“A communication is in plain language if its wording, structure, and design are so clear that the intended readers can easily find what they need, understand what they find, and use that information.” – International Plain Language Federation
When we talk about accessibility, the first thing most people think about is the built environment: buildings, streets, and facilities that are accessible to people with physical disabilities. But accessibility is about much more than that. It’s about equity in employment and education, access to goods and services, and transportation. It’s also about ensuring that those of us with intellectual, neurological, learning, mental health, and other disabilities have what we need to thrive.
Plain language is the Ramp of Communication. (I think this idea deserves to be capitalized, but I’m open to debate!)
In 2022, 49% of adults scored below high-school literacy levels, and 17% scored in the lowest literacy level. Plain language is important for many people, including people with disabilities, new Canadians and people whose first language is not English or French, older adults, children and youth, and people who aren’t used to using public services.
Let’s face it: We all need help understanding some things some of the time. When we don’t “get it,” we miss out on services, opportunities, and fun. Ideas and information presented in plain language are more accessible to more people.
Plain language is like a ramp on a building: Not everyone needs it, but everyone can use it. And it’s definitely easier than stairs.
Which of these is easier to understand?
Please refrain from placing feminine hygiene products in the toilet. A waste receptacle is provided for your convenience.
OR
Please put pads and tampons in the garbage can, not the toilet.
Complicated words keep people out — the opposite of what communication is meant to do. Yeah, yeah… I admit I like to use the period product example to make my point. Maybe because we seem to like cloaking delicate or sensitive topics in gobbledygook. But we also use complex language to gatekeep.
Most of us have been taught that the purpose of writing is to, essentially, show off: Our skills or knowledge (in school), and our expertise (at work). We also use certain words, phrases, and styles of writing to prove that we fit in and can speak the language of our sector or industry.
These “insider languages” are powerful. When we are asked to give them up, and to write or speak plainly, it can feel scary. We might worry that people will question our expertise, or think we aren’t qualified. We may feel pressure to keep writing and speaking in ways that show what we know, instead of writing and speaking in ways that help others understand. This is the shift that plain language asks us to make.
Here’s the best part: Plain language is a quick win when it comes to accessibility. What does that mean? With no expensive renovations, complicated policy change, or major decision-making, you can start using plain language right now. Plain language in documents, signs, websites, social media, forms, and letters can make a big impact on accessibility — and equity.
No matter who you are or what your role is, you can write or speak more clearly.
P.S. This blog post reads at a grade 9 level… in case you were wondering!
Here are a few links to get you started:
Plain language, accessibility, and inclusive communications — The Government of Canada’s brief overview of plain language and why we should use it.
Research Impact Canada Plain Language Writing Checklist — A short and easy checklist for beginners.
Plain language word list — Lists simple words you can use instead of more complicated ones.
Canada.ca Content Style Guide — Covers rules for creating web content that can be easily found, understood, and used. These guidelines are useful for all written content.
International Plain Language Federation — Promotes the benefits of plain language and improves professional practice.
Erin Casey is Sea Change’s professional communicator and plain language maven.
Erin’s areas of expertise and interest include inclusion and belonging, higher education, disability, health, entrepreneurship, and business — with an emphasis on equity. She believes we’re all entitled to accessible and clear communication so we can connect with the people, opportunities, services, and information we need. Erin knows a little bit about a million things, making her the perfect party guest.