What is plain English? And what is it not?
Plain English is all about simple words, short sentences and the active voice. Or is it?
That’s certainly the common perception. But plain English is so much more besides, and we’re here to go through some of the main themes.
If you’ve spent any time at all wandering around our website, you’ll already know the international definition of plain language:
A communication is in plain language if its wording, structure and design are so clear that the intended audience can easily find what they need, understand what they find and use that information.
Yes, wording is important
For the uninitiated, plain English is sometimes perceived as a discipline related purely to the words you use. With good reason. Too often in the business world, complex language becomes a kind of armour. Writers hide their ideas behind stacked clauses, passive verbs and seemingly indecipherable terms.
Perhaps they hope the reader will be unable to penetrate these defences and question their reasoning. Perhaps they’ve just been taught that formality and professionalism go hand in hand.
Pah! Why should we accept that thinking when it is generally to our detriment?
Plain English forces you to strip away the armour of complexity. It calls, quite simply, for familiar and precise language – the shorter the better – to make content understandable. In doing so, it puts the spotlight firmly on your message, where it can stand in all its glory. Strangely enough, it won’t have any impact on how professional you appear.
Plain English is not about bulldozing accuracy or “dumbing down your writing for the lowest common denominator”. (What an awful, ill-conceived criticism that one is! I wish people would think through the immense privilege and bias wrapped up in those words. But I digress … )
Plain English isn’t about lack or absence – of technical know-how, of beauty, of wit or of words. You can still be lyrical, persuasive, even funny. You can still use the passive voice if that’s what works best. But every choice you make should be leading towards one goal: effective communication.
Of course, there are times when content is inherently complex, especially for a lay audience, and specialist terms are important. Technical or legal writing, in particular, relies on precision, and plain English respects that core need. So it defines and explains concepts, uses examples, and opts for the shortest word that will convey the correct meaning.
Structure supports the wording
But let’s not stop there, because plain English is a package deal and getting the words right is only one element. The words won’t matter a jot if the reader can’t find them through a navigable structure.
A plain English structure carries the reader along without friction. Each idea flows naturally into the next, building a logical progression that feels effortless to follow. Good structure is not forced, nor particularly visible – the reader shouldn’t have to pay much attention to it, but they should feel its effects.
Plain English bundles content into manageable chunks. It signposts sections with strong headings. Paragraphs have one main point and transitions help the reader connect the dots between them. Plain English makes the content findable.
Plain English also asks you to prioritise your information and consider what really matters to the reader. It is not about cutting content willy nilly, but sometimes you might need to reach for the garden shears because the content should be relevant. The reader doesn’t want to wade through tracts of background or tangential detail to work out your message.
So a plain English structure typically starts with a clear purpose, moves on to the most important and relevant points, and ends with the supporting detail. Simple and logical, right? Well, we’re not finished yet.
Design brings it all together
Design plays a key role too. You can’t separate language from its structure or its layout. A wall of text will be intimidating, and lilac type set against pale orange shading will be illegible, no matter how well it’s written.
Plain English requires thoughtful design choices – from typography that shows the hierarchy of information to graphics that reinforce the text. It considers typefaces, headings, lists, images and other visuals. It doesn’t forget about print accessibility.
Plain English also brings visual coherence. It introduces patterns to link like elements or distinguish between disparate ones. A thoughtful design will point readers to what they most need, whether that’s a summary of key information or a button to complete a task online.
Plain English is not about design for the sake of it. Decorative flourishes are certainly not outlawed but best employed judiciously. You need to ask: what function is this design element serving? Does it add value for the reader? Does it support the structure or the wording?
Plain English is a powerful and ethical choice
The beauty of plain English is that it’s a whole approach to communication, not just a writing technique. It’s about empathy and intention. It asks you to think about your reader. What do they need first? What might confuse them? What’s essential, and what’s indulgent? When you answer those questions, plain English follows.
In a world full of noise, obfuscation and needless jargon – with fake news here, there and everywhere – clarity has become an act of kindness. Every clear sentence is a small gift to the reader. It shows that you have respected their time, attention and intelligence, and you’ve done the hard work for them.
Whether you’re writing a report, a website or an email to a colleague, plain English is not just the practical choice. It’s the ethical one too.
So, what is plain English, really? It is writing that puts people first. It is the art of making content relevant, findable, understandable and usable. And what is it not? It is not dull, unprofessional or risky. It’s communication at its best – honest, direct and deeply human.
If you’d like to talk to us about the benefits of plain English editing, please get in touch.