Appendix 3 - Principles of Plain Language Writing

PLAIN LANGUAGE CRITERIA

FOCUS ON THE READER OR AUDIENCE
  • Does it make sense to the reader?
  • Have the following criteria been considered: age, culture, education, job experience, knowledge of material, position, abilities, knowledge of language?
  • Are the readers entry level workers, unfamiliar with the work, ages 30-55, 30% English as a Second Language

CONTENT
  • Is the purposed clearly identified?
  • Are the objectives clearly outlined?
  • Does the information give readers the big picture by including a brief overview or a detailed table of contents?

FOLLOW-UP ACTION
  • Is action the reader will take considered?

ORGANIZATION AND STRUCTURE
  • Is the main message placed up front?
  • Is the material organized around a progression of difficulty?
  • Is the information organized logically?
    • Is the information organized from general to specific?
    • Is the information organized from most important to least important?
    • Does the resource provide 'here and now' application situations that link to reality?
  • Are step by step instructions provided and clear?
  • Are sentences short and clear? Do the sentences:
    • Have an average of 20 words per sentence?
    • Include only 1 or 2 ideas in a sentence?
    • Avoid unnecessary preambles?
    • Is the active voice used?
    • Integrate the 'you' approach? (speaking directly to reader)
    • Avoid negatives as much as possible?
  • Is the length of the paragraph appropriate to the reader?
    • Is one topic limited to each paragraph?
    • Are short paragraphs used to help break the information up into manageable parts?
    • Are vertical lists, point form, or question and answer format used when possible?
  • Does it include a table of contents and a glossary of terms?

STYLE AND LANGUAGE
  • Is the choice of vocabulary appropriate?
  • Are familiar words used?
  • Are unfamiliar words and acronyms explained?
  • Are action words used instead of nouns?
  • Are adverbs and adjectives used sparingly?
  • Are technical words explained?
  • Is the message personalized using pronouns "I", "you" and "we"?
  • Is the active voice used most often?

FORMAT, APPEARANCE AND DESIGN
  • Does the format match the purpose?
  • Does the layout include white space, sidebars, tips for learning, color?
  • Is the document designed for easy reading?
  • Are headings, numbers and bullets and lists used effectively?
  • Are graphics, tables and charts in place of text and flowcharts to show relationship between ideas used?
  • Do the tables include gridlines for easier reading?
  • Is white space enhanced with increased margins, shorter lines of text, vertical lists and uneven right margins?
  • Does the format include highlighting (not overused) including bold, italics, color, shading, boxes, underline and font size and style?

READABILITY
  • What is the readability of the text?
  • Has the text been tested for suitability and for readability for the audience?

OTHER CONSIDERATIONS
  • What is the thickness of the resource?
  • How dense if the information?
  • Is it copyright free?
  • What is the cost factor?