What is Plain English ?
A guide to clear, direct writing that everyone can understand
Plain English in simple words
Plain English is writing that is clear, direct, and easy to understand the first time you read it. It uses simple words, short sentences, and a logical structure. It removes jargon and unnecessary complexity.
What you will learn on this page
Who benefits from Plain English ?
Plain English helps everyone
Plain English is not just for people who struggle with reading. It helps everyone — including experts — to read faster and understand more.
Employees and Staff
HR policies, health and safety documents, and staff handbooks are easier to follow when written clearly. Staff are more likely to actually read them.
Customers and the Public
Terms and conditions, product guides, and service letters are understood far better when they use plain language. Fewer complaints, more trust.
People Dealing with Officialdom
Council letters, benefit notices, and legal documents are often needlessly complex. Plain English removes the barrier and reduces stress for the reader.
People for Whom English is a Second Language
Clear, simple English is far easier to follow for people who did not grow up speaking English. Complex sentences and jargon create unnecessary barriers.
The six Plain English principles
These are the core rules of Plain English writing. They are simple — but they make a huge difference.
Short sentences
One idea per sentence. Aim for 15 to 20 words at most. Long sentences are hard to follow.
Simple words
Choose common, everyday words. "Use" instead of "utilise". "Help" instead of "facilitate". "End" instead of "terminate".
Active voice
"We will contact you" not "You will be contacted". Active voice is clearer, shorter, and more direct.
No jargon
Avoid technical terms, acronyms, and specialist language unless your reader is an expert. If you must use a term, explain it.
Clear structure
Use headings, bullet points, and white space. Readers scan before they read. Good structure helps them find what they need.
Write for the reader
Think about who will read this. What do they need to know ? What do they already know ? Write for them, not for yourself.
Before and after examples
See how Plain English makes a real difference to real Documents.
Before (complex)
"Employees are required to ensure that any absence from the workplace is communicated to their line manager in a timely manner in accordance with the organisation's absence management policy and procedures as documented herein."
After (Plain English)
"If you cannot come to work, tell your manager as soon as possible. Do this before your shift starts if you can."
Before (complex)
"Pursuant to the aforementioned agreement and in accordance with the statutory provisions applicable hereto, the party of the first part hereby notifies the party of the second part of its intention to exercise its rights under clause 4(b) of the contractual arrangement previously entered into between the parties."
After (Plain English)
"We are writing to let you know that we are using our rights under clause 4(b) of our contract. This is the clause about [topic]."
Before (complex)
"Residents are advised that the scheduled maintenance activities pertaining to the municipal waste collection infrastructure will result in a temporary modification of the standard collection timetable for the forthcoming period."
After (Plain English)
"Your bin collection times will change for a short while. We are doing maintenance work on the collection vehicles. We will write to you with your new collection dates."
When to use Plain English
Plain English works well for almost any Document aimed at a general audience. Here are common examples:
Business Documents
Policies, procedures, contracts, terms and conditions, annual reports
Government & Council
Public notices, guidance documents, application forms, consultation papers
Health & Social Care
Patient information, appointment letters, care plans, service user guidance
Education
Parent communications, prospectuses, admissions information, school policies
Charities & Third Sector
Fundraising communications, impact reports, volunteer guidance, donor letters
Housing
Tenancy agreements, repair notices, estate communications, service charge statements
Plain English vs Easy Read
Both formats make Documents easier to understand. But they are designed for different audiences.
Plain English
- Simple words and short sentences
- No images
- Looks like a normal Document
- Suitable for a general audience
- Great for HR, legal, and business use
Easy Read
- Very short sentences and simple words
- Includes supporting images
- Follows UKAAF accessibility guidelines
- Designed for people with learning disabilities
- Required for NHS and many public bodies
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