Plain Language

1---
2name: plain-language
3description: Simplification and readability techniques. Use when writing for broad audiences or simplifying complex content. Covers active voice, short sentences, jargon elimination, and accessibility principles from the Plain Language Movement.
4---
5 
6# Plain Language
7 
8**Purpose**: Write clearly and directly using active voice, simple sentences, and minimal jargon.
9 
10**Origin**: Plain Writing Act of 2010 (US), Plain Language Movement
11 
12**Use When**: Drafting and reviewing content to maximize clarity (Phases 4-5)
13 
14---
15 
16## Core Principle
17 
18**Plain language means readers understand immediately what you're saying - no rereading required.**
19 
20### Why It Matters
21 
22- **Comprehension**: 80% of readers prefer plain language (Bailey 2017)
23- **Efficiency**: Plain language reduces reading time by 25-40% (Redish 1985)
24- **Accessibility**: Technical audiences still prefer clarity over jargon
25 
26---
27 
28## The Four Rules
29 
30### 1. Use Active Voice (>80% target)
31 
32**Passive**: Subject receives action ("The error was caught by the test")
33**Active**: Subject performs action ("The test caught the error")
34 
35**Why Active is Better**:
36- Shorter (fewer words)
37- Clearer (who does what)
38- More direct (action-oriented)
39 
40**Examples**:
41```markdown
42❌ PASSIVE:
43"The bug was discovered by the QA team"
44"Performance improvements were made to the API"
45"A decision will be made by the committee"
46 
47✅ ACTIVE:
48"The QA team discovered the bug"
49"We improved API performance"
50"The committee will decide"
51```
52 
53**Detection Pattern**: "was/were/is/are + past participle + by"
54 
55**When Passive is Okay**:
56- Unknown actor: "The system was compromised"
57- Actor irrelevant: "Errors are logged automatically"
58- Emphasizing recipient: "The president was elected by landslide"
59 
60### 2. Shorten Sentences (<25 words average)
61 
62**Principle**: Long sentences increase cognitive load and reduce comprehension.
63 
64**Targets**:
65- **Average**: <25 words per sentence
66- **Maximum**: Avoid >35 word sentences
67- **Variety**: Mix short (10-15) and medium (20-25) sentences
68 
69**Techniques**:
70```markdown
71❌ LONG (42 words):
72"After extensive research and consideration of multiple
73frameworks over several months using various criteria
74including performance, ecosystem size, learning curve,
75and community support, we determined that React offers
76the best balance for our team's needs."
77 
78✅ SPLIT (2 sentences, 23 + 14 words):
79"Our evaluation of 5 frameworks over 3 months ranked
80React highest across 12 criteria, including performance,
81ecosystem, and learning curve. React offers the best
82balance for our team's needs."
83```
84 
85**How to Shorten**:
861. Split at "and", "but", "because"
872. Remove redundancy
883. Break into bullets if listing >3 items
894. Move subordinate clauses to new sentence
90 
91### 3. Eliminate Jargon (or Explain on First Use)
92 
93**Jargon**: Specialized terminology that excludes readers.
