🔤 Plain Language: Choosing Words Your Readers Understand
How to choose words that connect with readers
This post is part of my Plain Language Writing Guide.
If you missed the earlier posts, it includes an introduction to this series and advice on focusing on your readers and purpose, organizing your documents, and writing effective paragraphs and simple sentences.
Introduction | Your Reader and Purpose | Organizing Your Ideas | Effective Paragraphs | Simple Sentences | Clear Words | Enticing Design | Check Clarity | Resources
Strive to be human in your writing. The words you choose matter. They can connect you with your readers or push them away. A formal, bureaucratic tone too often creates distance between you (or your organization) and your readers.
Plain language writing uses the clearest words possible to describe actions, objects and people:
Choosing a short, familiar word over a long, complex one.
Replacing one complicated word with several simple ones.
Using clear, concrete language instead of vague or bureaucratic terms.
Use words your readers are likely to understand the first time they read them. Base your choice of words on what will be clearer for your reader.
Use these guidelines to help you choose words that work for your audience. They’ll help you write text that’s easier to read, understand, and translate. The guidelines cover familiar words, useless words, redundancy, jargon, technical words, noun phrases, abbreviations, capitalization, and inclusiveness.
Use simple, everyday, familiar words
Choose common English words with clear meanings: Explain a problem instead of address a problem. Avoid puns and words with double meanings: voters instead of grassroots; available instead of free (if that's what you mean).
Especially if your document may have many readers with limited English proficiency or be translated for them, choose words with just one or a few precise meanings.
Here are other examples of simple, precise words and phrases you might substitute:
Instead of: amongst | Try using: among
Instead of: attain | Try using: arrive at, gain, get, meet, reach, win
Instead of: consequently | Try using: so, thus
Instead of: dialogue (as a verb) | Try using: meet, talk
Instead of: disseminate | Try using: communicate, deliver, distribute, give, send, share, spread
Instead of: endeavor (as a verb) | Try using: carry out, strive, take on, try
Instead of: expedite | Try using: help along, hurry, rush, send, speed up
Instead of: hereinafter | Try using: after this, from now on, in the rest of this document, later
Instead of: heretofore | Try using: before, before this, earlier, until now
Instead of: impact (as a verb) | Try using: change, have an effect, influence
Instead of: implement (as a verb) | Try using: carry out, do, finish, fulfill, put into effect, set up, start
Instead of: inordinately | Try using: excessively, unduly, unusually
Instead of: institute (as a verb) | Try using: begin, create, found, set up, start
Instead of: obtain | Try using: get, buy, earn, gain, hold
Instead of: optimum | Try using: best, ideal, peak
Instead of: per annum [Latin] | Try using: annually, a year, each year, yearly
Instead of: per capita [Latin] | Try using: a person, each, for each person, per person
Instead of: per diem [Latin] | Try using: daily
Instead of: peruse | Try using: examine, read carefully, study,
Instead of: prioritize | Try using: list, order, rank, set priorities
Instead of: reference (as a verb) | Try using: mention, refer
Instead of: shall | Try using: must or will
Instead of: strategize | Try using: plan
Instead of: support | Try using: confirm, prove, show, suggest, verify; or aid, help; or encourage, mandate
Instead of: terminate | Try using: close, end, finish, stop
Instead of: therein | Try using: in it, in that matter, there
Instead of: utilize | Try using: make use of, use
Instead of: wherein | Try using: in what, in which, where
Cut out unnecessary, useless words
Use only as many words as you need. Use simple conjunctions (and, but, or) instead of complex transition words (moreover, nevertheless) unless needed for tone. Use fewer structural words with little meaning: because or since instead of due to the fact that; if instead of in the event that. Tighten verbose (or wordy) text by replacing complex statements with shorter terms or single words: geography, not the field of geography; tends to, not have a tendency to.
