Plain language is all about communication that’s easy to find, understand, and use. It isn’t about “dumbing things down.” It’s about respecting people’s time, abilities, and need for clear information.
Every day we encounter language in websites, forms, signs, emails, policies, job postings, and conversations. When that language is confusing, too technical, or overly long, people can feel frustrated, overwhelmed, and excluded. Plain language removes those barriers so more people can access the information they need.
Why Plain Language Matters
Plain language is about how information is organized and presented. Clear headings, logical order, short paragraphs, and helpful formatting all make content easier to use.
It is a key part of accessibility. While it is important for people with disabilities, many others benefit too: people with low literacy, people who are new to a language, people under stress, older adults, and anyone in a hurry. These experiences are universal, and improving clarity helps everyone.
Plain language also builds trust. When information is clear and straightforward, people feel respected and confident that the organization isn’t hiding anything. It reduces confusion, prevents errors, and makes it easier for people to take action based on what they read.
Canada’s National Standard on Plain Language
In October 2025, Canada published its first National Standard on plain language. This standard was developed by Accessibility Standards Canada and approved by the Standards Council of Canada. It sets out principles and practical requirements to help organizations remove communication barriers and ensure information is accessible to its intended audience.
The standard defines plain language as communication where “the wording, structure, and design are so clear that the intended audience can easily find what they need, understand it, and use it.” It also provides guidance on identifying barriers and strategies to remove them.
This is a milestone for accessibility in Canada. It formally recognizes plain language as a standard of inclusion and a tool for equity. While the standard is primarily designed for federally regulated organizations, it provides a practical model that all organizations can adopt to enhance access to their information.
Practical Tips for Plain Language (Right Now)
Here are some practical tips you can start using today:
- Know your audience. Think about who will read or use your information and what they already know.
- Choose common words first. Replace jargon, acronyms, and technical terms unless you define them.
- Use short sentences with one idea each. Long sentences make comprehension harder.
- Break content into chunks. Headings, lists, and white space make information easier to scan.
- Highlight action steps. Clearly tell your reader what they can do next, not just what the rules are.
- Test with real people. Ask someone like your intended audience to read draft content and explain it back to you.
- Use visuals carefully. Supporting diagrams, icons, or tables can add clarity when used thoughtfully.
Plain Language Helps Everyone
Plain language is not a one-time task; it’s an ongoing process. Reviewing and revising content based on audience feedback helps ensure that information is accessible as needs and tools evolve.
To dive deeper into how plain language works and why it’s essential for accessibility, you can listen to Season 2, Episode 5 of the Accessibility Ally Podcast on January 14th, 2026. Take your learning even further with our on-demand training, Core Skills of Plain Language!