Plain English vs Easy Read
Which format is right for your Document ? Here is a clear, simple guide.
The short answer
Both formats make Documents easier to understand. Plain English is for a general audience. Easy Read is specifically designed for people with learning disabilities. The right choice depends on who you are writing for.
Plain English
Clear writing for a general audience
- Simple words and short sentences
- No supporting Images
- Looks like a normal Document
- Suitable for most adults
- Great for HR, legal, and business Documents
- Follows Plain English Campaign guidelines
Easy Read
Accessible Documents for people with learning disabilities
- Very short sentences — one idea at a time
- Supporting Images on every page
- Larger font, more white space
- Designed for people with learning disabilities
- Required for NHS and many public sector bodies
- Follows UKAAF accessibility guidelines
Full Comparison
How the two formats compare side by side
| Feature | Plain English | Easy Read |
|---|---|---|
| Audience | General public | People with learning disabilities |
| Images | None | On every page |
| Sentence length | Short (15–20 words max) | Very short (5–10 words) |
| Layout | Standard Document layout | Image-text layout, large font |
| Vocabulary | Common words, no jargon | Everyday words only |
| Legal standard | Equality Act 2010 | UKAAF + Equality Act 2010 |
| Best for | HR, legal, business, public comms | NHS, councils, charities, social care |
| Document length | Similar to the original | Usually longer — more space per idea |
Who is each format for ?
Understanding your audience is the most important step
Use Plain English when…
- Your audience includes the general public or most employees
- You are writing HR policies, contracts, or staff communications
- Your Document is full of legal or technical jargon
- You need a clean, professional-looking output
- You want to improve readability without a specialist format
Use Easy Read when…
- Your audience includes people with learning disabilities
- You work in health, social care, or local government
- You have a legal or regulatory duty to provide accessible information
- Your readers benefit from Images alongside text
- You need to meet UKAAF or NHS accessibility standards
Before and after examples
The same sentence in three versions
Original (complex)
"The aforementioned party hereby agrees to indemnify and hold harmless the organisation against any and all liabilities, damages, losses or expenses arising therefrom."
Plain English
"You agree to cover any costs or losses that the organisation suffers because of your actions."
Easy Read
You agree to this.
If the organisation loses money because of something you did...
You will pay for it.
Can you use both formats ?
Yes. Many organisations produce both versions of the same Document. This is called a paired document approach.
For example, a hospital might send out a Plain English leaflet to all patients. They would also have an Easy Read version available for patients who need it.
Claru can convert any Document into either format. You can even convert the same Document twice — once to Plain English, and once to Easy Read.
Legal requirements
What the law says about accessible communication
Equality Act 2010
Organisations must make reasonable adjustments for people with disabilities. This includes providing information in accessible formats. Both Plain English and Easy Read can form part of this duty.
NHS and Public Sector
The NHS and many public bodies are required to provide information in Easy Read format. UKAAF guidelines set the standard. Easy Read is not optional — it is a legal and ethical duty.
Convert your Document today
Plain English
Clear, simple writing for a general audience. No Images. Professional layout.
Convert to Plain EnglishEasy Read
Accessible Documents with Images for people with learning disabilities. Follows UKAAF guidelines.
Convert to Easy Read£0.01 per word — £2 minimum. Your first Conversion is free.