A key feature of plain language is writing in such a way that your text sounds natural, friendly, and approachable. You can make your documents more conversational by focusing on five things:
- Using active voice
- Writing in present tense
- Addressing the reader directly
- Using contractions
- Providing examples
Use Active Voice
What It Is
- Active voice means the subject of your sentence performs the action, rather than having the action done to it.
- Compare “The report was written by me” (passive) to “I wrote the report” (active).
How to Do It
- Identify the main subject and place it before the verb.
- Eliminate phrases like “by [someone]” at the end of the sentence when possible.
Example
- Passive: “Your account will be reviewed by our team.”
- Active: “Our team will review your account.”
Active voice sounds more direct and engaging, making your writing feel livelier and clearer.
Write in the Present Tense
What It Is
- Present tense describes actions happening now or regularly.
- It brings energy to your writing and helps readers feel the content is current.
How to Do It
- Replace past-tense verbs with present-tense verbs where possible.
- Use language that reflects an ongoing or immediate action.
Example
- Past Tense: “We evaluated your application and sent an email.”
- Present Tense: “We evaluate your application and send you an email.”
Writing in the present tense makes it sound like you’re speaking to your reader in real time.
Address the Reader Directly
What It Is
- Direct address involves using second and first person pronouns like “you” and “we” to speak to your audience directly, as if face-to-face. Rather than saying phrases like “the user should” or “employees must,” say “You should,” and “You must.”
How to Do It
- Speak as if you’re having a conversation.
- Refer to your reader as “you,” and refer to your organization or team as “we.”
Example
- Indirect (not great): “Customers should check the latest updates.”
- Direct (much better): “You should check the latest updates.”
By addressing readers directly, you invite them into the conversation and clarify who does what.
Use Contractions
What It Is
- Contractions are shortened words such as “can’t,” “we’ve,” or “it’s.”
- They make your writing sound more natural and less formal.
How to Do It
- Look for opportunities to shorten phrases (e.g., “do not” → “don’t,” “we are” → “we’re”).
- Avoid overusing contractions in extremely formal or technical documents, but in plain language, they’re generally helpful.
Example
- Without Contractions: “We will let you know when we have received your message.”
- With Contractions: “We’ll let you know when we’ve received your message.”
Contractions create a friendlier tone and mirror the way people actually speak.
Provide Examples
What It Is
- Examples help illustrate your point by showing readers how to apply or understand information.
- They can be brief scenarios, sample sentences, or short stories.
How to Do It
- Identify places where readers might get stuck or need more clarity.
- Offer a quick example that guides them through the concept or process.
Example
If you’re explaining how to reset a password, you might write:
- “For example, if you forget your password, click ‘Forgot password?’ on the login screen and follow the prompts.”
Concrete examples break down abstract ideas and give your readers a reference point.
In Summary
When you use active voice, present tense, direct address, contractions, and clear examples, you create a warm, easy-to-read style that resonates with your audience. This conversational approach is central to writing in plain language—it ensures you meet readers where they are and helps them quickly grasp your message.
*Content on this page was curated and edited by expert humans with the creative assistance of AI.