Writing and Editing Strategies

Use these strategies to write with clarity for effective communication.

Keep it simple

At its core, the aim of writing in plain language is to make your content easy to understand.

  • Be concise. The faster you can get to your point, the better.
  • Choose words carefully. Use words your audience can understand.
  • Give clear examples.

Structure content for skimming

Expect users to skim and scan for the information they need. Following other best practices based and accessibility foundational principles help improve readability:

  • Organize information logically.
  • Structure content with headings.
  • Start with the most important information or a summary.
  • Create tables of contents in longer documents.
  • Create tables to share data or complex information.
  • Use descriptive link text.
  • Use properly formatted lists.
  • Provide alt text for visuals.
  • Avoid all caps, underlined text, and extensive use of bold or italic.

Keep writing conversational

Informal writing is easier to read than overly formal writing. It’s easy to fall into writing in the formal and technical language of documents that can be harder to understand. In your writing:

  • Use an active voice. Structure your sentences so that the subject performs the action expressed by the verb.
  • Write in first or second person. This means using “I”, “we” and “you.”
  • Write in present tense. This helps simplify sentences.
  • Use simple sentences. Place subjects and verbs close together.
  • Use positive language. Write positive examples instead of using many words to describe what not to do.

An easy way to adjust your writing style is to think of how you would explain a concept to a person if you were talking to them face-to-face. Sometimes, reading your content out loud will help you identify areas of content that are overly formal, as they may feel strange to say aloud.

Write for your audience

Plain language may look different depending on the audience and context of the content. Take into consideration who will be reading your content and under what circumstances.

One way to measure how easy your content is to read is by looking at your writing’s grade level by using Flesch–Kincaid readability tests. For information shared with a broad audience, writing toward an 8th grade reading level ensures that most people will be able to understand your content. This is especially important for writing for websites, social media and other broadly consumed content.

This rule of thumb does not mean everything you write must be written at or below an eighth grade reading level. Take your audience’s current level of knowledge into account. If you are writing course material for university students, writing at a higher reading level is appropriate. Know the expertise and interest of your average reader, and write to that person.

Consider using individual interviews, surveys, and focus groups to see if your content is understandable and organized. Record common themes and adjust your content accordingly.

Practical Tips for Writing in Plain Language

  • Use short words, sentences and paragraphs.
  • Avoid jargon (overly specific or technical language) when possible.
  • Use terms consistently to minimize definitions.
  • Link to other sources with more information.
  • Use the word “must” to indicate a requirement.

Related Resources

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