Using Design to Support Plain Language
Plain language isn’t just about choosing clear words. How you design your text—its layout, fonts, visuals, and spacing—plays a major role in guiding readers to find and understand the information they need. This page addresses six areas of design that you should be thinking about when creating documents for people:
- Readability
- Formatting
- Tables
- Lists
- Highlighting Techniques
- Visuals
Readability
What It Is
Readability covers the ease with which a reader can process your text. Factors like font choice, line spacing, and color contrast all affect how easy it is to read.
Tips
- Font Choice: Use a clean, legible font such as Arial, Calibri, or Verdana.
- Font Size: A minimum of 12-point is often recommended for documents. Online, 16px or larger improves accessibility.
- Line Spacing: Consider 1.15 or 1.5 line spacing to avoid crowding.
- Color Contrast: Make sure your background and text colors have high contrast (e.g., black text on a white background).
Example
- Hard to Read: Tiny gray text on a busy background.
- Easy to Read: Black text, 16px, line height of 1.5 on a simple white or light background.
Formatting
What It Is
Formatting encompasses how you structure your text—paragraph length, alignment, headings, subheadings, and more. Good formatting helps your readers quickly scan and locate critical points.
Tips
- Use Headings & Subheadings: Break content into logical sections with clear titles.
- Chunk Information: Keep paragraphs short (two to four sentences).
- White Space: Leave margins, space between paragraphs, and around images to give the reader’s eye a rest.
- Alignment: Generally, left-align your text for online reading. Justified text can create uneven spacing that’s harder to follow.
- Margins and Line Length: Avoid having text run too far across a page or screen. Ensure you have good margins to create white space and shorten the length of text on a line for easier reading. Consider using columns to shorten line length.
Example
- Hard to Follow: One long paragraph with no headings and a long line length.
- Easy to Follow: Several short paragraphs with a short line length under descriptive headings like “Benefits,” “Steps,” and “FAQ.”
Tables
What It Is
Tables help you present data or information in a structured format. They’re great for comparisons or quick reference.
Tips
- Label Columns Clearly: Give each column and row a heading that describes the data.
- Keep It Simple: Avoid too many nested rows or columns that make the table complicated.
- Provide Context: Introduce the table with a short sentence so readers know why it’s there.
Example Table
Below is a simple table comparing three types of membership plans:
| Plan | Monthly Fee | Features |
|---|---|---|
| Basic | $5 | 1 device, limited support |
| Standard | $10 | 3 devices, email support |
| Premium | $15 | Unlimited devices, 24/7 phone support |
Notice how each column has a clear heading, and the table is easy to scan for quick information.
Lists
What It Is
Lists allow you to break down points into bite-sized pieces. They’re an efficient way to highlight steps, features, or important details.
Tips
- Bulleted Lists: Great for points that do not need a specific order.
- Numbered Lists: Best for sequential steps or ranked items.
- Parallel Structure: Start each list item with the same part of speech (e.g., a verb).
Example
- Bulleted List (Non-Sequential):
- Faster processing
- Easier scanning
- More accessible reading
- Numbered List (Sequential):
- Open the application.
- Click “Settings.”
- Select “Privacy Options.”
Using lists like this guides your reader’s eye and clarifies steps or ideas.
Highlighting Techniques
What It Is
Highlighting techniques—such as bold, italics, underlines, or color—draw attention to key words or phrases. Used correctly, they help the reader focus on what’s most important.
Tips
- Bold important terms or headings.
- Italics can add subtle emphasis or indicate titles.
- Avoid Underlining for emphasis online; underlines often signal hyperlinks.
- Use Color Sparingly: Ensure that color alone doesn’t convey crucial information—some readers may have color vision deficiencies.
Example
- Bold Key Words: “You must sign the form before submitting.”
- Use color and bold to draw attention: “Be sure to submit before Friday, December 12.”
- Italics for a Title: “See the guidelines in Section 3 for more details.”
6. Visuals
What It Is
Visuals include images, charts, icons, and infographics. They can simplify complex information, break up text, and create visual interest.
Tips
- Make It Relevant: Only include visuals that add value, such as illustrating a process or clarifying data.
- Use Captions and Labels: Explain what your reader sees and why it matters.
- Maintain Quality: Blurry or low-resolution images can distract or confuse.
- Ensure Accessibility: Add alt text so screen readers can describe the image to visually impaired users.
Example
- Before: A large block of text explaining how to install a printer driver.
- After: Include a labeled screenshot showing each step, with short text captions highlighting each button.
*Content on this page was curated and edited by expert humans with the creative assistance of AI.