Plain Language Guide

What Is Plain Language?

Plain language is clear, direct words.

Your reader understands the first time.

No confusion. No rereading. No guessing.

Why It Matters in Emergencies

During emergencies:

Plain language saves lives.

The Core Principles

1. Use Short Sentences

Maximum: 15 words per sentence

Ideal: 10 words or fewer

Why: Short sentences are easier to process under stress.

❌ Wrong: “If there’s an emergency order to leave, people should get important items like ID, medicine, and emergency supplies before leaving home.”

✅ Right: “Leave now. Bring your ID. Bring your medicine. Bring water.”

2. Use Short Words

Use common words that most people know.

❌ Avoid ✅ Use
Utilize Use
Terminate End
Commence Start
Residence Home
Proceed Go
Assist Help
Purchase Buy
Obtain Get
Sufficient Enough
Approximately About

3. Use Active Voice

Active voice: Subject does the action.

Passive voice: Subject receives the action.

Active is clearer and more direct.

❌ Passive ✅ Active
The shelter will be opened by staff. Staff will open the shelter.
You will be contacted by emergency services. Emergency services will call you.
The area should be evacuated. Leave the area now.
Instructions will be provided. We will give you instructions.

4. Use Specific Words

Vague words confuse people.

❌ Vague: “Evacuate soon.”

✅ Specific: “Leave in 2 hours.”

❌ Vague: “Go to a safe location.”

✅ Specific: “Go to Main Street School at 100 Main Street.”

❌ Vague: “Bring necessary items.”

✅ Specific: “Bring your ID, medicine, and phone charger.”

5. Write to Your Audience

Know who you’re writing for.

Audience What to Do
General public Grade 6 reading level
Elderly Bigger text, fewer steps
Children Simple words, short sentences
Non-native English No idioms, clear layout
People with thinking disabilities One idea per line

6. Put the Most Important Information First

People scan. They don’t read every word.

❌ Wrong Order: “The emergency center watched the weather. Based on current data, officials say people in zones A, B, and C must leave.”

✅ Right Order: “Leave now if you live in zones A, B, or C.”

7. Use Lists and Bullets

Lists are easier to scan than paragraphs.

❌ Paragraph: “Before you leave, turn off the gas. Lock all doors and windows. Take your emergency kit with water, food, medicine, flashlight, and radio. Tell your family you are leaving.”

✅ List: Before you leave:

  1. Turn off the gas
  2. Lock doors and windows
  3. Take your emergency kit
  4. Tell your family you are leaving

8. Define Technical Terms

If you must use a technical term, define it immediately.

❌ Undefined: “Shelter in place.”

✅ Defined: “Shelter in place means stay in your home. Close all doors and windows.”

❌ Undefined: “Boil water advisory in effect.”

✅ Defined: “Boil water advisory: Do not drink tap water. Boil it for 1 minute first. Or use bottled water.”

Plain Language Formulas

Formula 1: Action + Reason

Structure: [Action] because [Reason]

Examples:

Formula 2: Who + What + When + Where

Structure: [Who] must [What] [When] at [Where]

Examples:

Formula 3: Problem + Solution + Action

Structure: [Problem]. [Solution]. [Action].

Examples:

Writing Process

Step 1: Draft Without Constraints

Write everything you need to say.

Don’t worry about length yet.

Step 2: Cut Ruthlessly

Remove:

Step 3: Simplify Vocabulary

Replace complex words with simple ones.

Use a thesaurus in reverse.

Step 4: Shorten Sentences

Break long sentences into multiple short ones.

Aim for 15 words maximum.

Step 5: Make It Active

Change passive voice to active voice.

Add clear subjects (who is doing what).

Step 6: Test

Read it aloud.

Have someone else read it.

Check reading level with a tool.

Revise based on feedback.

Testing Readability

Flesch-Kincaid Grade Level

Target: Grade 6 or lower for emergency content.

How to calculate: Use tools like:

Real-Person Testing

Best method: Have real people read your content.

Ask them:

  1. What is the main action?
  2. Where do you need to go?
  3. When do you need to act?
  4. What questions do you have?

If they hesitate or guess, rewrite.

Common Mistakes

Mistake 1: Big Words

❌ Big words: “Per emergency protocol 2024-15…”

✅ Plain: “Emergency alert:”

Mistake 2: Passive Voice

❌ Passive: “Evacuation orders have been issued.”

✅ Active: “You must evacuate.”

Mistake 3: Hidden Action

❌ Hidden: “An order to leave is in effect for these areas…”

✅ Clear: “Leave now if you live in these areas:”

Mistake 4: Vague Time

❌ Vague: “Leave as soon as you can.”

✅ Specific: “Leave in the next 2 hours.”

Mistake 5: Missing Information

❌ Missing: “Go to the emergency shelter.”

✅ Complete: “Go to Main Street School. Address: 100 Main Street. Open all day. Free food and beds.”

Plain Language Checklist

Examples: Before & After

Example 1: Evacuation

❌ Before: “People living in the area called zone A must leave their homes. Go to approved emergency shelter buildings.”

✅ After: “You must leave now if you live in zone A. Go to Main Street School.”

Example 2: Shelter

❌ Before: “The emergency center made a shelter for people who lost their homes. It has basic supplies.”

✅ After: “The shelter is open. We have food, water, and beds. Address: 100 Main Street.”

Example 3: Water Safety

❌ Before: “The city water is dirty. Don’t drink tap water. Boil it first. We’ll tell you when it’s safe.”

✅ After: “Do not drink tap water. Boil it for 1 minute first. This order stays until we tell you it’s safe.”

Resources

Style Guides

Tools

Training

The Main Point

Plain language is not “dumbing down.”

It’s making things clear.

It respects your reader’s time.

It helps understanding.

In emergencies, plain language saves lives.

Use it always.

**Quick Start:** Take your next alert. Use the checklist. Cut it by half. Test it with someone. Do it again.