Use plain language

Plain language helps all users. It’s better for international audiences and it makes your content more accessible.

What plain language is

We follow the definition of plain language that is used by the International Plain Language Federation.

A communication is in plain language if its wording, structure, and design are so clear that the intended readers can easily find what they need, understand what they find, and use that information.

The International Plain Language Federation

How to write in plain language 

Writing in plain language involves considering your audience and the language they are familiar with.  

This section includes some ways to make your content easier to follow.

Talk directly to your audience 

Address users with ‘you’ and ‘your’ and write as the University using ‘we’ and ‘our’. 

Write:

We can help you to apply for funding.

Do not write:

The University can help students to apply for funding.

Use short sentences and paragraphs 

Short sentences and paragraphs can help to make your content more readable and easier to scan. Aim for one idea per sentence.

Make simpler word choices 

When you have a choice between two words, choose the simpler one.

For example:

  • write ‘need’ instead of ‘require’
  • write ‘use’ instead of ‘utilise’ 

Consider how you use technical language (jargon) 

When writing for a general audience, consider explaining technical terms or avoiding them. However, technical terms may be appropriate when writing for specialised audiences.  

Technical language can include:

  • specialised vocabulary
  • terminology that is specific to higher education, such as ‘matriculation’
  • products with a specific name, such as ‘Ridacard’ (a season ticket for buses in Edinburgh)
  • abbreviations and acronyms 

When you use technical language, help users to understand it 

To help users who might not understand technical language, you can:

  • provide definitions in the text
  • explain abbreviations and acronyms
  • link to additional sources 

Favour the active voice

Example of the active voice

The lecturer collected the exam papers.

Example of the passive voice

The exam papers were collected by the lecturer.

In the active voice, the subject (in this example, the lecturer) performs an action (collected) upon an object (the exam papers).

In the passive voice, the object (the exam papers) has the action done to it (they are collected).

The active voice adds clarity to who or what is doing an action because the subject appears at the start of the sentence. This is especially useful when giving instructions or explaining a process.

The passive voice is appropriate when the subject is unknown or irrelevant. For example: ‘Exam results are released on 22 June.’

Passive voice: When to use it and when to avoid it (University of Toronto)

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