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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 writings (documents, reports, memos, presentations, publications, web content, etc.) 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 or higher reading level. 

How to Start Writing in Plain Language 

  1. Use common words that clearly and directly state what you mean.
  2. Use short, simple sentences.
  3. Share information in a logical order.
  4. Avoid jargon or abbreviations.
  5. Write like how you speak.

How to Use Common Words that 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. 

How to 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. 

How to 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. 

How to Avoid Jargon and 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."

How to Write Like 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."

Types of Readability Assessments

DAS uses two common readability assessments to evaluate how easy a document is to understand:
  • Flesch Reading Ease: This test gives a score between 1 and 100. Higher scores mean the text is easier to read. It is often used for general readability checks.
  • Flesch‑Kincaid Grade Level: This test converts readability into a school grade level. The grade level reflects the education level a reader needs to understand the text. For example, a score of 8.0 means the content should be clear to an average eighth‑grade reader.
Both assessments measure the same core factors, sentence length and word complexity. They use these factors in different ways, which is why the scores do not match directly. Using both can give a fuller picture of a document’s clarity. 

DAS generally recommends using the Flesch-Kincaid Grade Level assessment, as the DAS standard is set to a grade level, 10.

How to Test Readability

DAS recommends writers use both a combination of technology and peer review to conduct plain language reviews.

In Microsoft Word
Microsoft Word provides readability statistics, including the Flesch Reading Ease and the Flesch-Kincaid Grade Level scores.

Instructions:

  1. In the document ribbon, select the Home tab.
  2. Choose Editor then go to “Document stats.”
  3. A dialog box opens and lets you know that Word is calculating your document stats. Select OK. Depending on the length of your document, it may take a few minutes.
  4. Word will open a window with information about the statistics and reading level of your document.
If your scores do not reflect the 10th grade DAS standard, review the plain language guide principles. Refer to How to Start Writing in Plain Language.

Using Copilot
Microsoft users may use Copilot to test readability. Tell Copilot to analyze text and report the reading level.

  • Prompt: Evaluate the reading level of this text. Does it meet a 10th‑grade reading requirement? Provide the Flesch Reading Ease score, estimated grade level, and specific reasons why it is above or below 10th grade. Text: [PASTE TEXT HERE]
Note: Always conduct a manual review after using any artificial intelligence product.

Where to Learn More About Plain Language

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


Other Resources