Here is a sample list of some alternative words for common, wordy expressions:
Instead of: a certain number of | Try using: some
Instead of: adequate number of | Try using: enough, satisfactory
Instead of: a great many | Try using: many
Instead of: a majority of | Try using: more than half or most, most of, if accurate
Instead of: apart from | Try using: besides, in addition
Instead of: at the present time | Try using: now
Instead of: be advised that | Try using: note that
Instead of: by means of | Try using: by, using, with
Instead of: despite the fact that | Try using: although, even though, though
Instead of: during the time | Try using: during, when, while
Instead of: excessive number of | Try using: too many
Instead of: for the purpose of | Try using: for, of, to
Instead of: from time to time | Try using: at times, occasionally, sometimes
Instead of: if this is not the case | Try using: if not
Instead of: if this is the case | Try using: if so
Instead of: in lieu of | Try using: for, in place of, instead of
Instead of: in many cases | Try using: many, often
Instead of: in the event of | Try using: if or when
Instead of: it is probable that | Try using: probably
Instead of: it would appear that | Try using: apparently, seems
Instead of: once in a while | Try using: sometimes
Instead of: on the part of | Try using: among, by, for, of
Instead of: prior to | Try using: ahead of, before
Instead of: pursuant to | Try using: under
Instead of: subsequent to | Try using: after, following, later, next, then
Instead of: this office | Try using: I, me, us, we
Instead of: under the provisions of | Try using: by, under
Instead of: until such time | Try using: until
Instead of: with reference to, with regard to | Try using: about, on
Cut redundant ideas, words and phrases
Avoid using wordy phrases and multiple words with similar meanings or unhelpful redundancies. For example, try complete or finished, not completely finished; experience, not past experience; four hours, not four hours of time; either if or when, not if and when; protrude, not protrude out; result, not end result; square, not square in shape; visible, not visible to the eye.
Later, go through your document and ask yourself if you're repeating information needlessly. If so, combine your thoughts or remove the matching ideas.
Here are other alternative words for some redundant phrases:
Instead of: added bonus | Try using: bonus
Instead of: advance notice | Try using: notice
Instead of: at this juncture, at this point in time | Try using: now, this week, today
Instead of: city of Renton | Try using: Renton [but City of Renton to refer to the government]
Instead of: close proximity | Try using: close, near
Instead of: current status | Try using: status
Instead of: during the hours of 7 a.m. to 6 p.m. | Try using: from 7 a.m. to 6 p.m.
Instead of: filled to capacity | Try using: filled, full
Instead of: first and foremost | Try using: first
Instead of: future plans | Try using: plans
Instead of: general consensus | Try using: consensus
Instead of: join together | Try using: join
Instead of: month of November | Try using: November
Instead of: past history | Try using: history
Instead of: period of time | Try using: period, time
Instead of: postpone until later | Try using: postpone
Instead of: refer back | Try using: refer
Instead of: 10 feet in length | Try using: 10 feet, 10 feet long
Instead of: thoroughly understand | Try using: understand
Instead of: totally dedicated, totally devoted | Try using: dedicated, devoted
Instead of: totally demolished, totally destroyed | Try using: demolished, destroyed
Instead of: total number | Try using: total
Instead of: 12 a.m., 12 midnight | Try using: midnight
Instead of: 12 p.m., 12 noon | Try using: noon
Avoid using jargon
Using unfamiliar jargon and bureaucratese can cause problems because your reader may not understand it. Jargon can also distract your reader from your real message.
Instead of: All illumination on these premises must be extinguished upon departure. Use: Please turn out the lights if you're the last to leave.
Instead of: adjacent to | Try using: next to, near
Instead of: facilitate | Try using: make easy, help, lead
Instead of: leather personnel carriers | Try using: boots
Instead of: telephonic communications instrument | Try using: telephone
Be wary of trendy expressions such as downside, downtime, game changer, low-hanging fruit, onboarding, synergy, think outside the box (instead, try be creative), and touch base (instead, try check in). Try inviting people into a planning process, not a visioning process.
Corporate jargon can confuse or annoy readers and date it: circle back, deep dive, leverage (as a verb), and pivot. Same with digital/tech jargon: bandwidth (for capacity), ecosystem (in nonbiology contexts), and synergize.
Similarly, avoid old-fashioned sayings and formal phrases like as per your letter (instead, try according to your letter), grist in the mill, kindly be advised, notwithstanding (instead, try despite or still), pig in a poke, and pursuant to our conversation.
Also, avoid terms that could be misunderstood by readers who use English as a second language or by people translating a document from English into another language. Test content in translation tools to see if jargon or idioms break meaning.
