Have something to say, and say it as clearly as you can.
That is the only secret of style.
—MATTHEW ARNOLD
THIS BOOK IS ABOUT CLEAR PRINT COMMUNICATION ON PAPER and getting your message across. But this is rather vague, so I’m going to use the term plain language. It sounds simple, one would think. Actually, it is difficult to do. It is my hope that this book will give you tips and ideas to try.
The term plain language has become so familiar recently that people use it sometimes without knowing quite what it covers. I’ll begin with a definition.
Definition
Plain language is communication designed for the readers it is meant for.
Sometimes we call it reader-based language—the focus is on the readers and
not on the writer. Given this meaning, we can see that it is not simply for
people who face literacy barriers, but has a much broader scope. It is good
communication whoever the readers are.
We need plain language most in materials which have information for readers, such as health pamphlets, bus schedules, forms to fill out, reports, how-to manuals, legal advice, contracts and so on. Often these may not be subjects which really “grab” readers, so it helps if they are easy to read. For writers who prepare documents with useful, or even vital, information, the purpose of writing has failed if people cannot understand it. People read these materials for the information alone, not for the beauty of the language. This is not to say that writers can never make these materials elegant, but that is not the first aim.
Of course, we need plain language when writing for children, but that is a different genre and not discussed here.
Neither are we writing about works of fiction. Writers of fiction have a certain freedom in what they create. Our great works of fiction don’t have to be mutilated to meet plain-language standards. Shakespeare, after all, wasn’t writing do-it-yourself manuals. Fiction is not always intended to be fully accessible. Often there are different layers of meaning, so people take from a novel their own personal insights. Good plain language has only one layer and is not open to multiple interpretations.
Plain language for general readers
For general readers, writers start at a reading level that is around Grade 8.