Plain English

What is Plain English?

Plain English is English that is easy to understand. 

Plain English is clear.

Plain English is short and to the point. 

Government and business communication today uses plain English - or at least it SHOULD! Many countries such as Britain, Ireland, the US, and Canada encourage the use of plain English in business, government, and even legal documents. 

Why are WE talking about Plain English?

Because Plain English can help YOU become a better writer and speaker of English. 

These are the basic rules for Plain English:

• Short sentences

• Active verbs

• Use "You" & “We”

• Be direct

• Avoid abstract words

Let’s look at each one.

Short sentences 

Short sentences are easier to write and easier to read than long sentences. 

Here’s a long sentence - 

In the winter, starting an automobile can be difficult because when the temperature drops to around freezing - that is, zero degrees Celsius - the battery is cold and so the engine may not engage when pumping on the gas pedal, but to continue pumping the gas pedal risks flooding the engine, which will simply exacerbate the original problem and cause more frustration and loss of time in the long run, when what you should have done was just make a series of quick assays of three seconds each on full throttle until the engine will be engaged.

Whoa! Let’s break that up and make it into PLAIN ENGLISH!

When the weather is cold, it can be difficult to start your car. Don’t pump that pedal! You will just flood your engine. Instead, try to press the gas pedal for just three seconds. If it doesn’t start, wait a minute, and try again. Repeat until your car starts. 

Active verbs

Passive verbs usually use the word “by”. Passive verbs make your writing sound boring. Let’s look at some examples of passive verbs and then change them to active. 

The project will be considered by our committee for one week.

We will consider the project for a week. 

The US government was shut down by the President. 

The President shut down the government. 

Instructions will be given to you by the teacher. 

The teacher will give you the instructions.

Use “You" & “We"

Look at these examples:

Our organization prides itself on good service, so customers are always asked to give feedback. 

We believe in good service. That is why we always ask you to give us your feedback. 

Applicants should apply in writing to our organization’s headquarters. 

You should apply in writing to:

[GIVE ADDRESS]

Be direct

Look at these examples:

Dogs should be washed no more than once per month with a special shampoo that is formulated for use on dogs. 

Wash your dog once per month. Use a special dog shampoo.

I should be grateful if you would respond in writing within 10 days. 

Please write to us within 10 days.

Clothes should be separated into whites and colors when necessary. 

Separate clothes into whites and colors. 

Avoid abstract words

Abstract words refer to things that can’t be seen or touched. 

Here are some examples of abstract words:

Organization

Introduction

Stoppage

Failure

Used in sentences and then corrected:

The organization of the event will be handled by a special committee. 

A special committee will organize the event.

Each student should provide a clear introduction to their topic. 

First, introduce your topic. 

There was a stoppage of traffic by yellow jacket protesters. 

The yellow jacket protesters stopped traffic. 

In case of computer failure, the IT support team should be contacted by telephone. 

If your computer fails, phone IT support at: [give phone number]