94 
95**When to Use Jargon**:
96- ✅ Technical audience expects it (API docs for developers)
97- ✅ No simpler alternative exists (monadic bind operation)
98- ✅ Explained on first use with example
99 
100**When to Avoid**:
101- ❌ Simpler word exists: "utilize" → "use"
102- ❌ Buzzword adds no meaning: "leverage synergistic paradigms"
103- ❌ Abbreviation unexplained: "RBAC" (first use: Role-Based Access Control)
104 
105**Examples**:
106```markdown
107❌ JARGON HEAVY:
108"Leverage microservices to achieve scalable, cloud-native
109architecture with seamless integration paradigms"
110 
111✅ PLAIN:
112"Break your application into small, independent services
113that can scale individually and run in the cloud"
114 
115✅ JARGON EXPLAINED:
116"Use microservices—small, independent services that handle
117specific functions—to scale your application efficiently"
118```
119 
120### 4. Write Clearly (Avoid Common Issues)
121 
122**Nominalization** (verb → noun weakens writing):
123```markdown
124❌ make a decision → ✅ decide
125❌ perform an analysis → ✅ analyze
126❌ give consideration to → ✅ consider
127❌ have a discussion about → ✅ discuss
128```
129 
130**Weak Verbs** (vague actions):
131```markdown
132❌ utilize → ✅ use
133❌ facilitate → ✅ enable / allow
134❌ implement → ✅ build / create
135❌ leverage → ✅ use / apply
136```
137 
138**Redundancy** (unnecessary words):
139```markdown
140❌ advance planning → ✅ planning
141❌ past history → ✅ history
142❌ completely eliminate → ✅ eliminate
143❌ end result → ✅ result
144```
145 
146**Weasel Words** (often removable):
147```markdown
148❌ very important → ✅ critical / important
149❌ really significant → ✅ significant
150❌ actually improves → ✅ improves
151❌ basically works → ✅ works
152```
153 
154---
155 
156## Application by Mode
157 
158### Tutorial (Maximum Clarity)
159- Active voice: >90%
160- Short sentences: <20 words average
161- No jargon: Explain everything
162- Encouraging tone: "You'll see", "Now you can"
163 
164### How-To (Direct and Efficient)
165- Active voice: >85%
166- Imperative mood: "Run the command", "Configure the setting"
167- Minimal prose: Action-focused
168- Technical terms okay if audience expects them
169 
170### Reference (Precise but Clear)
171- Active voice: >70% (passive okay for specifications)
172- Longer sentences acceptable: Technical precision matters
173- Jargon expected: But define abbreviations
174- Neutral tone: No "should" or opinions
175 
176### Explanation (Thoughtful Clarity)
177- Active voice: >80%
178- Medium sentences: <25 words average
179- Analogies valued: Make abstract concepts concrete
180- Jargon explained: Teach terms through use
181 
182---
183 
184## Measurement
185 
186### Active Voice Percentage
187 
188**Calculation**:
1891. Count sentences with passive voice markers ("was/were + past participle + by")
1902. Count total sentences
1913. Active % = (1 - passive_count / total) * 100
192 
193**Targets**:
194- 90-100%: Excellent (Tutorial)
195- 80-89%: Good (How-To, Explanation)
196- 70-79%: Acceptable (Reference)
197- <70%: Needs improvement
198 
199### Sentence Length
200 
201**Calculation**:
2021. Count words per sentence
2032. Calculate average
2043. Flag sentences >35 words
205 
206**Targets**:
207- <20 words: Excellent clarity
208- 20-25 words: Good balance
209- 25-30 words: Acceptable but monitor
210- >30 words: Consider splitting
211 
212### Readability (Flesch-Kincaid)
213 
214Plain language typically scores:
215- **Reading Ease**: 60-70 (Standard)
216- **Grade Level**: 8-10 (8th-10th grade)
217 
218---
219 
220## Quality Checklist
221 
222**Plain language compliance**:
223 
224- [ ] Active voice >80% (or mode-appropriate target)
225- [ ] Average sentence length <25 words
226- [ ] No sentences >50 words
227- [ ] Jargon explained on first use
228- [ ] No nominalization ("make a decision" → "decide")
229- [ ] No weak verbs ("utilize" → "use")
230- [ ] No redundancy ("advance planning" → "planning")
231- [ ] Weasel words removed or justified
232- [ ] Abbreviations spelled out on first use
233- [ ] Technical terms defined through use
234 
235---
236 
237## References
238 
239- Plain Writing Act of 2010. US federal requirement for clear communication.
240- Redish, J.C. (1985). "The Plain English Movement". Technical communication study.
241- Bailey, S. (2017). "Plain Language: A Strategic Approach". Comprehension research.
242- Flesch, R. (1948). "A New Readability Yardstick". Original readability formula.
243- Strunk, W., & White, E.B. (2000). *The Elements of Style*. Clarity principles.
244