Plain Language

By Jerry Smith and Amanda Ryan

Information only matters if people can get it, understand it, and use it. Many people, including those with intellectual and other developmental disabilities (IDD), face barriers when information is long, complex, or hard to access.

Plain language and accessible design help information reach people effectively. This article focuses on practical ways to disseminate information so more people can access and use it, whether it’s written, spoken, or visual.

Know Your Audience and Purpose

Every communication effort begins with two questions:

• Who is this for?
• What do we want them to do with the information?

The answers shape not only the words we choose, but also the format, layout, and delivery. For example:

• Policymakers may need short summaries with clear data.
• People with IDD may need step-by-step instructions with examples.
• Family members may want both background information and clear next steps.

Knowing the audience and purpose helps you choose the right words, the right format, and the right communication channel.

Use Plain Language to Make Information Clear

Plain language is a practical strategy for making information easier to understand. It helps people focus on the message instead of getting stuck on long sentences, jargon, or technical words.

Key principles:

• Use everyday words instead of jargon
• Keep sentences short and clear
• Organize information so it is easy to follow.
• Provide examples and step-by-step instructions when needed.

Plain language is not “dumbing down.” It’s about helping people understand and act on the information.

Accessibility Makes Plain Language Usable

Even clear language is not enough if people cannot access it. Accessibility ensures that people can use information regardless of their abilities or the technology they use.

Multiple Formats

People take in information in different ways. Offering more than one format increases understanding. Helpful formats include:

• Written documents
• Short videos
• Audio recordings
• Infographics and visuals
• Easy read versions with pictures and simple text

For example, a benefits guide might be offered as:

• A short written guide
• A step-by-step video
• An audio version
• A one-page visual checklist

Visual Design

Design choices can make information easier or harder to use. Good accessibility practices include:

• Simple fonts: Use readable fonts without fancy lettering.
• Clean layouts: Use clear headings, short paragraphs, and plenty of empty “white space” so the page is not crowded
• High color contrast: Use dark text on light backgrounds (or light text on dark backgrounds), so words stand out clearly
• Don’t rely on color alone to show important information: For example, red text may not be noticeable to someone who can’t see color differences. Add words like “Important” so the message is clear.

Digital Files (Word docs, Google docs, PDFs) and Websites

Many people use screen readers or other assistive technology. Digital files and websites should be built so that those tools work properly. Good accessibility practices include:

• Use real text, not images of text: Do not use pictures of documents. Screen readers can only read real text.
• Organize with headings: Use clear headings that screen readers can recognize so users can quickly find the section they need.
• Describe your visuals: Add descriptions to images so that people who cannot see the picture still understand the message.
• Keep a logical order: Make sure your page follows a simple reading order from top to bottom.
• Simplify navigation: Make it easy for people to move through a website without getting lost or confused.
• Make links clear on their own: Use link text that tells people where it goes, like “Download the Annual Report,” instead of “click here,” so the link makes sense even when read out of context.

Choosing the Right Format and Approach

Different types of information need different formats. For example:

• Flyers should be short and simple.
• Instructions for applying for benefits should be clear and step-by-step.
• Training videos should explain ideas slowly and clearly.
• Podcasts should use plain words and repeat key ideas.

Easy-read formats, often used with pictures and simple text, are especially helpful when readers may struggle with standard language. Offering the right format helps knowledge move from information into action.

Create Materials with the People Who Will Use Them

The best materials are created with, not just for, the people who will use them. When people with IDD help design materials, the results are more relevant, respectful, and easier to understand. User feedback helps identify:

• Confusing words
• Unclear instructions
• Design problems
• Missing formats

Plain language and accessibility are not one-time tasks. They are part of an ongoing process of creating, sharing, listening, and improving.

Real Example – Consent Forms

At the University of California, San Francisco, researchers revised their consent forms to use shorter sentences, simpler words, and clearer organization. The forms were written at about an 8th-grade reading level. This helped more people understand what they were agreeing to before joining a research study.

Other medical centers have done the same. When they switched to plain-language forms and improved their layout and readability, people understood them better and felt more confident about their choices.

How We Share Information Matters

The way information is shared affects how people feel about it. Warm, human communication invites people in. Dry, formal language can feel cold or confusing.

Stories and real-life examples help people connect with the message. When people see themselves reflected in the information, they are more likely to understand and use it.

Good ways to share plain language and accessible information include:

• Easy-to-read flyers in community spaces
• Clear posts on social media
• Short captioned videos
• Audio versions of written materials
• Question-and-answer sessions or workshops

Another helpful approach is sharing information in layers. Start with a short summary of the main idea, then offer more details for people who want to learn more.

Public health agencies like the Centers for Disease Control and Prevention (CDC) use plain language so people can understand health information and stay safe. They also focus on accessibility, including readable design, clear visuals, video captions, and multiple formats.

The Washington State Health Care Authority has shown that plain language makes information easier to translate, easier to use with screen readers, and easier to understand for people with behavioral health challenges. This is critical for helping people make informed decisions about their care.

Checklist for Sharing Information

Before sharing information, ask:

• Who needs this information?
• What do they need to do with it?
• Is the message clear?
• Is it readable?
• Is it available in the formats people need?
• Have people with IDD or other users given feedback?

Following these steps ensures information is delivered clearly, accessibly, and effectively.

Commitment to Inclusion

Plain language and accessibility are essential tools for getting information to people. Thinking about who needs the information, how they will use it, and the best ways to deliver it ensures that information is received, understood, and acted on.

Sharing information clearly is the first step to helping people understand, make decisions, take action, and participate fully.