Military and sports vocabulary:
Instead of: end runs | Try using: avoid, work around
Instead of: game plan | Try using: plan, strategy
Instead of: hit it out of the park | Try using: do very well, succeed
Instead of: level playing field | Try using: equal opportunity, fair conditions
Instead of: slam dunk | Try using: certain success, sure thing
Instead of: sticky wickets | Try using: difficult situations, tricky problems
Instead of: tackle | Try using: address, work on
Instead of: targets | Try using: goals, objectives
Regionalisms and slang:
Instead of: jerry-built | Try using: make shift, poorly built
Instead of: jury-rig | Try using: improvise, make temporary repairs
Instead of: that dog don't hunt | Try using: that’s not practical, that won’t work
Literary and cultural allusions:
Instead of: an offer he can't refuse | Try using: irresistible offer, unavoidable demand
Instead of: heart on his sleeve | Try using: openly shows feelings
Instead of: move mountains | Try using: overcome great difficulties
Metaphors:
Instead of: a piece of cake | Try using: easy or simple
Instead of: a steep learning curve | Try using: takes time to learn
Instead of: pave the way for | Try using: make possible, prepare for
Introduction | Your Reader and Purpose | Organizing Your Ideas | Effective Paragraphs | Simple Sentences | Clear Words | Enticing Design | Check Clarity | Resources
Avoid or explain technical words or difficult terms
Whenever possible, avoid words that your readers do not know. Every occupation and interest group has special terms. Check whether your technical term has a common plain language equivalent already in use in your field. If you must use an unfamiliar technical term, define or explain it clearly or give an example.
If suitable for your publication, think about including a glossary of technical words and difficult terms. Make sure definitions are written in plain language too—not in more technical jargon. Test your content with someone outside your field to see if terms are clear.
Also, avoid technical terms used with nontechnical meanings:
Instead of: initialize | Try using: start
Instead of: interface with | Try using: call, connect with, meet, work with
Instead of: nexus | Try using: connection, hub, link
Instead of: paradigm | Try using: example, model, pattern
Don't change verbs into nouns
Use verbs to suggest the most significant actions in your sentences. Nouns created from verbs are harder to understand and give the sentence an impersonal tone: decide, not make a decision; recommend, not make a recommendation.
Replacing nominalizations is also important for accessibility. Screen readers often mishandle complex noun phrases, and active verbs help keep sentence structure clear.
Also, use verbs instead of abstract nouns: adjust instead of adjustment, consider instead of consideration, improve instead of improvement.
When you write a noun that comes from a verb, see if you can turn it back into a verb by removing endings like -tion, -ence, and -ment. Use the clearest, crispest, liveliest verb to express your thoughts.
Instead of: The requirement of the department is that employees work eight hours a day. Use: The department requires employees to work eight hours a day.
Instead of: The team's role is to perform problem definition and resolution. Use: The team's role is to define problems and resolve them. Or: The team's role is to define and resolve problems.
Here are other examples:
Instead of: bring to a conclusion | Try using: conclude, end, finish
Instead of: carry out an evaluation | Try using: evaluate, test
Instead of: conduct a review of | Try using: review
Instead of: conduct an investigation | Try using: explore, investigate, look into
Instead of: exhibit improvement | Try using: improve
Instead of: file an application | Try using: apply
Instead of: gave an explanation | Try using: explained
Instead of: give a justification for | Try using: justify
Instead of: give assistance | Try using: aid, assist, help
Instead of: have an objection | Try using: object
Instead of: have knowledge of | Try using: know
Instead of: have need for | Try using: need
Instead of: have reservations about | Try using: doubt
Instead of: hold a meeting | Try using: meet
Instead of: make a proposal | Try using: propose
Instead of: offer a suggestion | Try using: suggest
Instead of: perform an assessment of | Try using: assess
Instead of: placed an order | Try using: ordered
Instead of: reach an agreement | Try using: agree
Instead of: reach a conclusion | Try using: conclude
Instead of: send an invitation to | Try using: invite
Instead of: take action | Try using: act
Avoid chains of nouns
Chains of nouns are strings of two or more nouns used to name one thing. They are often difficult for a reader to understand.
Consider defining, explaining, or revising noun phrases. Will the meaning of a noun phrase be familiar or clear to your readers or translator? If not, explain it in context, revise it to make its meaning clear, or define it in a glossary.
Noun chains take some effort to untangle. They lack connecting words — such as about, for, of, in, and the possessive 's — that would clarify how the nouns relate to one another. Break chains early for translation-friendliness and search clarity.
