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Plain language guidance


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This is a proof of concept. See
GitBook
⁠
for source of truth - 9/15/2023


Basics

Use the
Hemingway Editor
⁠
. Eliminate very-hard-to-read sentences and minimize hard-to-read sentences. Check the reading level every time you edit content.
Use simple words.
Your content still needs to be accurate. Do not sacrifice clarity for simplicity.
Explain jargon when you have to use it. This includes proper nouns and government-centric terms.

Acronyms

When using an acronym, spell out its full name first, followed by the acronym in parentheses. Afterwards, use just the acronym.
If the name only appears once on the page, do not include the acronym.
If an acronym is better known to your audience than the full name (like CDC), use the acronym only. When in doubt, spell out the full name.

Grammar

Tell people what they need to do instead of telling them what happens if they do not do something. It's easier for them to understand.
For example, write You must apply by February 10 instead of If you do not apply by February 10, your application will not be accepted.
One way to avoid this is by removing
double negatives
⁠
.
Use
active voice
⁠
and strong verbs.
Do not use
hidden verbs
⁠
.
Do not use gerunds with is or are. A gerund is a verb that ends in -ing.
For example: write He helps instead of He is helping.
Write in present tense.
When using it, this, those, and these, double check to make sure it’s clear what the pronoun refers to.
Do not use directional references like as above.

Numbers

Write out or abbreviate months in dates instead of using numbers. Some cultures interpret 9/5 as May 9 instead of September 5.
Use numerals instead of spelling out numbers.
Only go to one decimal place. Only use decimals when you need to.
Use commas in numbers over 999. This helps people understand the order of magnitude.

Commas

Use the serial comma (also called the Oxford comma) to reduce confusion. It’s the comma that comes before and in a list of 3 or more.
For example: We brought apples, bananas, and oranges.

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This is a proof of concept. See GitBook for source of truth - 9/15/2023
Basics
Acronyms
Grammar
Numbers
Commas
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