Goal: by the end of this section, you will be able to apply practical steps for rewriting content in plain language, making it easier to read, understand, and use.
Clear content doesn’t happen by accident. It takes a focused process. Whether you’re updating a form, a manual, or a training script, the goal is the same: help readers understand quickly and confidently.
Here’s a step-by-step guide you can follow:
1. Know your audience and purpose
Ask: Who will read this? What do they need to do with the information? Avoid jargon for general audiences. Use specialized terms only if needed and explain them clearly.
2. Break down complex sentences
Split long, dense sentences into shorter ones. Keep one idea per sentence.
- Original: “Due to the fact that implementation is contingent on…”
- Plain version: “You must complete the first steps before starting the plan.”
3. Replace jargon and technical terms
Use everyday words. Instead of “utilize,” say “use.” Instead of “commence,” say “start.” Define necessary terms simply.
4. Use active voice
- Passive: “The report was written by the team.”
- Active: “The team wrote the report.” Active voice is clearer and more direct.
5. Simplify words and phrases
Choose common alternatives:
- “Ascertain” → “Find out”
- “Conduct an investigation” → “Look into” Avoid unnecessary words. Keep it short.
6. Use lists and bullet points
Break long explanations into steps or bullet points. Lists help organize ideas and make scanning easier.
7. Organise content clearly
Group similar ideas. Use headings and short paragraphs. Start with what’s most important. End with a clear action or summary.
8. Test readability
Use tools like Hemingway or Flesch-Kincaid to check clarity. Aim for a reading level that matches your audience.
9. Revise and proofread
Read it out loud. Fix awkward parts. Ask someone else to read it—if they struggle, revise again.
Plain language is a skill. These steps will help you write with your readers in mind.
Reflection Task
Pick a paragraph you’ve written. Which steps above would help you improve it for your learners?