Plain Language

By Becca Monteleone, Jerry Smith, and Liz Weintraub

Have you ever signed a consent form without understanding what it said? That is what happens for many people with intellectual and other developmental disabilities (IDD) when we use language that is hard to understand.

Important information gets lost when we use long sentences and hard words. People get left out of decisions about their own lives.

Plain language can help. It is a way of speaking and writing. It is a way of making things fair and equal.

Plain language is a tool and a movement. It is about respect, access, and inclusion. Plain language means more people can take part in decisions about their lives.

This article will explain:

• What plain language is.
• How it gets used in disability and human services.
• What the research about plain language says.
• Why we aren’t using plain language more.

What is Plain Language?

It is not easy to define plain language. People do not agree on how to measure what makes language easy to understand. Some people measure grade level. Others measure syllables per word. There is not one set of rules for plain language.

In general, plain language means speaking or writing so that people understand the first time they read or hear it. That means plain language can change depending on who you want to get your message.

Plain language is not just about using short words or sentences. It is about making information accessible.

Sometimes, instead of plain language, people talk about:

• Clear language
• Easy Read
• Accessible writing

These are all ways of making information more understandable. Each one is a little different. For example, easy-read formats usually have pictures or icons.

We think that what we write about plain language in this article will be useful for thinking about all these ways of writing or speaking.

What Makes Plain Language Plain?

The rules for plain language will change depending on your message and audience. But some of the things that make writing or speaking plain language are:

• Short sentences.
• Active tense with clear actors.
• Words we use every day.
• Definitions of important words.
• Clear timeline.
• Bullet points.
• Bigger text.
• More white space.

Experts in plain language have some advice for writing. Not all long or complicated words are jargon. Don’t replace them if they are important. Explain or define them instead.

Make sure you explain how ideas connect to each other. Too many bullet points or short sentences can make it hard to understand how ideas work together.

Sometimes pictures can help explain ideas. But if the pictures are too abstract or in the wrong place, they can make the message more confusing.

What Do People Get Wrong About Plain Language?

Plain language is not “dumbing down” your message. It is not writing for children. It is not just about writing at a certain grade level.

Plain language is not just for writing. You can use plain language when you speak or make visuals.

Plain language takes experts. We need people who know about the message to write in plain language.

Why Does Plain Language Matter?

Plain language matters. It helps everyone understand. Plain language is not baby talk. It is clear, direct, and respectful. Using big words, acronyms, and jargon leaves people out.

Many of us have been in meetings where we had to raise our hands and ask, “What does that mean?” Sometimes, people thank us later because they were confused too. Some people are embarrassed to say when they don’t understand.

People with disabilities should not feel embarrassed for not understanding. I (Liz) shouldn't be the one who is embarrassed. You should be embarrassed because you're not including me. You're not including me. Think about that.

Plain language is about our rights. We deserve to understand information about our lives, health, money, and futures.

Some people say it takes too much time to explain things in plain language. We need to make the time. If we don’t, millions of people with and without disabilities get left out. It sends the message that our voices and needs do not matter.

Plain language means inclusion. It means going to a doctor, lawyer, or lawmaker and understanding what is happening. It means we can make our own choices and speak for ourselves. People with disabilities belong in the conversation. Plain language opens the door.

Growing Awareness

In the 1980s, the Self-Advocacy Movement helped plain language become more popular. It has been growing for 40 years. Now many groups write more things in clear and simple words. They include:

• Government agencies
• Hospitals
• Universities
• Nonprofits
• Disability groups

Many websites now have easy-read content, summaries, or videos. This helps more people understand their rights, services, and choices.

One example comes from the U.S. Centers for Disease Control and Prevention (CDC). They write about public health in plain language. They test their writing to make sure it is readable. Their COVID-19 information used short sentences, headings, and simple words. This helped more people understand how to stay safe.

Laws and policies help make the change for more plain language. The Americans with Disabilities Act says people with disabilities have the right to information. Section 508 says the government must make websites accessible. The Plain Writing Act of 2010 says the government must write in ways the public understands. Doctors and hospitals have guidelines for making healthcare information clear.

These laws and rules make it clear that plain language is important. It is not something extra. It is access.

Plain Language and People with IDD

Many groups and services for people with IDD use plain language now. They make guides about housing, jobs, voting, and healthcare.

Self-advocates with IDD make many of these resources. Groups that make plain language and easy-read resources include:

• Self-Advocates Becoming Empowered (SABE)
• Green Mountain Self-Advocates
• The Arc
• Association of University Centers on Disabilities (AUCD)
• Autistic Self-Advocacy Network
• National Disability Rights Network

These groups show the leadership people with disabilities have taken in creating plain language. They believe people should not have to depend on other people to explain important information.

One example is easy-read voting guides. Many states and groups now make guides with information and pictures. This helps people with IDD understand how to register and vote.

Other examples of plain-language materials include:

• Informed Consent forms in hospitals and clinics.
• Medicaid waiver guides so people know what services they can get.
• Handbooks and program descriptions that explain participation.
• Research summaries from universities and research centers.
• Public health guidance to explain how to stay safe and healthy.

Why Aren’t We Using Plain Language More?

There are some challenges to making plain language and easy read.

Lack of Training

Many writers, doctors, and researchers don’t know how to write in plain language. They learn how to write for other experts. They do not know how to write for everyday people. They do not have training on how to use plain language.

Mismatch in How to Write

Writing in research, healthcare, and government uses long sentences and big words. Some people think they need to write this way to have their message taken seriously.

Plain language focuses on the person getting the message. It can be hard to balance these two kinds of writing.

Lack of People or Time

Most organizations do not set aside time for their staff to make plain language. That makes it harder to create plain-language versions.

Some people say it takes too long to make plain language. But without plain language, people get confused and make mistakes. Plain language can help save time. It can help people make better decisions.

Plain language is growing. But we have more work to do to make plain language the standard for everyone.

What Does the Research Say?

There is not a lot of research about what makes the best plain language. Most of the research has been done in the United Kingdom or Germany. It mostly focuses on healthcare or laws.

There has been very little research about plain language in the United States. Even less has been done about people with IDD and their experiences with plain language. Without strong research, we cannot make good guidelines for how to make plain language.

We have learned some important things from the research. We know plain language helps people with and without disabilities understand and remember information. It helps people make their own decisions.

We know that plain language works best for people with IDD if they also have human support. That means another person helps them read the plain language or answers their questions.

We know having one set of rules for plain language does not work. We need to change how we write or speak for the people we want to reach. For example, pictures help some people but not others. What picture you choose and where you put them matters.

People with IDD and disability groups say plain language is important. They say people with IDD must be part of making plain language. They trust plain language written by people with IDD more.

There are other good things that come from including people with IDD in making plain language. It creates new roles in the community. It helps people with IDD feel more self-determined.

We also know that we are not using plain language enough. One study showed that the plain language movement and the Plain Writing Act of 2010 did not change how the United States writes its laws and policies.

Some researchers worry that we assume plain language is helpful without enough evidence. One study said that plain language changes the message too much. It said plain language may make people with IDD feel less empowered.

We don’t always know what groups mean when they say they made something plain language. This makes it hard to do research. We cannot compare different groups’ plain language if we don’t know how they made it.

There are things the research does not tell us. Right now, we do not know:

• How many people need plain language.
• How people use plain language in their lives.

We need more research about plain language. It can help us make plain language better for more people.

Needed: Choice, Fairness

Plain language isn’t just a writing style. It is a way to make information fair.

Plain language means people with IDD can make their own choices. They can take part in their communities.

Plain language is not a special extra. It is not optional. Everyone deserves information they can understand.