How to Write in Plain English: 12 Simple Rules

Plain English means writing in a way that people can understand quickly. It does not mean making writing childish or less professional. It means using clear words, direct sentences, and helpful structure.

Twelve rules for plain English

1. Use familiar words. Choose “use” over “utilize” and “help” over “assist” when appropriate.
2. Keep sentences focused. One main idea per sentence is often easier to understand.
3. Put the main point first.
4. Remove empty phrases. “Because” is usually better than “due to the fact that.”
5. Use active voice when it makes responsibility clear.
6. Use verbs instead of long noun phrases. “Decide” is clearer than “make a decision.”
7. Use specific wording. Tell the reader exactly what action, date, or item is involved.
8. Break up long paragraphs.
9. Use bullets for lists and instructions.
10. Avoid unnecessary jargon.
11. Write clear requests.
12. Read it out loud before sending.

Before-and-after examples

Original: In the event that you experience any difficulties during the completion of the registration process, please contact the relevant support personnel.

Plain English: If you have trouble registering, contact our support team.

Original: The organization is currently undertaking the implementation of a new operational process with the objective of improving the efficiency of customer service.

Plain English: The company is introducing a new process to improve customer service.

When not to oversimplify

For contracts, legal requirements, financial agreements, medical information, safety procedures, and technical instructions, you may need precise wording. You can still explain the message in plain English, but do not remove details the reader needs.