Goal: Guide organisations in creating a plain language policy or charter that defines principles, sets responsibilities, and provides practical support to ensure clear, consistent communication.
A plain language policy or charter formalises your commitment and gives staff a clear framework to follow.
What to include
- Definition of plain language. Explain what you mean by plain language — not just “simplified language,” but language that is clear, purposeful, and audience-focused.
- Why it matters. Describe the benefits: clearer communication, better understanding, stronger relationships, improved outcomes.
- Key principles. List guiding principles like using everyday words, keeping sentences short, using active voice, and structuring information logically.
- Responsibilities. Identify who is responsible for writing, reviewing, and approving documents.
- Examples. Provide good and bad examples to make the policy practical and relatable.
- Ongoing support. Explain where staff can find help, such as style guides, templates, or training.
Benefits
- Everyone in the organisation understands what’s expected.
- Staff have a reference point when in doubt.
- It helps maintain consistency across departments.
Practical tip
Write the policy itself in plain language — it should be a model of what you’re promoting.
Reflection prompt
- What key elements should be included in a plain language policy or charter to make it clear and useful for staff?
- How does having a plain language policy benefit an organisation and its communication practices?