I’ve seen my partner pull his hair at baffling forms. He’s even had to pull out the original form in English just to understand the French translation. If he, a highly educated person, can’t understand a form in his native tongue, what about people struggling to read and understand instructions, or those that aren’t fluent in English or French?
People shouldn’t need to fight through complex sentences and technical words to access basic information.
Some weeks after the form-filling episode, on a call with a collaborator, I learned about plain language. And it clicked instantly. That’s when I started digging into the idea of plain communication. Turns out, I was already using it without knowing it.
What makes language “plain”?
International organizations say plain language involves five main areas:
Audiences and purpose: Know who you’re talking to and why.
Structure: Present information logically and with predictability.
Design: Use white space, headings, bullet points and familiar fonts. Keep paragraphs short. Place elements in a way that allows readers to scan the content.
Expression: Choose everyday words. Use the active voice. Keep it human.
Evaluation: Test with real readers. Ask them, “Does this make sense to you?”
As the International Plain Language Federation says, it’s about clarity, not dumbing things down. Plain language is no new concept, but nowadays, it’s vital for inclusion. An ISO standard (ISO 24495-1, if you’re curious) was even created to support it. This standard brings it down to four qualities: relevant, findable, understandable, and usable.
Put the reader first; don’t leave anyone behind
Plain language is about removing access barriers. It’s a way of writing that puts the reader first. That means:
Saying exactly what you mean
Organizing your message clearly
Designing it so people can find, understand, and use the information easily
Always adding alternate text and accessible labels
Whether you’re a public servant in the City of Québec or a nurse in Kangiqsualujjuaq, the premise stays the same: write so your audience can understand you the first time they read the information.
Plain communication enables equity and inclusion. When we write clearly, we:
Welcome people of all literacy levels
Respect non-native speakers
Make space for people using screen readers or assistive tools
Reduce misunderstandings, stress, and barriers
You could ask yourself: Would someone outside my field understand this? Would a ten-year-old child understand this?
Using plain language is becoming a social responsibility, so make sure you don’t leave anyone behind!
When people need to decode complex wording, it creates inequality. Some fields require technicality for the sake of precision. This is the case for scientific papers, but even those should be written clearly.
So now, whenever I write, I ask myself:
Will someone using a screen reader be able to access this?
Will someone with ADHD be able to easily distinguish each sentence from one another, or are the paragraphs too long?
Is this available in both English and French? Have your text translated by us!
Am I using words or visuals that capture Canada’s diversity?
Clear doesn’t mean easier to write
When I started as a scientific reviewer and translator some years back, I assumed clarity meant cutting words and avoiding fancy vocabulary. But I quickly realized the task is much deeper.
“I have made this longer than usual because I have not had time to make it shorter.” — Blaise Pascal
When I edit papers for academic clients, one of the first things I notice is the skill-level of the author based on sentence length. A more experienced writer will express things directly and with very few words, where a novice will use plenty of fancy words, long introductory clauses and technical jargon. Using precise verbs in the active voice is an easy way to write clearly and avoid longer sentences.
I always put emphasis on cutting out excess words and expressing ideas clearly. Think of your reader: what information do they know, need, or want?
If you want to dig deeper, check the government of Canada’s Communications 101 Boot Camp.
Visual design
We mentioned design briefly, but let’s talk about it more. An undervalued aspect of clarity is design: what type of font are you using, is there a long paragraph without any line break, is the text all cramped up on the page? Consider using sans serif fonts rather than serif fonts. They’re easier to read for those who have reading disabilities or attention disorders.
Structure matters: headings, white spaces, and bullet points aren’t decorations. They help people find what they’re looking for because they draw the gaze. As such, aim to design for scanning, not deep reading. Make sure you put what is most important first: readers shouldn’t have to scroll to the bottom of the page to find what matters to them.
Tools that helped me get better
Writing in plain language takes practice but also support.
I use tools like:
This Government of British Columbia checklist (a discovery of mine!)
The book The Craft of Scientific Writing, Michael Alley, 4th ed. (a personal all-time favourite for clear writing)
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Antidote’s readability scores. You can find it under the Readability tab.
Plain language helps translators
Here’s one thing I didn’t fully appreciate until I thought about plain language in the context of translation: plain language doesn’t just help readers, it helps us, translators!
When the source text is clear, concise, and well structured, it’s easier to understand and easier to translate accurately and efficiently. Plain language takes out ambiguity, reduces misinterpretation, and allows the translator to focus on conveying the message, not deciphering it. It removes the need to ask for clarifications, so there are fewer delays in the project.
This matters even more in bilingual contexts, like in Canada, where official documents must be available in both English and French. If the English version is full of jargon or convoluted grammar, the French version risks sounding awkward, unnatural, or worse, saying something completely different.
Translators are not mind readers. They depend on writers to be precise, logical, and consistent. That’s why plain language is getting more and more popular in different fields, like the legal and medical fields.
So, next time you’re writing something that will be translated, remember: you’re not just writing for readers, you’re writing for your future translator, too.
Whether writing a webpage, a social media caption, or a policy brief, think of these steps:
Start with the reader: What do they care about? What might they not know?
Structure first: Outline before you write.
Write simply: Use short words, short sentences and the active voice.
Design it right: Use headings, bullet points, spacing.
Respect diversity: Use inclusive language. Avoid stereotypes.
Test it: Show your draft to an end user to get feedback if you can!
Consider working with an editor
At L’Alouette, we are committed to reviewing and editing all your texts, whether they are general or scientific in nature. We have worked on clarifying PhD theses, scientific papers and plain language articles for the public. Clarity isn’t just about words: it is about agency, confidence and dignity. Let us know what your current communication project is!
References
“What is plain language?” Plain Language Association International (PLAIN), https://plainlanguagenetwork.org/plain-language/what-is-plain-language/.
“Plain language, accessibility, and inclusive communications,” Government of Canada, 2 February 2025, Communications Community Office, https://www.canada.ca/en/government/system/government-communications/communications-community-office/communications-101-boot-camp-canadian-public-servants/plain-language-accessibility-inclusive-communications.html.
“Plain Language”, The Canadian Style, https://www.btb.termiumplus.gc.ca/tcdnstyl-chap?lang=spa&lettr=chapsect13&info0=13.