Module 3
Using Plain Language WritingOutcomes
As a result of completing this module, participants will be able to:Key Concepts
- Apply a readability formula to a writing sample in order to predict whether it will be understood by its intended readers,
- Identify the factors that can make a piece of writing difficult to read or, conversely, easy to read,
- Critique written materials for "readability," and
- Use a variety of editing strategies to improve the clarity of written materials they produce for. parents.
Background Information
- "Plain language" writing is a strategy of expressing information in a straightforward, simple manner so as to reduce the time and skills demanded of the reader.
- Staff can ensure that written materials are accessible to the broadest possible range of parents by using a plain language approach in their print communications.
Any time writers put pen to paper, they have choices in the way they express themselves. For example, they can choose to include a great deal of information, just the basic facts, or some amount in between. They can choose to use academic language, jargon, or everyday speech. They can choose to use a conversational tone or to speak "officially." What is important is that the writer expresses himself or herself in a way that best matches the intended readers."Plain language" writing means making choices in the way you write in order to communicate information quickly and efficiently. It is a very useful way to communicate critical, important information to a diversity of people.
Head Start programs have very important things to say to parents. At the same time, Head Start parents vary a great deal in terms of interests, available time, education and skills. For these reasons, a plain language approach is often the best strategy for staff to use when communicating in print.
Here are some of the advantages of plain language writing:
Parents are more likely to read and use printed information that is in plain language. They also are more likely to respond as requested. When reports and other internal communications are in plain language, staff can more easily share useful information with each other, too.
- It reduces the reading burden on parents and staff who have limited
- amounts of time.
- It makes program information easier for everyone to understand.
- It makes print materials more accessible to parents who have reading skills below the high school level.
- Likewise, it makes print materials easier to read for parents whose native language is not English.
Another benefit of having print materials for parents in plain language is that they are much easier to translate into other languages.
It often happens that a staff member finds something in print that he or she would like to share with parents, but the text is at a high reading level. Staff that are familiar with plain language techniques can use them to "translate" these kinds of materials into easier-to-read versions.
Plain language writing requires that you consider the following:
Context: Does the reader have the background knowledge to understand what is being said?
Concreteness/Abstractness: Is the language clear and familiar to the readers? Are examples relevant? Can people really picture in their minds what is being said?
Clarity of Style: Are main ideas stated up front, with other information following in logical order?
Design: Is the material easy on the eyes, in fairly large type, with some white space?
Readability: Are the materials written at a level that matches the reading skill of the intended audience?A good "rule of thumb" is to have written materials at a 6th-8th grade reading level. That makes them accessible to a broad range of people, yet not so simplified that content is sacrificed.
There are a few things that "plain language" writing does not mean. It does not mean throwing grammar out the window. In fact, sloppy grammar and poor sentence construction can get in the way of clear communication.Plain language writing does not mean communicating less information. Rather, it requires that you state your message in clear, uncluttered language, and that you get rid of redundant or unneeded text, so that all the real information gets across.
Finally, plain language writing does not mean avoiding every long or difficult word. Sometimes there are important words you want to use that aren't themselves easy to read. With plain language writing, readers are more able to focus on and comprehend these more difficult words, because the document as a whole is so simple and direct.