Use plain language to help people during a crisis
Plain language is text your audience can understand the first time they read it.
People in a crisis can be overwhelmed. Using plain language helps them get what they need. When people are stressed or grieving, it's important to make the information they need easy to understand. Plain language is also easier to translate.
California's plain language standard suggests providing information to the public at an 8th grade reading level or lower. The standard also suggests:
- Using smaller, more common words
- Avoiding technical jargon
- Keeping sentences short and simple
9 plain language tips you can use right now
Use small, common words
Help people understand by using words they know.
Utilize: Use
Provide: Give
Additional: More
Receive: Get
Use “you” and “we” with active voice
Make it clear who does what.
Original
It is recommended that the form be filled out on your phone.
Revised
We recommend you fill out the form on your phone.
Use bullet points for a series
Readers can absorb each item separately. Use numbered lists for things that are in order, like steps in a process.
Original
To get a US passport, you’ll need: completed forms, evidence of citizenship, photo ID, passport photo, fees.
Revised
To get a US passport, you’ll need:
- Completed forms
- Evidence of citizenship
- Photo ID
- Passport photo
- Fees
Transition words
They link sentences together. They can help you find places to break up long sentences.
- Also
- For example
- And
- But
Write good headings
Make them useful and short so readers can scan them effectively.
Original
What is considered household hazardous waste?
Revised
Household hazardous waste
Use sentence case
If all of the words are capitalized, people don’t know where to focus their attention.
Original
Resources for Californians Impacted by Los Angeles Fires
Revised
Resources for Californians impacted by Los Angeles fires
Cut all the extra words
Respect people’s time. Give them only what they need.
Original
There are several factors that determine when your lot will be scheduled for debris removal.
Revised
Several factors determine when debris is cleared from your lot.
Swap in acronyms
Once explained, they are a good short name.
- Write out the full name the first time you use it, followed by the acronym.
- Use an acronym for a department (Cal OES).
- Use an acronym for a law.
- Use known acronyms. Don’t make up your own.
The Governor’s Office of Emergency Services (Cal OES) helps people recover from disasters. Cal OES works with local governments across California.
Have one idea per sentence
People can process each sentence and move to the next easily.
Original
All applications and related documents, including medical records and information, are highly confidential.
Revised
The information you share is strictly confidential. This includes medical records.