How To Use Plain Language on a Government Website

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Too often, dense writing, confusing acronyms and fancy jargon bog down government websites. Here's how to use plain language to help your customers find what they're looking for, and save your agency time and money.

To complete this How-To you will need:

An understanding of your audience
A willingness to write clearly
Plain-language training resources
A plain-language checklist

Step 1: Know your audience

Know who your readers are and only include information that's relevant to them. Tailor your writing to the people with the least expertise.

Tip: Get a plain language checklist at plainlanguage.gov.

Step 2: Keep it simple

Keep it simple. Fancy words often confuse more than impress, especially on the web. Choose words that are concrete, familiar, and easy to understand. Avoid jargon and legalese. Whenever possible, use pronouns like "we" and "you," and eliminate acronyms most readers won't understand.

Tip: Cut every unnecessary word. Extra words bury important information and make it hard for search engines to find the most relevant material.

Step 3: Choose the right style

Write in an easy-to-understand style. Speak directly to your readers — using "you" and "we" — to make the information more personal and relevant. Write in the active voice, not the passive voice, and use simple verb tenses.

Step 4: Organize your writing

Organize your writing. Put the most important information first, use a consistent layout, and incorporate simple formats. Use descriptive titles and headings that include the keywords your readers are searching for, so search engines can find your content.

Tip: Include white space in your design to break up blocks of text and avoid the "wall of words" effect.

Step 5: Monitor your writing

Monitor your writing. If someone can't understand the text the first time they read it, it's not written in plain language. Get feedback from peers and customers, then fix mistakes and make improvements.

Step 6: Train your team

Everyone, from the top down, should learn to use plain language. Encourage your staff to attend training through Web Manager University, and consider bringing in a plain-language expert to train your team. Improve your site with clear, concise, and well-organized writing to help search engines find your content, ensure people get quick answers, and reduce help-desk questions. Plain and simple.

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Category:

Comedy

Tags:

• HotHowTos
• government
• web
• site
• GSA
• general
• services
• administration
• writing
• plain
• language

[chicksrock1998]

wtf

[Tressco]

Does the "Department of Very Fast Trains" drive to the "Department of Very Big Camps"...?

I'm afraid, the trips can't be rescheduled (in fact it's one way only) and food includes only what you may find in holes & corners of the cattle wagons...

[ojewel]

good,succinct info