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Clarity

Plain Language Checklist: 12 Ways to Make Writing Clearer

A practical, evidence-based checklist for clear writing (audience, structure, sentence length, active voice, everyday words) with tools to check each point.

Updated 2026-11-01

Plain language means readers can find what they need, understand it the first time, and use it. It isn’t dumbing down: specialists read plain text faster too. Governments in the US, UK, Canada, Australia and the EU publish plain-language guidance, and the ISO 24495-1 standard (2023) sets out its principles.

Before you write

  1. Know your reader. Who are they, what do they already know, and what do they need to do after reading?
  2. Lead with the point. Put the conclusion, answer or action first; background follows.

Structure

  1. Use headings that say something. “How to apply” beats “Process”.
  2. Keep paragraphs short: one idea each. Online readers skim the first lines.
  3. Use lists for steps and options, and tables for comparisons.

Sentences

  1. Average 15–20 words per sentence, and split any over about 25. The UK Government Digital Service recommends no more than 25 words. → Sentence Length Checker
  2. Prefer the active voice: say who does what. → Passive Voice Checker
  3. Use verbs, not nouns: decide rather than make a decision, review rather than conduct a review.

Words

  1. Choose everyday words: use not utilise, help not facilitate, about not with regard to. → Wordy Phrase Checker
  2. Define technical terms and acronyms the first time. → Acronym Checker
  3. Be consistent: call one thing by one name throughout. → Consistency Checker

Check

  1. Measure, then test with real readers. Readability formulas give a quick signal (aim for around grade 8 for the general public) but watching a few people use your text tells you more. → Readability Checker

A before-and-after

Before: In the event that it is determined that the application is incomplete, the applicant will be notified by the department and given the opportunity to provide additional documentation prior to a final decision being made.

After: If your application is incomplete, we will tell you and give you a chance to send more documents before we decide.

The rewrite is 22 words instead of 37, uses “you” and “we”, active verbs and everyday words. The Clarity Checker highlights the hard sentences, passive voice and wordy phrases that this kind of rewrite fixes.

Sources

  • ISO 24495-1:2023, Plain language, Part 1: Governing principles and guidelines.
  • US Federal Plain Language Guidelines (plainlanguage.gov).
  • GOV.UK, “Writing for GOV.UK” (Government Digital Service).