When you simplify your writing, you help readers find and use your information without confusion. Simplicity means avoiding unnecessary complexity in words, sentences, and paragraphs. By focusing on plain language, you make your message clearer and more accessible.
What Is Simplicity in Plain Language?
“Simplicity” in plain language means using words that are straightforward and obvious; using phrases that aren’t unnecessarily wordy or complex; writing short sentences when possible; and keeping paragraphs simple and upfront. Simplicity is not about dumbing things down—it’s about making sure everyone can access the information they need and they’re not bogged down with unnecessary complexity.
Simplifying Wordy or Complex Words and Phrases
Sometimes we use complicated words out of habit or because they sound “official.” In plain language, you choose familiar words so your readers don’t have to pause and look up meanings. Here is a table of 50 examples showing how to replace complex words or phrases with simpler alternatives.
| Complex | Simplified |
|---|---|
| Acquire | Get |
| Additional | More |
| Advocate | Support |
| Ameliorate | Improve |
| Annual | Yearly |
| Anticipate | Expect |
| Apologize | Say sorry |
| Approximately | About |
| Ascertain | Find out |
| Attempt | Try |
| Authorize | Allow |
| Commence | Start |
| Comprehend | Understand |
| Concerning | About |
| Consequently | So |
| Determine | Figure out |
| Disseminate | Share |
| Endeavor | Try |
| Facilitate | Help |
| Finalize | Complete |
| For the purpose of | For |
| Furnish | Provide/Give |
| However | But |
| Illustrate | Show |
| Implement | Carry out |
| In the event that | If |
| In the near future | Soon |
| In order to | To |
| In the process of | During |
| Initiate | Begin/Start |
| Mitigate | Lessen/Reduce |
| Necessitate | Require |
| Obtain | Get |
| Permit | Let |
| Possess | Have |
| Purchase | Buy |
| Provide | Give |
| Rectify | Fix |
| Regarding | About |
| Remuneration | Pay |
| Require | Need |
| Request | Ask for |
| Reside | Live |
| Simplify | Make simpler |
| Subsequent | Next/Following |
| Sufficient | Enough |
| Terminate | End |
| Therefore | So |
| Utilize | Use |
| With regard to | About |
| Authorize (repeats) | Allow (already listed, example only) |
| Reexamine | Look over again |
Using simpler terms helps your readers grasp your message right away.
Writing Short Sentences
What It Is
Short sentences have fewer words and fewer complicated structures. They help readers process your ideas more quickly.
How to Do It
- Stick to one idea per sentence.
- Use active voice (e.g., “We sent your report,” not “Your report was sent by us.”).
- Vary sentence length so your writing doesn’t feel choppy—but avoid overly long sentences.
Why It Helps
Readers with different backgrounds and skill levels can follow short sentences more easily. This reduces confusion and helps people get your message on the first read.
Example
- Long: “It is recommended that you thoroughly check your account balance on a regular basis in order to identify any discrepancies that may arise due to inaccurate transactions or bank errors.”
- Shorter: “Check your account balance regularly. This helps you spot errors or unexpected charges right away.”
Writing Short Paragraphs
What It Is
Short paragraphs often contain just a few sentences. Each paragraph covers one main point or topic.
How to Do It
- Focus on one idea per paragraph.
- Leave white space between paragraphs to make reading easier online.
- Use topic sentences that clearly introduce the paragraph’s subject.
Why It Helps
Online readers often skim. Short paragraphs look less intimidating and help them find the specific information they need quickly.
Example
- Long Paragraph: “Your monthly statement provides a record of all deposits and withdrawals over the course of the billing cycle, and if you notice any transactions that don’t look familiar, you should immediately contact our customer service team so they can initiate a thorough review and potentially reverse any unauthorized charges.”
- Short Paragraph: “Your monthly statement lists all your deposits and withdrawals. If you see anything unusual, call our customer service team right away. We’ll look into it and make sure any unauthorized charges are handled.”
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