Instead of: World population is increasing faster than world food production. Use: The world’s population is increasing faster than its food production.
Instead of: Customer data privacy policy compliance checklist. Use: Checklist for complying with the customer data privacy policy.
Use acronyms and abbreviations carefully
Remember that not everyone may know what the acronyms and abbreviations stand for. Limit your document to a handful of essential acronyms or abbreviations in a single document.
An abbreviation is any shortened form of a word or phrase (Mr., Corp.). An acronym is an abbreviation formed from initial letters, pronounced as a word or by each letter (AIDS, NAACP). Most style manuals have rules for acronyms and abbreviations.
Avoid nonessential abbreviations, Latin abbreviations, uncommon contractions, and obscure acronyms, especially in documents that may be translated for or used by readers with limited English proficiency. Also, avoid informal nonstandard spellings and shortened words.
Sometimes, putting an acronym or abbreviation in parentheses the first time you use the proper term can be useful. Then you can use the acronym in the rest of your text. For long or complex content, redefine the abbreviation on first use in each major section. But even if you use these techniques, avoid filling a document with various obscure acronyms.
When in doubt, spell it out.
Instead of: aka | Try using: also known as
Instead of: ASAP | Try using: as soon as possible [or better yet, specify a date or time]
Instead of: could’ve, should’ve, would’ve | Try using: could have, should have, would have
Instead of: e.g. | Try using: for example, such as
Instead of: etc. | Try using: and so on, and the rest
Instead of: i.e. | Try using: that is
Instead of: hi, lo | Try using: high, low
Instead of: lb., oz. | Try using: pound, ounce
Instead of: lite | Try using: light
Instead of: mightn’t, mustn’t | Try using: might not, must not
Instead of: n.a., N/A | Try using: not applicable, not available, none
Instead of: rep | Try using: repetition
Instead of: specs | Try using: specifications
Instead of: stats | Try using: statistics, or data when appropriate
Instead of: that’ll | Try using: that will
Instead of: thru | Try using: through
Instead of: vet | Try using: veteran, veterinarian [but OK to mean check or screen]
Use capital letters sparingly, consistently
Avoid unnecessary capitalization. Use capital letters to identify proper nouns — the formal, official, unique, or popular names of a specific person, organization, place, or thing. Capital letters are an essential cue to readers and translators that a term is a proper noun, not a common noun. Most style manuals have rules for capitalization.
Also use capital letters to begin sentences, headings, the important words in publication titles, and letters in some abbreviations and acronyms. Sentence case (capitalizing only the first word) is increasingly preferred for headings in plain language.
Random, excessive capitalization for other purposes hinders reading and may confuse readers. Do not capitalize the first letter of a word or words in a phrase simply to highlight them or to express their importance.
Avoid ALL CAPS except for acronyms; it slows reading and can feel like shouting. Translators typically translate common nouns and leave proper nouns in English.
Use inclusive language
Inclusive language helps readers feel respected and understood. It avoids assumptions about gender, ability, age, culture, or relationships — and it’s an important part of plain language.
This advice differs from plain language guidance on using shorter words or concise sentences and paragraphs. But, like those principles, it shares the goal of meeting readers’ needs and interests — including people who value inclusive language and those in the groups being represented, such as women, LGBTQ+ people, and people with disabilities.
Gender, disability, age, cultural, and LGBTQ+ inclusion should be considered from the start — not as afterthought edits. A more comprehensive guide for using inclusive language is planned for Plainly, Garbl.
Sexist writing builds a barrier between you and half your readers. Use sex-neutral terms by avoiding words that suggest maleness is the norm, superior, or positive, and that femaleness is nonstandard, subordinate, or negative.
Inclusive language also means paying attention to:
Gender-neutral terms unless gender is relevant: firefighter, not fireman
Metaphors or idioms that reinforce bias (blind spot, tone-deaf)
Age terms like elderly or senior citizens, unless relevant; use older adults or specify age range
Terms for relationships when gender or marital status is unknown: partner, not wife, husband, girlfriend, or boyfriend
Cultural references like the metaphorical tribe, unless referring specifically to an Indigenous nation
Person-first language for disabilities unless the person prefers otherwise: a person who uses a wheelchair, not wheelchair-bound
Introduction | Your Reader and Purpose | Organizing Your Ideas | Effective Paragraphs | Simple Sentences | Clear Words | Enticing Design | Check Clarity | Resources
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