In today’s fast-moving workplaces, the ability to communicate clearly is not just a bonus—it’s essential. Whether you’re writing emails, project reports, user manuals, or even technical documents, using Plain English ensures your message is understood quickly and accurately by everyone, regardless of their background.
But what exactly is Plain English, and how can you apply it at work?
What is Plain English?
Plain English is writing that is clear, concise, and easy to understand. It avoids jargon, long-winded sentences, and unnecessary complexity. Instead, it favors everyday words, active voice, and a structure that flows logically.
The goal? To make communication easy and accessible. It’s not about “dumbing down” content—it’s about making sure your audience understands what you’re saying the first time they read it.
Plain English vs. Traditional Business Writing
| Traditional Writing | Plain English |
|---|---|
| Kindly be advised that your request has been approved. | Your request is approved. |
| In the event that | If |
| Commence | Start |
| Utilize | Use |
Plain English transforms bureaucratic, hard-to-read writing into something human, readable, and actionable.
Why Plain English is Powerful at Work
1. Saves Time
When readers quickly grasp what you mean, they don’t waste time reading a sentence twice or asking for clarification. Multiply that across a company and you save hours of productivity.
Example:
- Complex: Please be advised that we will be undergoing scheduled maintenance commencing on Monday.
- Plain English: We’ll do scheduled maintenance starting Monday.
2. Reduces Mistakes
Misunderstandings can lead to errors, especially in industries like finance, healthcare, or legal services. Clear writing reduces the risk of someone misinterpreting a message or instruction.
3. Builds Trust
People trust communicators who are clear and transparent. Complicated language can feel evasive or overly technical. Plain English comes across as honest and approachable.
4. Supports Inclusion
Not everyone has the same reading level or language proficiency. Using plain language makes your content more inclusive, especially for non-native speakers, neurodiverse colleagues, and people with different educational backgrounds.
How to Write in Plain English
Here are some practical tips:
1. Use Simple Words
Prefer common, everyday language:
- Use “help” instead of “assist”
- Use “need” instead of “require”
- Use “buy” instead of “purchase”
2. Write Short Sentences
Aim for sentences of 15-20 words. Break up long thoughts into smaller ones.
Before: The report, which was submitted by the regional manager last Friday, is being reviewed by the committee for potential revisions before it is forwarded to the board for final approval.
After: The regional manager submitted the report last Friday. The committee is reviewing it. Once approved, it will go to the board.
3. Use Active Voice
Active voice makes writing more direct.
Passive: The document was signed by the manager.
Active: The manager signed the document.
4. Organize Information Logically
Use headings, bullet points, and short paragraphs. Start with the most important information. Think about what your reader needs to know first.
5. Avoid Jargon and Acronyms
Unless you’re sure the reader knows the acronym or technical term, spell it out. Even within teams, clarity helps avoid confusion.
Real-World Examples
Email Example:
Before:
Please be advised that the meeting will commence at 09:30 a.m. and your attendance is required to ensure optimal team alignment.
After:
The meeting starts at 9:30 a.m. Please join so we can align as a team.
Instructions Example:
Before:
In order to initiate the installation process, you must first navigate to the settings menu.
After:
To start the installation, go to the settings menu.
A Culture of Clear Communication
Organizations like the UK’s Plain English Campaign and the US’s Plain Language Action and Information Network (PLAIN) have long advocated for clearer writing in business and government. Some governments have even passed plain language laws to ensure that official documents are understandable to the public.
Creating a plain English culture at work means:
- Encouraging everyone to write clearly
- Training staff on communication best practices
- Rewarding clarity over complexity
It’s especially important for leaders to model clear writing. If senior leaders use plain English, others will follow.
Common Myths About Plain English
❌ “It’s too informal.”
Truth: Plain English can still be professional. You can be clear and respectful.
❌ “It oversimplifies technical content.”
Truth: Even complex ideas can be explained clearly. Engineers, lawyers, and scientists benefit from using plain English with wider audiences.
❌ “It’s only for beginners.”
Truth: Plain English is for everyone. Even experts prefer clear instructions over confusing jargon.
Final Thoughts
Plain English is a small change that delivers big results. Whether you’re writing a job description, a report, or an email, the goal is always the same: help people understand you easily.
In a world full of noise, clarity is power. And plain English gives you that power at work.
References
- Plain English Campaign – https://www.plainenglish.co.uk
- Plain Language Action and Information Network (PLAIN) – https://www.plainlanguage.gov
- Cutts, M. (2020). Oxford Guide to Plain English. Oxford University Press.
- Redish, J. (2012). Letting Go of the Words: Writing Web Content that Works. Morgan Kaufmann.
- Gowers, E. (1954). The Complete Plain Words. Her Majesty’s Stationery Office.
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