Writing Clear and Simple Content – Accessibility Through Plain Language

Publication Date: 08/21/2024

Clear writing isn’t just good communication – it’s an accessibility feature. When you write clearly, you help people with cognitive disabilities, learning differences, attention disorders, and those for whom English isn’t their first language. You also help everyone else who’s scanning quickly, reading on mobile, or multitasking.

Why Simple Language Matters

1 in 6 adults has difficulty with literacy. Additionally:

• People with dyslexia process complex sentences differently
• ADHD can make long paragraphs hard to follow
• Autism may affect how abstract language is understood
• Anxiety can reduce reading comprehension under stress

The PLAIN Language Principles

Purposeful – Every word serves a purpose Logical – Information flows in a sensible order Accessible – Language everyone can understand Interesting – Engaging without being complex Necessary – No fluff or filler

Simple Swaps for Complex Language

Instead of academic language:

• “Utilize” → “Use”
• “Facilitate” → “Help” or “Make easier”
• “Subsequently” → “Then” or “Next”
• “In order to” → “To”
• “Due to the fact that” → “Because”

Instead of business jargon:

• “Leverage” → “Use”
• “Implement” → “Start” or “Do”
• “Interface with” → “Work with”
• “Best practices” → “What works well”

Sentence Structure That Works

Keep sentences under 20 words when possible:

• Long: “Students who are interested in participating in the study abroad program that takes place during the summer semester should submit their applications by March 15th.”
• Better: “Summer study abroad applications are due March 15th.”

Use active voice:

• Passive: “The form must be completed by all students.”
• Active: “All students must complete the form.”

One idea per sentence:

• Complex: “The library will be closed for renovations starting Monday, but the computer lab in the basement will remain open for student use, though with limited hours.”
• Clearer: “The library closes Monday for renovations. The basement computer lab will stay open with limited hours.”

Organizing Information Clearly

Lead with the most important information: Instead of: “After careful consideration of various factors and consultation with multiple departments, we have decided to extend the deadline for course registration, which will now be available until Friday at 5 PM instead of the originally planned Wednesday deadline.”

Try: “Course registration deadline extended to Friday, 5 PM. The original deadline was Wednesday.”

Use lists for multiple items: Don’t bury important information in paragraphs. Break it out:

• Admission requirements
• Important dates
• Steps in a process
• Available options

Visual Organization Helps Reading

Short paragraphs – Aim for 2-3 sentences maximum White space – Let content breathe Descriptive headings – Help readers scan and navigate Bullet points – Break up dense information

Testing Your Content

The Friend Test Ask someone unfamiliar with your topic to read your content. If they have questions, your writing might need simplification.

The Scanning Test Can someone understand your main points by reading only headings and the first sentence of each paragraph?

The Tired Test Read your content when you’re tired. If you struggle to follow it, simplify.

Common Content Editor Mistakes

1. Assuming Knowledge Don’t assume readers know your acronyms, internal processes, or industry terms.

2. Burying Important Information Put key details (dates, requirements, contact info) early and prominently.

3. Over-explaining Sometimes simple is better than comprehensive. Link to details rather than including everything.

Examples in Action

Before: “In accordance with university policy regarding the utilization of campus facilities, students are required to present valid identification prior to gaining access to the recreational center during evening hours, specifically after 6 PM on weekdays and after 2 PM on weekends.”

After: “Show your student ID to enter the rec center after:

• 6 PM on weekdays
• 2 PM on weekends”

Subject-Specific Tips

Academic Content:

• Define technical terms on first use
• Provide examples for abstract concepts
• Break complex processes into numbered steps

Administrative Information:

• Lead with deadlines and requirements
• Use familiar words for processes
• Provide clear next steps

Event Information:

• Start with date, time, location
• Explain registration process simply
• Include what to bring or expect

Your Action Plan

1. Pick one recent article and rewrite it using these principles
2. Create a word substitution list for your organization’s common jargon
3. Set a reading level goal (aim for 8th-9th grade level for general audiences)
4. Get feedback from people outside your department

The Bottom Line

Clear writing isn’t “dumbing down” content – it’s opening it up. When you write clearly, you respect your readers’ time and cognitive energy. You make your information accessible to more people, and you make everyone’s experience better.

Simple language is a superpower. Use it.