The plain language process

Step 1: Know your readers and purpose.

• Who are your readers?
• What do they need to know?
• What do you want them to do?

Step 2: Organize. Make an outline.

• Is the most important information first?
• Are sections in logical order? Do headings describe them?
• Do readers know right away what the document's about?
• Can readers find information they need?

Step 3: Write or edit.

• Are the words simple, short, and clear?
• Is there just one idea per sentence? Are sentences short?
• Is the tone positive? Active writing style?
• Are the paragraphs short? With bullets or lists where appropriate?
• Are the extras left out?

Step 4: Design your document.

• Does white space break up the text?
• Is important information highlighted?
• Can people read the style and size of font?
• Do charts, photos or other graphics help?
• Is colour effective?

Step 5: Test and revise.

• Did you get feedback from a sample of your readers?
• Did you read the document out loud?
• Did you do a readability test?
• Did you ask a co-worker or plain language specialist to read your document?
• Did you revise your document based on different tests?