Note

This archival content is maintained by WebAIM and NCDAE on behalf of TEITAC and the U.S. Access Board . Additional and up-to-date details on the updates to section 508 and section 255 can be found at the Access Board web site.

Documentation:Plain Language

Plain Language raises the usability of information for all, but especially good for cognitive disabilities. It is important for all content, but is especially important for documentation and support.

The Center for Plain Language has a page that not only describes a plain language expert, but also lists some basic principles of plain language. http://www.centerforplainlanguage.org/aboutpl/expert.html

Plain language experts write clearly. Here are some of the guidelines that plain language experts should talk about when they explain their writing to you:

  • Put the main message of the entire document first.
  • Keep each paragraph short and on one topic.
  • Start each paragraph with a topic sentence. If users read only that sentence, they will understand the main point of the paragraph.
  • Keep each sentence short. A sentence should cover only one thought, or two closely related thoughts. A good test for sentence length is this: If the reader has to read the sentence more than once to understand it, the sentence is too long.
  • Put extra information in a separate sentence.
  • Write in the positive, if at all possible.
  • Write in the active voice, whenever possible. A sentence in the active voice explains "who is doing what." - Active voice: You must select one of these candidates. - Passive voice: One of these candidates must be selected.
  • Address the reader as "you."
  • Give the user information in small chunks. Break up paragraphs and sentences by using lists, tables, and other ways of helping users grab information quickly.
  • When giving instructions, use numbered lists. Make each action a separate step.
  • Use words that the readers (users) of this document know.
  • Prefer the plain, simple, most common word.
  • Avoid legal jargon.
  • If you must use a technical term, explain it in parentheses right after the technical term. Even better, explain first and put the technical term in parentheses.

Plain Language Resources

Ginny Redish will lead a webinar on Friday, May 18 at 1:00 ET. There is a list of resources on this page.

http://teitac.org/wiki/Theme:Usability_of_the_Standards#Seminar:_Plain_Language_in_Regulations


Other resources are in the Usability of the Standards section

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