Plain language ensures communication is clear, simple, and easy for everyone to understand. It removes barriers to comprehension, especially for people with diverse language skills or reading abilities. The following style guide outlines our basic requirements for plain language writing.
Key principles
Use simple words
- Use everyday words and avoid technical terms unless necessary.
- Example: Use “help” instead of “assist.”
Write short sentences
- Keep sentences concise and direct.
- Aim for one idea per sentence.
Use active voice
- Write sentences where the subject performs the action.
- Example: “We provide resources” instead of “Resources are provided by us.”
Organize information clearly
- Present the most important ideas first.
- Use headings and subheadings to guide readers.
Be inclusive
- Avoid jargon, acronyms, or complex phrases.
- Use terms that are culturally sensitive and respectful.
Structural guidelines
Headings
- Use clear and descriptive headings.
- Example: Instead of “Overview,” use “What this guide covers.”
Lists
- Use bullet points or numbered lists for clarity.
- Example:
- Create clear goals.
- Check your progress.
Formatting
- Use larger fonts and ample spacing for readability.
- Highlight key points using bold text or italics sparingly.
Tone and style
Friendly and direct
- Address the audience as “you” when appropriate.
- Avoid formal or stiff tones.
Positive and encouraging
- Focus on possibilities and solutions.
- Example: “You can learn more by visiting our website.”
Respectful and neutral
- Avoid assumptions about readers’ knowledge or background.
- Use gender-neutral and inclusive language.
Examples of plain language
Simplifying complex strategies
- Before: We endeavour to cultivate robust ecosystems by implementing inclusive strategies and diverse methodologies.
- After: We work to create strong communities using inclusive and diverse approaches.
Clarifying a vision statement
- Before: Our vision is to hearten worlds where creatives of all sorts are valued as positive deviants that challenge and bind communities together in and through social change.
- After: Our vision is to build communities where all creatives are valued for their ability to bring people together and inspire change.
Streamlining a mentoring process
- Before: We are actively preparing for succession by mentoring youth team members and wider community on topics related to arts-led systems change, social innovation, and community-engaged arts.
- After: We are mentoring young team members and community members to take on leadership roles in arts and social change.