Tools to Write in Plain Language
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What is Plain Language?
Plain language is writing in a way that is easy for most people to understand. There are many ways to write in plain language. The goal of using plain language is always to be as clear as possible.
Plain language can be:
Using words that most people would know
Leaving out extra details that are not needed
Using lists instead of blocks of text
Using headings to separate your ideas
Aiming to write at a grade 8 reading level or lower
Using short and simple sentences without many commas
Plain language is not:
“Dumbing down” your writing
Using jargon, many acronyms, and insider language
Writing with words that are long and not commonly used
Using complex sentence structures and colloquial phrases
Something that is only used when writing for “uneducated” people
An example paragraph that does not use plain language:
Written by the Government of Canada Communications Community Office
The same paragraph from the Government of Canada Communications Community Office that was rewritten by Chat GPT to use plain language:
“Using plain language in writing means sharing information in a simple and clear way, so that the audience can easily understand it. But it’s not the same as talking down to people or making things too simple.”
Re-written by Chat GPT
Why is it important to write in plain language?
Personally, I think it is always better to write with the goal of being as clear as possible. Why wouldn’t you want people to understand what you are saying? Furthermore, knowledge translation is an important part of being an evaluator. If your clients and the public can understand your evaluation findings, they will be more likely to use them.
Other important reasons to write in plain language:
17.9% of Canadians over 15 years old have a learning disability
1 in 4 Canadians speak a first language that is not English or French
Plain language is more accessible for people with disabilities overall, such as those who use screen readers
What are the tools that can help me write in plain language?
You don’t need to be a good writer to be able to write in plain language. These days, there are many tools that can help you. If you work with sensitive information, make sure you check the privacy policy of a tool before using it.
1. Artificial Intelligence (AI) Writing Tools
Any AI writing tool should be able to help you write in plain language. Many of them act as editors with the goal of making your writing easier to understand. The simplest one to use is probably Chat GPT. You can copy and paste any text into Chat GPT and ask it to rewrite it for you in plain language. It is also free to use. Just make sure that you are not copying and pasting any sensitive information.
AI writing tools that can help you write in plain language:
2. Readability Tools
There are many tools that can help you check the readability level of your writing. You can use these tools to check on the reading level of your work, as you are writing it. Your goal should be to aim for a grade 8 level of readability. If you use Microsoft Word, you can view your Microsoft Word Readability Statistics for anything you write. It can show you the Flesch-Kincaid Grade Level for your writing. We recommend that you use readability tools as a guideline. Different tools calculate readability differently, so use your own judgement as well when you are writing.
Readability tools that you can use to check the level of your writing:
Microsoft Word Readability Statistics (included with any version of MS Word)
Hemingway Editor (free)