Goal: Show how to rewrite a realistic but overly complex workplace email into clear, plain language so that important safety information is easy to find and understand.
Complex writing can make important messages—like safety instructions—unclear or even unusable. In this example, we start with a needlessly complicated email and then show a simplified version based on plain language principles.
Base text:
Dear all,
As part of our ongoing commitment to workplace safety, we would like to remind all staff members of the importance of being familiar with the safety procedures outlined in the attached document. Please ensure you review this information before the scheduled safety meeting, which will take place on Thursday, 14 September at 9:00 in Conference Room B, during which we will go over recent updates and answer any questions. Failure to follow the safety procedures may result in disciplinary action, including loss of building access.
Thank you for your cooperation.
Issues:
- Multiple ideas in a single long sentence.
- Indirect phrasing (“we would like to remind”).
- Important details are buried in the middle of the paragraph.
- Lacks clear separation between instructions, date/time, and consequences.
Plain language rewrite:
Please read the safety procedures in the attached document before the meeting.
The safety meeting is on Thursday, 14 September at 9:00 in Conference Room B. We will explain the updates and answer your questions.
If you do not follow the safety procedures, you may lose your building access.
Changes made:
- Broke one long paragraph into short, clear sections.
- Put main action first (“Please read the safety procedures”).
- Highlighted date/time/location.
- Used everyday, direct wording.
Tip: In important messages, separate each key action or detail into its own sentence or paragraph so it is easy to see at a glance.
Try it
Rewrite this email so that it is clear, direct, and easy to follow:
Hello everyone,
In line with our safety policy, please be advised that the annual emergency drill will be held on Friday, 27 October at 2:00 p.m. We ask that you review the evacuation map and guidelines in the shared folder beforehand, as we will be checking compliance during the drill. It is important that all staff members participate fully, as failure to do so will be noted for record-keeping purposes.
Thank you for your understanding.