How to Write in Plain English: Mastering Clear and Simple Communication

That’s where plain English comes in. It’s the skill of communicating with clarity, purpose and plain language – making your message clear, accessible, and relatable.

Most importantly, writing plainly helps everyone, including people with different abilities, by making sure your writing works well for all readers. Everyday English improves the functionality of your communication, so no one misses out because of hard words or complicated sentences.

In this article, we’ll walk you through how to write in everyday English. We will offer practical strategies to simplify language, sharpen your message, and avoid confusion. Whether you’re drafting emails, reports, or creative content, this guide will help you communicate clearly and confidently. Read on for more.

What is Plain English?

There’s a common misconception that plain writing means dry writing. The truth is, simple English helps your ideas come across clearly and in a way that’s easy to follow – without unnecessary words or technical terms.

At its core, plain English is about using simple, direct language. This means choosing familiar words, keeping sentences short, and organising your thoughts logically. The aim is to make sure anyone reading your work can understand your message quickly the first time they read it, regardless of their background or expertise.

Why Use Plain English?

The real question is why wouldn’t you?

Clear, simple language makes a big difference in how well people understand your message – whether you’re writing an email, a report, an advert, or a story. Here’s why plain English matters:

It works in every context

Plain language improves communication in all kinds of writing:

• Business writing: Makes reports, emails, and customer information quicker to read and easier to act on.
• Academic writing: Helps explain complex ideas in a way more people can follow, without losing depth or meaning.
• Creative writing: Keeps your message natural, relatable, and emotionally engaging.
• Government and healthcare writing: Ensures vital information – like public guidelines, legal documents, health advice, and official forms – is clear, easy to follow, and accessible to everyone. Organisations like the NHS and government departments rely on plain English to share important updates quickly and clearly, especially when decisions affect people’s health, rights, or finances.

People prefer it

Clear writing isn’t just helpful – it’s what people want. Research shows that 80% of people preferred sentences written in layman’s terms. And the more complicated the subject, the more readers favoured simpler, clearer wording.

It builds trust

Plain language feels honest, open, and direct. When people don’t have to work hard to understand what you mean, they’re more likely to trust you and stay engaged. Complicated language can sometimes come across as evasive or intimidating. The more accessible your writing, the less you alienate your reader.

It improves accessibility

Writing clearly ensures more people can understand your message – including those with different reading abilities, cognitive differences, or people who speak English as a second language. It makes your content fairer, more inclusive, and easier for everyone to use.

It makes communication more effective

Plain English cuts out confusion. It allows readers to grasp information quickly, reducing misunderstandings and saving time. For businesses and organisations, this often leads to better engagement, clearer feedback, and smoother decision-making.

10 Tips to Improve Your Writing with Plain English

Want to make your writing clearer and easier to read? Start with these simple, practical tips:

Always consider your audience

Good writing isn’t one-size-fits-all. Think about who will be reading your work and shape your content to suit them. What do they already know? What do they need to understand? Adapt your tone, language, and the amount of detail you include to match their needs and expectations.

Before you begin, take a few minutes to ask yourself:

• Who is my main audience?
• What’s the key thing I want them to know or do?
• Why is this relevant to them? What need will it meet, or what problem will it solve?

Avoid jargon and long words

Use everyday, familiar words whenever possible. Swap technical or complex terms for short words your reader will recognise. For example:

• Buy, not purchase
• Start, not commence
• End, not terminate
• Fix, not rectify
• Leave, not depart
• Find out, not ascertain
• Ask, not enquire
• Get, not obtain
• About, not regarding

Tip: If you wouldn’t naturally say it out loud, don’t write it. Ask yourself: am I using the simplest words I can?

If you need to use a special term, explain it clearly. Imagine you’re talking to someone face-to-face or writing for everyone to understand. Don’t use words that most people won’t get.

Also, think about what common words really mean. For example, the word ‘carry out’ is often used to mean ‘do’ something. But ‘carry out’ can sound like you’re completing a formal order or mission, which might confuse some readers. It’s better to say ‘do’ to keep it simple.

Use active voice

Active voice makes your writing clearer, more direct, and easier to follow. In an active sentence, the subject performs the action expressed by the verb on the object. For example:

Active: The chef cooked the meal.
Here, the chef is the subject doing the action, cooked is the verb, and the meal is the object receiving the action.

In contrast, a passive voice flips this order, making the object the focus and the subject secondary:

Passive: The meal was cooked by the chef.

Passive sentences tend to be longer and less sharp because they often require extra words like ‘was’ and ‘by.’ Active voice is shorter, sharper, and more engaging. For instance:

Passive: The report was written by the team.

Active: The team wrote the report.

Using active voice keeps your writing clear and easy to read.

Shorten long sentences

Long, complicated sentences can confuse readers. Break them up or cut extra words to keep your writing clear and easy to follow.

Example:
Instead of: Due to the fact that sales have decreased significantly, it is necessary for the team to review the marketing strategy.

Write: Sales are down, so the team needs to review the marketing strategy.

Tips:

• Aim for an average sentence length of 15–20 words.
• Use short, punchy sentences for emphasis.
• Remove unnecessary words. For example, say ‘Please’ instead of ‘I should be grateful if you would’.

Writing for the web:Online readers have less time and want information quickly. When writing for digital platforms, you should aim to cut word counts by about half compared to print.

