Most work writing fails because readers can't tell what you want. Plain language fixes that.
Direct answer
Plain language writing means writing so readers can find what they need, understand it the first time and act on it. Put the point and the ask first, use short sentences and everyday words, use headings and bullet points to help scanning, cut anything unnecessary and read it aloud before sending.
8 principles
- Know your reader and what they need to do.
- Point and ask first. "Please approve the budget by Friday."
- One idea per paragraph.
- Short sentences. Aim for about 15 to 20 words.
- Everyday words. "Use" not "utilise".
- Active voice. "We approved the plan" not "The plan was approved."
- Make it skimmable. Headings, bullets, bold for key facts.
- Cut. If it doesn't help the reader, delete it.
Before and after
Before: We wanted to reach out in order to ascertain whether you would be in a position to provide feedback regarding the attached proposal at your earliest convenience.
After: Could you send me feedback on the attached proposal by Thursday?
An email structure
- Subject: what it's about and what you need.
- First line: the point and the ask.
- Two or three lines of context.
- Clear deadline.
Hard messages
Be direct and kind: say what's wrong, what you need and offer help. Avoid hiding the message in fluffy language. See also corporate jargon.
Related
Business writing skills notes and how to write a cover letter.
Where Teyro fits
Teyro's Clear Writing at Work course teaches the habits behind clear work writing: fewer words, plain language, the point and the ask first, documents people can skim, and hard messages said kindly. It has 50 short lessons and is free to start.
The bottom line
Put the point first and make it easy to act on.
