Plain language means your reader can find what they need, understand it the first time, and act on it. It's not "dumbing down" — it's removing effort.
Six rules that do most of the work
| Rule | Instead of | Write |
|---|---|---|
| Use active voice | The file is uploaded by the system. | The system uploads the file. |
| Address the reader as "you" | Users should verify the settings. | Verify your settings. |
| Prefer short, common words | Utilize, facilitate, in order to | Use, help, to |
| One idea per sentence | A 40-word sentence with three clauses | Two or three short sentences |
| Put the key point first | After you have reviewed…, you can delete. | To delete…, first review… |
| Cut filler | Please note that it is important to… | Important: … |
Before and after
❌ Before
In order to facilitate the successful completion of the export process, it is recommended that the user ensures that all topics have been saved prior to initiating the operation.
In order to facilitate the successful completion of the export process, it is recommended that the user ensures that all topics have been saved prior to initiating the operation.
✅ After
Save all topics before you start the export.
Save all topics before you start the export.
36 words → 8 words, same meaning.
Try it: rewrite these sentences
Rewrite each sentence in your head, then open it to compare with a suggested version.
"The configuration of notification settings can be performed by administrators."
✅ Administrators can configure notification settings. — active voice, the actor comes first.
"It should be noted that the report may take some time to be generated."
✅ The report can take a few minutes to generate. — filler removed, vague "some time" made concrete.
"Utilize the dropdown menu in order to make a selection of the desired language."
✅ Select a language from the list. — short common words; describe the goal, not the widget.
Quick self-test: what's a good sentence length?
Aim for an average of 15–20 words. Longer is fine occasionally, but if most sentences exceed 25 words, split them.
➡ Next: Structure content for scanning