Plain Language & Accessibility

Plain language is communication that is clear and easy to understand for your target audience, regardless of the medium used to deliver it. PlainLanguage.gov defines it as communication your audience can understand the first time they read or hear it.

Plain language is also the law. The Plain Writing Act of 2010 defines plain writing as: “writing that is clear, concise, well-organized, and follows other best practices appropriate to the subject or field and intended audience.”   

See examples from CDC and Center for Plain Language.

• Write for your reader, not yourself. Use pronouns when you can. 

• State your major point(s) first before going into details. 

• Stick to your topic. Limit each paragraph to one idea and keep it short. 

• Write in active voice. Use the passive voice only in rare cases. 

• Use everyday words. If you must use technical terms, explain them on the first reference. 

• Use short sentences as much as possible. 

• Omit unneeded words. 

• Keep the subject and verb close together. 

• Use headings, lists, and tables to make reading easier.

• Proofread your work and have a colleague proof it as well.

Source: National Archives

Guidance 

• • Federal Plain Language Guidelines

  • Your Guide to Clear Writing (CDC)

  • Plain Language for Public Health (PHCC)

  • Plain Language (NIH)

  • How Plain Language Makes Life Simpler (Video)

  • Writing for the Web 

Checklists

• • Checklist for Plain Language (GSA); Checklist for Web

  • Plain Language Quick Reference Guide (US Dept. of Labor) 

Reading Level Tools

• Hemingway Editor

• Plain Language Thesaurus

• Everyday Words for Public Health

Trainings

• Upcoming Trainings

• Plain Language 101 - July 2025 (slides and recording)

• VDH: Plain Language in Public Health Course (Fall 2024)

• VDH: Writing for Social Media

• VDH: Writing in Plain Language, Session 1 (video)

• VDH: Writing in Plain Language, Session 2 (video)

Review

Need a website or document reviewed for plain language?  Contact Katie Stephens for support!

Trainings 

• VDH Training Videos & Slide Decks (intranet required)

• 508 Accessibility Training

Other Resources

• PHCC Guide to Creating Accessible Social Media 

• Federal Social Media Accessibility Toolkit Hackpad 

• Why Click Here Links Are Bad