Plain language checklist
This checklist is for editors and approvers of public websites. Plain language is writing that readers understand the first time they read it. In the United States, the Plain Writing Act of 2010 requires federal agencies to use it; the federal guidance is at plainlanguage.gov. Many other public bodies have their own style guides; follow yours where it differs.
Note This page describes common practice; it is not legal advice. Check which rules apply to your organization.
Contents
Before you write
- To do: I know who the readers are and what they need to do.
- To do: I can say the main message in one or two sentences.
- To do: I have removed what readers do not need.
Structure
- To do: The most important information comes first.
- To do: Headings tell readers what each part is about; questions work well as headings.
- To do: Steps are a numbered list; options are a bulleted list.
- To do: Long pages are split, or have a short summary at the top.
Words
- To do: Everyday words ("use", not "utilize"; "about", not "approximately").
- To do: Technical or legal terms explained the first time, or linked to a glossary.
- To do: Abbreviations written out on first use.
- To do: "You" for the reader and "we" for the organization.
- To do: The same word for the same thing throughout.
Sentences and paragraphs
- To do: Short sentences, one idea each.
- To do: Active voice ("We review your application", not "Applications are reviewed").
- To do: Short paragraphs.
- To do: No double negatives; conditions before actions ("If you moved, update your address").
Numbers, dates and forms
- To do: Dates and times written in full, with the time zone where it matters.
- To do: Amounts with units and currency.
- To do: Deadlines stated clearly and early.
- To do: Form labels and error messages say what to do (Building a contact form).
Test it
- To do: Read it aloud.
- To do: Ask someone outside the team to find one answer on the page.
- To do: Check that link texts make sense on their own.
- To do: Use a readability tool as a hint, not a verdict.
In Exponential
- To do: Use the editor's heading and list buttons rather than bold text for structure (Editing content).
- To do: Use the summary or intro field your content class offers for the short version.
- To do: Reuse one explanation through relations instead of copying it to many pages (Relations and reuse).
- To do: If you use Exponential Intelligence to suggest simpler wording, it writes drafts only; a person reviews and publishes (the Exponential glossary).
Related pages
- Government checklists
- Editorial quality checklist
- Accessibility checklist
- Free documentation: this page is free to copy, translate and improve under the GNU FDL 1.3.
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