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This Clear Language Lab webinar took place on March 8, 2023 as part of the Plain Language Foundations series. Check out the notes below, or access the webinar recording and slides.
Grammar & Plain Language
Using plain language means centering your audience’s needs and goals, and writing so they can find, understand, and use the information you're sharing.
Grammar is a set of rules about how we use words. It’s a tool for communication and it changes over time.
There are many variations of English grammar. What we consider “professional” language is rooted in racism and classism.
Only correct someone’s grammar if you have permission. Focus on how changes will help them be understood by others.
Tips for Using Simpler Grammar
Active voice is generally easier to understand than passive voice
Using the 2nd person “you” can help your writing feel more conversational and personable. But be careful - it can sound patronizing or accusatory when talking about something punitive
Aim for an average sentence length of 15-20 words, with variation. Avoid overly wordy sentences by:
Asking yourself “does this add new & important information?”
Using strong verbs
Avoiding repetition & complicated clauses that don’t add meaning
Breaking up information into lists or separate sentences
Create cohesion by:
Separating ideas that don’t belong together
Using headings & subheadings that guide your reader
Writing about processes or steps in chronological order
Using transition words and phrases
Resources
Books
Oxford Guide to Plain English by Martin Cutts
How English Works: A Linguistic Introduction by Anne Curzan and Michael Adams
The Oxford English Grammar by Sidney Greenbaum
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