
– Cease*and*desist*
*
*
*
*
*
Federal Plain Language Guidelines (2010).
MANY
ENOUGH
NOW
TO
STOP

30. Use*familiar*words*
• Commence*
• Numerous*
• Prior*to*
• Shall **
• U'lize*
• Problema'ze&&
*
• Begin,*Start*
• Several,*Many*
• Before*
• Must*
• Use*
• Reconsider,*challenge*
*
*
*
Instead$of…$ Try…$
www.plainlanguage.gov

31. Be*consistent*
**
• Use&as&few&acronyms&as&possible.**
• Make*sure*you*define*them*first.*
*
• Use&the&same&term&for&a&concept&throughout&
• e.g.,*if*you*say*“car”*don’t*also*use*“vehicle”,*
“auto”,*or*“conveyance”*

32. *
*
*
*
*
*
Verbs&

33. *
*
*
He made an
application for
the job.
www.plainlanguage.gov
Use*“ac'on”*verbs***

34. *
*
*
He made an
application for
the job.
He applied
for the job.
www.plainlanguage.gov
Use*“ac'on”*verbs***

35. Use*“ac'on”*verbs*
*
*
*
There was a
cessation of
hostilities.
www.plainlanguage.gov

36. Use*“ac'on”*verbs*
*
*
*
There was a
cessation of
hostilities.
Hostilities
ceased.
www.plainlanguage.gov

37. Prefer*ac've*voice*
*
“The*contract*will*be*approved*by*the*mayor*
next*week.”*
*
*The*mayor*will*approve*the*contract*next*
week.*
*
“Your*luggage*was*lost.”*
*
We*lost*your*luggage.*
**

38. Be*direct:*“I”*and*“You”*
*
*
*
*
*
**
The office
must be
notified of an
employee
absence.
www.plainlanguage.gov

39. Be*direct:*“I”*and*“You”*
*
*
*
*
*
**
The office
must be
notified of an
employee
absence.
You must notify
us if you will be
absent.
www.plainlanguage.gov

40. *
*
*
*
*
*
Nouns&&&pronouns&

41. Avoid*long*strings*of*nouns*
(Federal Plain Language Guidelines, 2010, p.27)
underground mine
worker safety
protection
procedures
development

42. Avoid*long*strings*of*nouns*
We engaged in
underground mine
worker safety
protection
procedures
development.
We developed
procedures to
protect the safety of
workers in
underground mines.
(Federal Plain Language Guidelines, 2010, p.27)

43. Example&–&Part&3&
Edit&your&word&choices:&
&
❑ uses*“you”*and*other*pronouns*
❑ uses*ac've*voice*
❑ wri"en*to*one*person,*not*a*group*
❑ places*words*carefully*(excep'ons*are*last,*
subjects*and*verbs*are*together)*
❑ avoids*confusing*words**
*
*
&

44. &
&
&
&
&
&
FormaZng&&&visuals&

45. Formanng*strategies*
• White*space*
– Short*paragraphs*
– Wide*margins*
– “Padding”*around*images*
• Headings**
• Bullets*
• Tables*
• Images*(if*they*complement*text)*

46. b
•
ESSENTIAL&RESEARCH&SYNOPSIS&DETAILS&
&
CITATION*
RESEARCH*QUESTIONS*
PURPOSE*
HYPOTHESES*
PARTICIPANTS*
PROCEDURE**
MAIN*OUTCOME*MEASURES*
KEY*RESULTS*
LIMITATIONS*
CONCLUSIONS*
KEYWORDS***
URL

47. Example&–&Part&4&
Think&about&formaZng:&
&
❑ uses*lists*and*tables*(if*appropriate)*
❑ uses*images*when*possible*
❑ adequate*white*space*
❑ key*points*are*emphasized*visually*
❑ consider*accessibility**
❑ avoid*overuse*of*italics*and*bold&
*
*
*

48. &
&
&
&
&
&
Feedback&

49. How*to*assess*your*document*
• Word8based*tools*
(Word*readability*
feature)*
– Readability*
• CAUTION:*Readability*
scores*alone*are*not*
enough—it’s*best*to*
combine*with*another*
method.*
– Accessibility*
*
*
*
Source: Microsoft Word 2011 for Mac

50. Feedback*con'nued…*
• From*readers*
– Informal*feedback*
– Read*aloud*protocols*
– Plus*&*minus*tes'ng*
– Comments*(online)*
• How*to*give*good*feedback*
• What*to*do*with*feedback*
*

51. Example&–&Part&4&
Feedback&
&
❑ What*would*you*like*feedback*on?*
❑ What*would*you*not*like*feedback*on?*
❑ How*will*you*provide*feedback*to*others?*
*
*
*
&
&

52. Write*down*one*ques'on*you*s'll*
have.*