plain-english

name	plain-english
description	Use when writing or editing prose, documentation, policies, user-facing content, or any text that should be clear and accessible. Triggers include verbose drafts, jargon-heavy text, readability complaints, or requests to simplify writing.

Plain English

Write so your reader understands the first time they read it.

Core Rules

Sentences

• Average 15-20 words. Hard ceiling: 25 words.
• One idea per sentence. Break at natural clause boundaries.
• Vary length to avoid monotony — but never exceed the ceiling.

Words

Prefer short, concrete, everyday words over formal or Latin-derived alternatives.

Instead of	Use
utilise	use
commence	start, begin
terminate	end, stop
purchase	buy
ascertain	find out
endeavour	try
facilitate	help
approximately	about
in the event that	if
prior to	before
subsequent to	after
in accordance with	under, following
notwithstanding	despite, even though
pursuant to	under
in respect of	about, for
additional	more, extra
sufficient	enough
regarding	about
assist	help
advise	tell
obtain	get
require	need
demonstrate	show
indicate	show, say
forward	send
in order to	to
due to the fact that	because
at this point in time	now
it should be noted that	(delete)
please find enclosed	here is
I am writing to inform you	(just say it)

Voice

• Use active voice ~80% of the time: "The council revoked the licence" not "The licence was revoked by the council."
• Passive is fine when the actor is unknown, unimportant, or when tact requires it.

Structure

• Front-load: put the main point first — inverted pyramid.
• One idea per paragraph. Max 3-5 sentences per paragraph.
• Use headings that answer reader questions: "How to appeal a parking ticket" not "Appeals — general."
• Use bullet points for 3+ items. Start each bullet with the same grammatical form.
• Address the reader as "you." Use "we" for the organisation.

Kill These Patterns

Nominalisations — verbs turned into nouns:

• "make a decision" -> "decide"
• "conduct an investigation" -> "investigate"
• "provide assistance" -> "help"
• "give consideration to" -> "consider"

Hidden verbs:

• "conduct a review" -> "review"
• "carry out an assessment" -> "assess"
• "make an application" -> "apply"

Hedging piles:

• "may possibly be able to" -> "may"
• "it is recommended that consideration be given to" -> "we recommend"

Double negatives:

• "not uncommon" -> "common"
• "not dissimilar" -> "similar"
• "did not fail to" -> "did"

Redundancies:

• "absolutely essential" -> "essential"
• "completely finished" -> "finished"
• "future plans" -> "plans"
• "past history" -> "history"

Noun strings — break with prepositions:

• "school bus routing optimisation strategy" -> "strategy to optimise school-bus routes"

Readability Targets

Metric	Target
Flesch Reading Ease	60-70 (general public)
Flesch-Kincaid Grade	8 or below
GOV.UK target	reading age 9-11

Tools: Hemingway Editor, MS Word readability stats, readable.com.

Legal/Formal Distinctions (GOV.UK)

• must = legal requirement, serious consequences
• need to = administrative requirement, no criminal repercussions
• should = recommendation
• Avoid "shall" — it's ambiguous. Use "must" or "will."

Before/After Examples

Before: "Prior to the commencement of operations, an assessment of environmental impact shall be undertaken by the relevant authority."

After: "Before operations start, the authority will assess the environmental impact."

Before: "It has been brought to our attention by members of staff that the new policy is causing confusion regarding the implementation of the revised procedures."

After: "Staff say the new policy is confusing."

Before: "Should you require any further assistance, please do not hesitate to contact us."

After: "Contact us if you need help."

Quick Checklist

• Average sentence 15-20 words, none over 25?
• 80%+ active voice?
• Everyday words — no jargon without explanation?
• Flesch Reading Ease 60+?
• Headings answer reader questions?
• One idea per paragraph?
• Lists for 3+ items?
• Reader addressed as "you"?

Authoritative Sources

• Plain English Campaign — plainenglish.co.uk
• GOV.UK Content Design Guide
• US Federal Plain Language Guidelines (Plain Writing Act 2010)
• ISO 24495-1:2023 Plain language
• Martin Cutts, Oxford Guide to Plain English, 5th ed.