Whether you write legal documents, scientific papers, computer help, or technical reports, plain English is appropriate and possible. More than that, it could become the hallmark of quality that sets your writing apart from the rest.
The popular myths
Before we go any further, let’s look at the popular myths about plain English — what it is and what it isn't.
Myth 1: Plain English is ‘dumbing down’ the language
This is perhaps the worst misconception of all. The objective of plain English is to clarify, not to over-simplify. Over-simplifying, missing out key information or patronising the reader, is not plain English.
Myth 2: The audience I write for doesn’t need it (or want it)
Most readers prefer to read something that is expressed as clearly as possible.
Myth 3: Plain English sacrifices precision for clarity, especially for complex subjects
Plain language and precision are complementary. You don't have to make a choice between clarity and precision — you can achieve both using plain English. Countless projects worldwide have shown that even complex subjects can be translated into plain language with no loss of clarity or precision.
Myth 4: It can’t be done in my specialist field
The plain English movement has been alive and well and disproving this myth since the 1970s. Documents of every type have been written in plain English with huge success. The objections raised have melted away in the face of the evidence.
Myth 5: People in New Zealand already write in plain English
This is nearly as dangerous as myth number 1. You may well write in plain English. However, in our experience as writers and writing trainers, very few people actually do write in plain English. Many organisations claim publicly that they do. Some organisations put effort into producing a few excellent brochures, but that’s as far as it goes. Others seem to imagine that just by saying they write in plain English, it will be so!
Benefits of plain English
Plain English:
- streamlines procedures and paperwork
- makes it easier to train staff
- increases staff productivity and morale
- reduces confusion, complaints, and claims
- improves customer satisfaction
- increases sales and raises the organisation’s image among both customers and staff.
Real examples of the benefits of plain English
Forms
Before British Royal Mail clarified a redirection form, there was an 80 percent error rate in the filling out of the form at a cost of £10,000 a week. With the new form, Royal Mail saved £500,000 in the first 9 months.
Kimble, J. The Scribes Journal of Legal Writing. vol. 6. Sydney: Federation Press, 1996–1997: 16
Computer manuals
US Allen-Bradley produced plain English manuals that reduced calls to their help desk from 50 a day to only 2 a month.
B. Jereb. 'Plain English on the Plant Floor' in Plain Language: Principles and Practice, edited by E Steinberg. Detroit: Wayne State University Press, 1991: 213
Regulations
The US Federal Communications Commission rewrote its regulations for citizen band radios and was able to reassign five employees who had done nothing but answer questions.
‘Plain Language Pays’ in Simply Stated. Washington, DC: American Institutes for Research, 1986: 4.
What sort of change does plain English produce?
We could fill pages and pages showing you plain English rewrites! Here are just a few:
- It is suggested that the wire should be connected to the terminal by the engineer when the switchbox assembly is completed.
We suggest that you connect the wire to the terminal when you finish assembling the switchbox. (technical manual) - High-quality learning environments are a necessary precondition for facilitation and enhancement of the ongoing learning process.
Children need good schools if they are to learn properly. (ministry) - If there are any points on which you require explanation or more information we will supply any additional details as may be necessary by telephone or email.
If you have any questions, please ring or email. (council) - It is important that you shall read the notes, advice and information detailed opposite then complete the form overleaf (all sections) prior to its immediate return to the Council by way of the envelope provided.
Please read the notes opposite before you fill in the form. Then send the form back to us as soon as possible in the envelope provided. (council)
Help with plain English
If you’re interested in finding out more about plain English, contact Write Group Limited. New Zealand’s plain English specialists since 1989, Write offers plain English training and editing services. They are also assessors for the WriteMark, New Zealand’s first document quality mark.
For more information, visit Write Group, the home of the WriteMark; call 04 384 6447; or email Christopher Travers.
List of plain English articles