Use clear and simple punctuation

Punctuation shapes how your writing reads. Use full stops to separate ideas and avoid overusing commas, dashes, and semicolons. The simpler the structure, the easier it is to understand.

For example:

Clear: She finished the report. Then, she sent it to the manager.

Less clear: She finished the report, and then she sent it to the manager; however, it was late.

Use commas for simple lists or short clauses: The meeting started late, but everyone stayed until the end.

Avoid complex punctuation when a full stop works better:

Instead of: The client – who was unhappy – requested a refund.
Use: The client was unhappy. They requested a refund.

Clear punctuation helps readers pause naturally and follow your message without confusion.

Trim the excess

Repetitive words and phrases can make your writing weaker and harder to read. When you say the same thing twice or use extra words that don’t add new information, it slows down your reader and dilutes your message.

For example, phrases like ‘advance planning,’ ‘true fact,’ or ‘end result’ include words that mean the same thing twice. Instead of saying ‘advance planning,’ just say ‘planning.’ This keeps your writing concise and sharp.

Editing to remove redundancy helps your message stand out. It also shows respect for your reader’s time by making your writing easier to scan and understand.

Focus on one idea at a time

Cramming multiple ideas into one sentence makes writing harder to follow. Keep sentences clear and focused by sticking to one thought at a time. If you have another point to make, start a new sentence. This helps readers absorb information easily without having to untangle long, complicated lines. If a sentence covers multiple ideas, split it into two or three shorter ones.

Example:
Long: Maria finished the project ahead of schedule, presented it to the client, and updated the team on the next steps during the meeting.

Better: Maria finished the project ahead of schedule. She presented it to the client. Then, she updated the team on the next steps during the meeting.

The same principle applies to paragraphs. Aim to cover a single topic or closely related point in each paragraph.

It’s much easier for people to find and digest information when it’s organised in small, clearly defined chunks. Well-structured sentences and paragraphs guide readers smoothly through your message, reducing confusion and making your writing easier to grasp.

Use headings, bullet points, and lists

Help readers scan and navigate your writing quickly by using clear headings, subheadings and lists to break your content into logical, easy-to-follow sections. This helps readers find the information they need without getting lost in long blocks of text.

Headings give structure to your writing:

• Use main headings to introduce big topics.
• Use subheadings to organise supporting details or steps within those topics.

Also use bullet points and lists:

• For grouped ideas or highlights
• When the order doesn’t matter

Use numbered lists:

• For steps or instructions
• When sequence is important

Why it matters: Most people skim-read, especially online. Headings, lists, and bullet points make key details easier to pick out at a glance and improve the readability of your work.

Edit ruthlessly

Good writing is often good editing. Review your work with a sharp, honest eye. Cut jargon for simple words, use short sentences, check your heading structure, and simplify ideas wherever possible. Always aim for clarity and precision.

As you edit, remind yourself of your user needs. Is every word helping them understand your message? If not, cut it. Look for padding, repeated ideas, or anything you wouldn’t naturally say out loud – and remove it.

Practice, practice, practice

Like any skill, clear writing improves with practice. The more you write in plain language, the more natural it becomes. Try rewriting old pieces, experiment with different sentence structures, and challenge yourself to explain ideas in simpler, sharper ways.

Regular practice helps you spot clutter, simplify ideas, and build habits that make your writing clearer, faster, and more effective over time.

Tools to Help You Write in Plain English

Writing clearly can be easier with the right tools. Several online platforms help simplify language and improve readability, guiding you to write in clear language.

• Hemingway Editor highlights long, complex sentences and suggests simpler alternatives. It also points out passive voice and hard-to-read phrases, helping you tighten your writing.
• Grammarly goes beyond grammar checks – it offers tone suggestions, clarity improvements, and vocabulary advice to make your writing more engaging and easier to understand.
• Readable scores your text for readability, showing how it ranks on popular scales and where you can make improvements.
• The Plain English Campaign is another great resource dedicated to promoting clear communication. They offer guides, awards, and training to help writers simplify their language and reach wider audiences.

For official guidance, check websites like gov.uk, which provides clear rules, tips, and examples for writing simply and effectively, especially in professional and public-sector contexts.

Finally, consider creating your own style guide tailored to your organisation or personal writing style. It can include preferred words, tone, and formatting rules – helping everyone keep writing consistent and plain.

Case Study: Making Government Websites More Accessible

The UK Government Digital Service (GDS) set out to improve accessibility and readability across government websites, making sure everyone could use public services online. They redesigned digital services to meet Web Content Accessibility Guidelines (WCAG), focusing on clear, simple content, alt text for images, keyboard navigation, video captions, and easy-to-read fonts.

Crucially, GDS involved disabled users in testing and offered regular training for developers and content teams. This hands-on approach helped identify real barriers and practical solutions.

The result? Government websites became easier to use, more inclusive, and legally compliant with the Equality Act 2010. User satisfaction rose, and more people could confidently access online services. This case shows how prioritising accessibility benefits everyone – improving both user experience and service delivery.

Make Every Word Count

Clear, simple writing isn’t about dumbing things down – it’s about making sure your message lands first time with every reader.

By avoiding jargon, using active verbs, shortening long sentences, and focusing on one idea at a time, you can make your content more accessible, engaging, and effective. Plain English helps build trust, improves understanding, and makes information fairer for all.

If you’re ready to sharpen your communication and connect with your audience more clearly, get in touch with Studio Noel. We’d love to help simplify your message and make your words work harder.