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Plain Language

Writing in Plain Language

Writing in plain language is writing in a way your audience understands. When you use plain language, your audience can find, understand and use what they read. Writing in plain language saves time, staff resources, and money. Plain language is mandated by ORS 183.750, which requires state agencies to prepare public writings in a manner that is as clear and simple as possible.  

The minimum standard for public documents (reports, memos, presentations, publications) authored by DAS is a 10th grade reading level. Rules and policies also should meet that minimum, although in rare cases an administrator may allow a rule to reach a 12th grade reading level. 

How to Test Readability 


The scoring systems will provide you the readability score, grade reading levels and age range. Microsoft programs have grammar tools that can help identify spelling errors, incomplete sentences, passive voice and other common writing challenges. 

Microsoft Word also has a built-in readability checker. Always follow font and typography guidelines for easy reading. 

How to Start Writing in Plain Language 


1. Use common words that clearly and directly state what you mean. 

  • Use short, simple words. The shorter the word, the easier it usually is to understand. 
  • Use as few syllables as possible. 
  • Use words your audience understands. 
  • Consider your audience’s culture. Plain language is inclusive. It reflects the culture of those reading it, including: 
    • Their race or ethnicity 
    • Their disability, and 
    • Anything else that makes them unique. 

2. Use short, simple sentences. 

  • Keep most sentences to one thought. 
  • Avoid long sentences with multiple parts.  
  • Aim to keep sentences between 14 and 20 words. Varying sentence lengths within this range can keep your writing interesting to the reader. 

3. Share information in a logical order. 

  • Limit each paragraph or section to one topic. 
  • Keep paragraphs between three and eight sentences in length.  
  • Vary the lengths of your paragraphs to make them more interesting and create white space. 
  • Use layout and spacing that separate the paragraphs and sections of the document from each other. 
  • Distinguish lists, points or steps using bullet points rather than a long narrative. 
  • Use design elements to help the reader easily move through the information. 
  • Use agency approve templates or contact your agency’s communications team to discover the best format and design. 
  • Use type large enough for reading, typically no less than size 12. Avoid using too many fonts in your document.  

4. Avoid jargon or abbreviations. 

When you’re making word choices, pick the familiar or commonly used word over jargon, the unusual, technical, or obscure. There are many lists of complex words and suggested substitutes, like the one listing some of the most often used words. If you must use jargon or a technical term, define it on first use. 

Complex words and recommended terms to use instead: 
  • Say "you" instead of "addressee."
  • Say "help" instead of "assist" or "assistance."
  • Say "begin" or "start" instead of "commence."
  • Say "carry out" or "start" instead of "implement."
  • Say "for" or "so" instead of "in order that."
  • Say "for" instead of "in the amount of"
  • Say "if" instead of "in the event of."
  • Say "issue" or "publish" instead of "promulgate."
  • Say "us" or "we" instead of "this activity" or "command."
  • Say "use" instead of "utilize" or "utilization."
  • Say "must" instead of "shall."
5. Write like how you speak.
Use active voice and present tense whenever possible. Active voice describes who does what to whom. 

Examples of active and passive voice:
  • Active voice: "The company polluted the lake."
    • Passive voice: "The company polluted the lake."
  • Active voice: "We proposed new regulations."
    • Passive voice: "New regulations were proposed."
  • Active voice: "You must include the following information in your application."
    • Passive voice: "The following information must be included in the application for it to be considered complete."

Where to Learn More About Plain Language

Digital.gov sets standards for plain language. For more information, refer to the following guides:


Other Resources