An introduction to plain language
What is plain language?
Plain language is communication that is clear and easy to understand for your target audience, regardless of the medium used to deliver it. PlainLanguage.gov defines it as communication your audience can understand the first time they read or hear it.
But plain language, which is often used interchangeably for plain English or plain writing, is not just best practice or common sense, it is also the law. The Plain Writing Act of 2010 (P.L. 111-274) defines plain writing as: “writing that is clear, concise, well-organized, and follows other best practices appropriate to the subject or field and intended audience.”
To enhance citizen access to Government information and services by establishing that Government documents issued to the public must be written clearly, and for other purposes.
Be it enacted by the Senate and House of Representatives of the United States of America in Congress assembled,
SECTION 1. SHORT TITLE.
This Act may be cited as the “Plain Writing Act of 2010”.
SECTION 2. PURPOSE.
The purpose of this Act is to improve the effectiveness and accountability of Federal agencies to the public by promoting clear Government communication that the public can understand and use.
SEC. 3. DEFINITIONS
In this Act:
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Agency. The term “agency” means an Executive agency, as defined under section 105 of title 5, United States Code.
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Covered document. The term “covered document”
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(A.) means any document that–
- (i.) is necessary for obtaining any Federal Government benefit or service or filing taxes;
- (ii.) provides information about any Federal Government benefit or service; or
- (iii.) explains to the public how to comply with a requirement the Federal Government administers or enforces;
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(B.) includes (whether in paper or electronic form) a letter, publication, form, notice, or instruction; and
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(C.) does not include a regulation.
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Plain writing. The term “plain writing” means writing that is clear, concise, well-organized, and follows other best practices appropriate to the subject or field and intended audience.
SECTION 4. RESPONSIBILITIES OF FEDERAL AGENCIES.
a. Preparation for Implementation of Plain Writing Requirements.–
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In general. Not later than 9 months after the date of enactment of this Act, the head of each agency shall–
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(A.) designate 1 or more senior officials within the agency to oversee the agency implementation of this Act;
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(B.) communicate the requirements of this Act to the employees of the agency;
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(C.) train employees of the agency in plain writing;
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(D.) establish a process for overseeing the ongoing compliance of the agency with the requirements of this Act;
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(E.) create and maintain a plain writing section of the agency’s website as required under paragraph (2) that is accessible from the homepage of the agency’s website; and
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(F.) designate 1 or more agency points-of-contact to receive and respond to public input on–
- (i.) agency implementation of this Act; and
- (ii.) the agency reports required under section 5.
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Website. The plain writing section described under paragraph (1)(E) shall–
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(A.)inform the public of agency compliance with the requirements of this Act; and
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(B.) provide a mechanism for the agency to receive and respond to public input on–
- (i.) agency implementation of this Act; and
- (ii.) the agency reports required under section 5.
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b. Requirement to Use Plain Writing in New Documents. Beginning not later than 1 year after the date of enactment of this Act, each agency shall use plain writing in every covered document of the agency that the agency issues or substantially revises.
c. Guidance.
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In general. Not later than 6 months after the date of enactment of this Act, the Director of the Office of Management and Budget shall develop and issue guidance on implementing the requirements of this section. The Director may designate a lead agency, and may use interagency working groups to assist in developing and issuing the guidance.
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Interim guidance.–Before the issuance of guidance under paragraph (1), agencies may follow the guidance of–
- (A.) the writing guidelines developed by the Plain Language Action and Information Network; or
- (B.) guidance provided by the head of the agency that is consistent with the guidelines referred to in subparagraph (A).
SECTION 5. REPORTS TO CONGRESS.
a. Initial Report. Not later than 9 months after the date of enactment of this Act, the head of each agency shall publish on the plain writing section of the agency’s website a report that describes the agency plan for compliance with the requirements of this Act.
b. Annual Compliance Report.–Not later than 18 months after the date of enactment of this Act, and annually thereafter, the head of each agency shall publish on the plain writing section of the agency’s website a report on agency compliance with the requirements of this Act.
SECTION 6. JUDICIAL REVIEW AND ENFORCEABILITY.
a. Judicial Review.–There shall be no judicial review of compliance or noncompliance with any provision of this Act.
b. Enforceability.No provision of this Act shall be construed to create any right or benefit, substantive or procedural enforceable by any administrative or judicial action.
SECTION 7. BUDGETARY EFFECTS OF PAYGO LEGISLATION FOR THIS ACT.
The budgetary effects of this Act, for the purpose of complying with the Statutory Pay-As-You-Go Act of 2010, shall be determined by reference to the latest statement titled “Budgetary Effects of PAYGO Legislation” for this Act, submitted for printing in the Congressional Record by the Chairman of the House Budget Committee, provided that such statement has been submitted prior to the vote on passage.
View the full legislationWhy use plain language on government websites?
Using plain language on government websites is one of the best ways to reach your target audience, because people usually search for information using everyday words (not jargon). A clear, concise message builds trust with users because they can understand your call to action and complete tasks quickly.
Plain language also bridges information gaps between people who may read at different levels, process information at different speeds, or have a different expertise. This can also be very helpful when content needs to be translated in multiple languages, as translators are most often generalists.
By law, federal agencies must:
- Provide clear communication to the public about government information related to benefits, services, and how to comply with a requirement the federal government administers or enforces.
- Designate one or more points of contact for the implementation of the law and train their staff to use plain language.
- Include a dedicated plain language section that is accessible from the primary website’s homepage that lets the public know about how the agency is complying with this law
Note
The Plain Writing Act of 2010 does not apply to the text of official regulations.How to get started with plain language
For web writers, editors, designers, producers or other digital professionals working for a federal website or digital service, using plain language and enforcing the Plain Writing Act are ongoing tasks.
If you are new to the team, get started:
- Take any training already available from your agency.
- Get to know your agency’s designated plain language contact.
- Learn the existing plain language review process for public communication, and understand your role and responsibilities.
- Access existing tools and reports the team uses for accessibility and readability.
Plain language resources
- Plain language web writing tips
- Federal plain language guidelines
- Tips for starting a plain language program
- Testing your assumptions about plain language
Connect with others interested in plain language
Want to learn more?
If you are already familiar with the Plain Writing Act requirements or want to increase your plain language skills, join the Plain Language and the Web Managers communities of practice to learn about other related best practices and share your knowledge.
Check if your agency already has a plain working group or guild. If not, consider setting one up in your agency. You might also add plain language-related research to new or existing user research projects.
