What Is Plain English? A Guide for Writers and Editors - Oxbridge Editing

In today’s fast-paced world, clarity in communication is more important than ever. Whether you’re drafting an email, a business report, or an official document, your goal should be to ensure your readers can understand your message quickly and easily. This is where plain English comes in. But what is plain English writing? And why is it so essential for effective communication?

Plain English is a writing style that prioritises simplicity, clarity, and conciseness. It avoids jargon, overly complex sentences, and unnecessary words, aiming to ensure that the reader can grasp the intended message on their first read. This blog post will explore the core principles of plain English, offer plain writing examples, and provide plain English guidelines to help you communicate more effectively.

What Is Plain English Writing?

Plain English writing is about making your content as clear and straightforward as possible. It focuses on using everyday words, simple sentence structures, and an organised flow to make your writing accessible to a broad audience. Unlike technical or academic writing, plain English is aimed at ensuring that people from all walks of life, regardless of their background or expertise, can understand your writing.

One common misconception is that plain English oversimplifies ideas. In reality, plain English is about making complex ideas easier to understand, not removing the complexity itself. You can still convey nuanced and sophisticated arguments but in a way that doesn’t require your readers to reread a sentence multiple times to grasp its meaning.

The Importance of Writing in Plain English

Why is writing in plain English so important? In many professional fields, such as law, medicine, and government, documents are filled with dense terminology that can confuse readers. This can lead to misunderstandings, mistakes, and, in some cases, legal complications. Writing in plain English, or having your documents proofread and edit by law specialists, reduces these risks and ensures that your message is accessible to everyone.

Here are some specific benefits of writing in plain English:

• Improved communication: Plain English allows you to communicate more effectively with a broader audience.
• Increased accessibility: Whether your readers are native or non-native English speakers, plain English makes your writing more inclusive.
• Faster comprehension: Readers are more likely to understand and retain information presented in a clear, straightforward manner.
• Enhanced professionalism: Clear writing reflects well on you as a writer, showing that you value your reader’s time and effort.

Plain English Principles

The key to mastering plain English is understanding its principles. These guidelines can be applied to any form of writing, from business emails to government reports. Here are the core plain English principles:

Use short sentences: Long, convoluted sentences make it difficult for readers to follow your ideas. Aim to keep sentences under 20 words where possible.
Example:
Before: The manager is responsible for conducting the team’s performance evaluations on an annual basis and providing feedback to individual members during one-on-one meetings.
After: The manager conducts annual performance evaluations and provides individual feedback during one-on-one meetings.

Prefer everyday words: Choose words that are familiar to most people. Avoid technical jargon, and if you must use specialised terms, explain them clearly.
Example:
Before: The implementation of the new system necessitates comprehensive staff training to ensure its optimal utilisation.
After: The new system requires thorough staff training to ensure it’s used properly.

Be direct: Get to the point quickly and avoid unnecessary details. Being concise doesn’t mean cutting out important information but rather focusing on what matters most.
Example:
Before: Due to the fact that there has been a delay in shipping, we will unfortunately not be able to fulfil your order by the originally anticipated delivery date.
After: We cannot deliver your order on time due to a shipping delay.

Use active voice: The active voice makes sentences clearer and more engaging. It emphasises the action and who is responsible for it.
Example:
Before: The report was completed by the team before the deadline.
After: The team completed the report before the deadline.

Organise information logically: Structure your writing so that it follows a logical progression. Headings, bullet points, and short paragraphs can make your content easier to navigate.
Example:
Break up a dense paragraph into smaller sections with clear headings. Use bullet points to highlight key information.

Avoid double negatives and unnecessary qualifiers: Double negatives can confuse readers, and qualifiers like “very” or “extremely” often add little to the meaning.
Example:
Before: It is not unlikely that the project will face some difficulties.
After: The project will likely face some difficulties.

Plain Writing Examples

Let’s consider a few plain writing examples to see how these principles come into play:

Original:
The primary objective of the financial report is to provide a comprehensive analysis of the company’s fiscal performance during the past quarter, taking into account various economic factors that may have impacted revenue streams.

Plain English Version:
The financial report analyses the company’s performance over the last quarter and considers how economic factors affected revenue.

Original:
In the event that you encounter any issues with your account, please do not hesitate to contact our customer support team at your earliest convenience.

Plain English Version:
If you have any problems with your account, contact customer support.

Plain English Guidelines for Editors

As an editor, helping writers adopt plain English principles is essential to improving the clarity of their work. Here are a few plain English guidelines to consider during the editing process:

• Simplify complex language: Look for sentences that are wordy or convoluted and revise them to be simpler and more direct.
• Check for jargon: Identify technical terms that may be unfamiliar to the audience. Either replace them with everyday words or provide clear explanations.
• Ensure logical flow: Make sure the writing follows a logical structure. Check that ideas are presented in a clear sequence and that headings and subheadings are used appropriately.
• Edit for tone: Plain English isn’t just about clarity; it’s also about tone. Make sure the writing is approachable and friendly, especially when addressing a general or a wider audience.
• Focus on readability: Use readability tests to gauge how accessible the writing is. Many tools, such as Hemingway, can measure the reading level of a text and suggest ways to improve it.

Why Plain English Matters for Your Audience

Whether you’re writing for a professional audience or the general public, plain English is key to making sure your message gets across. Documents written in plain English are easier to understand, quicker to read, and more likely to be remembered. In today’s digital age, where attention spans are shorter and information is abundant, plain English can make the difference between your message being received and it being ignored.

Final Thoughts

Writing in plain English is a skill that every writer and editor should master. By following plain English guidelines and applying plain English principles, you can ensure that your writing is clear, concise, and accessible to your audience. Whether you’re drafting an email, preparing a report, or editing a document, plain English will help you communicate more effectively and make your message stand out.

If you’re unsure whether your writing is clear enough for your audience, our expert editors can help. We will elevate your language to suit the needs of your readers, whether you’re writing for professionals or the general public. Let us help you polish your writing and get a bespoke quote today.