27 Introduction to Plain Language
Learning Objectives
After completing this chapter, you will be able to
- define plain language and identify the three core elements of plain language
- explain the benefits of using plain language
- use the SCORE principles to revise communication
You might be surprised to learn that Canadian employers want employees to write using plain language.
In fact, the Canadian government requires employees to write plainly – and so does the World Health Organization (WHO)! A branch of The United States government created Federal plain language guidelines to ensure that government agencies were writing plainly. Much of the information in the Plain Language chapters of this e-text has been adapted from these guidelines.
The Three Elements of Plain Language
When you write using plain language, you write with your audience and purpose in mind. To write plainly, you must consider three main elements: word choice, sentence structure, and tone.
1. Word choice
Plain language is easy to understand, so you are able to communicate clearly with a wide audience. Writers should avoid uncommon or overly technical language that might not be understood by everyone.
Plain word choices are
- simple, common, accurate words
- not jargon, idioms, or figurative language
- inclusive
2. Sentence structure
Plain language is concise, so readers can get the message quickly. Being concise means conveying your message accurately and politely in as few words as possible. When you are concise, you are respectful of your readers’ time. Plain sentence structure uses
- direct, concise, and simple sentences
- active voice unless passive is necessary
3. Tone
Plain language has a positive, conversational tone, so you can establish a friendly rapport with your reader. Writing with an appropriate tone has
- a friendly, conversational, and positive feeling
- first and second person pronouns that speak “to” to the reader
Note using first and second pronouns (I, me, you, our, etc.) is appropriate in business writing, but is usually NOT appropriate in formal academic writing.
The SCORE Principle
Another way to think about plain language is to consider the “SCORE” communication principles[1].
| SCORE Principle | The Rationale | Suggestions |
| S =
Simplify and Specify |
Much miscommunication happens across cultures because the language is hard to understand or the details are not specific. | Make your communication as easy to understand as possible:
|
| C =
Clarify and Confirm |
Two people may think they understood each other, but they may actually have a different understanding of the situation. Therefore, it is important to continually clarify what you are intending to communicate and confirm that this is in fact what the other person understands. | Ensure the message you are delivering is clear and understood:
|
| O =
Organize and Outline |
When communication is highly structured and organized well, it becomes easier for others to understand the main points. | Structure your communication:
|
| R =
Rephrase and Reframe |
Providing multiple ways of saying the same thing increases the chances of being understood. | Provide alternative ways of saying the same thing:
|
| E =
Explain with Examples |
Providing the rationale behind our thinking can make our intentions clearer to our audience. Using examples to illustrate our points (and sometimes literally illustrating our point using drawings and visuals) helps clarify our message. | Reinforce key concepts with explanations and examples:
|
Review the next three chapters to learn more about these three elements of plain language. When you are done, come back to this chapter and complete the Learning Check and try one or more of the activities below. You can also review the additional resources at the end of this chapter.
Learning Check
Additional Resources to Practice Writing in a Plain Style
Free Linked In Learning Courses
Good writing doesn’t come easily – you have to practice! Choose one (or both!) of these Linkedin Learning courses. Each one will take about an hour to complete. When you’ve completed the course, you can add the certificate to your Linkedin profile. You will need to be logged in to your Linkedin account with your Confederation College credentials. If you have difficulty accessing Linkedin Learning, contact the library for help.
This Business Writing Principles Linkedin Learning course by Judy Steiner-Williams has excellent tips to become a better business writer. Watch part 1 “Improving your Business Writing”. What are the “10 Cs” of good writing?
This Writing in Plain Language Linkedin Learning course by Leslie O’Flahavan explains plain language in more detail. Remember, Canadian employers expect employees to use plain language when writing internal and external messages.
Other Courses
This Clear Writing Works! course is offered by Learning Networks of Ontario. Note that there is a fee for this course.
Government Websites
See how the plain-language style is applied in the Canadian government by visiting the websites for Public Works and Government Services Canada
Nick Wright’s “Complex and Abstract Words” provides advice on revising complex and abstract words.
- Berardo, K. (2012). Framework: The SCORE communication principles. In K. Berardo and D.K. Deardorff (eds.), Building cultural competence: Innovative activities and models (p. 228). Stylus. ↵
