How to review materials for plain language

Checklist + guiding questions

Reviewing materials for plain language is about more than just running it through a readability checker or removing jargon. We want to think about the entire reader experience, from making sure they can find what they need to having clear action steps. 

The first part of this document will help you review materials, whether it was created by you or someone else. Following the 5 steps below will help you:

• Focus on areas that will help the audience understand and use the text 

• Identify specific, actionable changes

If you’re reviewing materials created by someone else, the second part focuses on how to give feedback in a productive way. 

Reviewing Materials

Step 1: Look without reading 

Look at the materials without reading closely and notice how it makes you feel. 

• What is your initial reaction? Happy? Excited? Confused? Overwhelmed? 

• What’s bringing up those feelings? The colors? The images? The amount of text? 

Step 2: Check for basic elements 

Skim the materials for these basic elements that impact clarity and usability. 

This is a general checklist. Depending on the medium, there may be additional elements you want to look for. For example, an email doesn’t have a title but it does need a descriptive subject. In a slide deck, each individual slide needs its own title. 

Do these materials have…	Yes	No
A clear title
Clear sections with headings
Easy to read font styles, sizes, and colors
A strong visual hierarchy, or easy path for the reader to follow
Design features and images that help the reader navigate and understand the text
A way to learn more or get help as needed
Accurate links that are either: Embedded in the text (digital resources)  Shortened links with QR codes (print resources)
A purpose that can be summarized in one sentence  For example: This guide is for workshop participants, so they can review their work for elements of plain language.
A main idea that can be summarized in a few bullet points.  For example:  This guide has 5 steps for reviewing materials Each step helps workshop participants identify opportunities to improve their content The last step focuses on deciding which changes to prioritize

Step 3: Review the content 

Read the text carefully and take notes on: 

• Any sections that were particularly easy or difficult to understand

• Any questions you have about the content (words and ideas)

• Any sections that were particularly easy or difficult to navigate

• Any questions you have about next steps or processes 

ProTip: Read your materials out loud. When we read in our heads, our brain can “autocorrect” mistakes. When we read out loud, we’re more likely to notice mistakes or parts that are confusing. 

Step 4: Assess audience appropriateness 

Before reading the materials again, identify your audience. The more specific you are, the easier it will be to judge if your materials will meet their needs. 

“The primary audience for my content is ________________________________”

Then answer these questions:

• What questions might your audience have about the information you’re sharing? What can you add or change to proactively address their questions?

• Does your audience have the background knowledge to apply the information you’re sharing? If not, what can you add or change to help them? 

• What words or phrases might be new to your audience? Do you have to use these words and phrases? 

  • If yes, do you provide simple definitions? 

  • If not, what alternatives could you use?

Step 5: Name what’s challenging

For any parts that felt confusing or unclear in previous steps, try to name what made it that way. 

Examples could be:

• Unfamiliar jargon or technical terms

• Long or confusing sentences 

• Dense paragraphs 

• Missing transitional words between ideas

• Unexpected groupings of information 

Giving Feedback

Organize your feedback 

Feedback can feel overwhelming when we jump in with a list of changes. You could use a chart like this to organize and prioritize your thoughts from steps 1-5.

I noticed…	This could be challenging for the reader because…	What about trying…

Tips for a successful conversation

Use “I statements” and questions to frame your ideas. For example:

• I was confused by this part. Did you mean…? 

• I’m not sure what I’m supposed to do next. What are you hoping your audience will do with this information? 

• This phrase was new to me. Can you explain what it means? What if we used that language instead? 

Introduce one point at a time. Share one idea or piece of feedback at a time. You might start with the easiest fix. Or maybe what’s going to have the biggest impact on the reader. Think about your relationship with the writer and what’s going to build trust in this process. 

Bring it back to the audience. If it feels like the conversation is getting off-track, try to refocus on the audience, their needs, and what’s going to work best for them. 

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