Plain Language: A Brief 
Introduction 
Accessibility Video Tutorials 

Katie Allen 
Center on Victimization and Safety 
Vera Institute of Justice 

December 19, 2019 

This project was supported by Grant No. 2016-TA-AX-K068 awarded by the Office on Violence Against 
Women, U.S. Department of Justice. The opinions, findings, conclusions, and recommendations 
expressed in this program are those of the authors and do not necessarily reflect the views of the 
Department of Justice, Office on Violence Against Women. 


What we will cover in this video 

In this video, we will discuss & demonstrate: 

What is plain language and why does plain 
language matter for survivors with disabilities? 
How can we communicate using plain language? 
What are some examples of plain language? 
How can we use built-in Microsoft Office tools to check 
for plain language? 


Vera Institute of Justice Center on Victimization and Safety logo

What is Plain Language? 

Writing that readers can understand 
quickly, easily, and completely. 

• Plain Language is for Everyone 
• We want all survivors to understand 
our written materials. Ideally, 
survivors will not have to read critical 
information more than once to 
understand what it means. 



Plain Language is not: 

• Condescending. Sometimes we replace simple 
words with complex words to try to impress 
people. This helps no one. 
• Boring. In fact, plain language can be more 
engaging and memorable for the reader. 
• Just for some people. Plain language helps 
everyone. Expect that survivors will scan and 
skim your materials rather than read them word 
for word. Your information is crucial for 
survivors to understand. 



Elements of Plain Language 

What does plain language look like in practice? 


Features of Plain Language 

 
sentence 
• No jargon or figures of speech 
• No unnecessary words or phrases 
• Explain acronyms 
• Conversational; informal, friendly 
tones 
• Engage the audience by t alking to 
them (using “You”, “We”, and “I”) 
• Contractions (“isn’t” instead of “is 
not”) 

Use tables when sharing 
“If, Then” statements. 

After sexual assault: 

If: Then: 
you want to talk you can call our 
to an advocate, 24-hour hotline 
anonymously to speak to a 
counselor. 
you go to the we can send a 
hospital to get medical 
evidence advocate to 
collected support you. 


Jargon 

Jargon is like code 
language that we use to 
communicate with other 
people who work in our 
professions. Generally, 
people who don’t work 
in our profession don’t 
understand the 
language. For 
example… 

Non-Profit Jargon: 

• “We work in silos here.” 
• “Let’s take this 
conversation off-line.” 
• “I want to piggyback off 
of what Jessica was 
saying…” 
• “Let’s circle-back about 
that later.” 



How can we use plain language? 
Examples of how to use plain language 


Who is your audience? 

• Survivors are a broad, diverse group. 
• Survivors can be part of any audience. 
• What do survivors already know? What is 
familiar to my audience? 
• What do survivors need to know? 
• What questions would you anticipate from 
survivors who read your information? 



Sharing the important stuff first 

It is more accessible for all survivors when you organize 
information logically. 

• “Call [hotline] to speak with a counselor now” 
• “We are located at [address] in [city/neighborhood]” 
• “Do you need help?” 
• “You are not alone” 
• “All of our services are free and confidential” 
• “We are here for you. Let’s talk” 
• “Looking for support? We can help” 
• “You can call our hotline anytime, 24 hours a day” 



Plain Language is not just for 
emergencies 

Consider how to share information in your factsheets and 

other resources: 

Not Plain: Plain: 

“People with an intellectual People with intellectual 
disability of any kind have disabilities are 7 times 
an age-adjusted rate of more likely to experience 
rape or sexual assault that sexual assault than people 
is more than seven times without disabilities. 
the rate for people without 
disabilities.” 


Plain Language Example: 
Brochure 

Not Plain 

“Emotional effects of an 
assault may impair 
functioning at work and 
attendance resulting in 
loss of income. A survivor 
may struggle to pay bills. 
Social benefits, unpaid 
leave, or other relief may 
be available” 

Plain 

It can be overwhelming 
to go back to work after 
an assault. You might 
feel distracted and 
emotionally worn-out. We 
can help you figure out 
how to pay your bills. 


Plain Language Example: Intake 

Materials 

Not plain 

“Please provide the 
following information for our 
records. Leave blank any 
question you would rather 
not answer, or would prefer 
to discuss with your 
therapist. Information you 
provide here is held to the 
same standards of 
confidentiality as our 
counseling practices.” 

Plain 

Please fill out this form. Let 
us know if you need help 
answering any questions. 
You don’t have to answer 
any questions unless you 
want to. We will not share 
this information with 
anyone unless you say that 
you plan to hurt yourself or 
someone else. 


Microsoft Word Readability Tool 
Checking for Plain Language in Microsoft Word 


Using the Readability Tool 

• The readability tool is not comprehensive, but can help 
let you know if your document is too complex. 
• Readability statistics will give you information about 
the reading ease, grade level, average number of 
letters in your words, and percentage of passive 
sentences. 


To use the tool: 

• Go the menu, Preferences 
• Under Preferences, go to Spelling and Grammar 



Get Readability Statistics 

Check the 
box under 
Grammar 
that says, 
“Show 
Readability 
Statistics” 

Screen shot of microsoft office Word for Mac Spelling and Grammar box, with the check box "show readability statistics" checked. 

Do a Spelling and Grammar check 

• Go to the Tools menu, and select Spelling and 
Grammar from the list. 
• Select “Spelling and Grammar” again, from the 
drop-down menu. 


Screen Shot of microsoft office Word for mac Tools menu option with the dropdown "spelling and grammar" selected
17 

Spelling and Grammar Check (2) 

• A Spelling and 
Grammar box will 
pop up. 
• Go all the way 
through the Spelling 
and Grammar check. 
• After the Spelling 
and Grammar check, 
the readability 
statistics will pop up. 


Screen shot of the microsoft office Word for Mac Spelling and Grammar box 

Readability Results 

Reading Ease: 

Aim for above 70 

Grade Level: Aim 
for below 6 

Passive 
Sentences: Aim 
for 0% 

Screen shot of the microsoft office Word for Mac Spelling and Grammar box 

Plain Writing Act of 2010 

• The Plain Writing Act of 2010 requires U.S. 
federal agencies use “clear government 
communication that the public can 
understand and use.” 
• The Plain Language Action and 
Information Network (PLAIN) hosts the 
plain language guidelines online. 
• They also offer resources and examples of 
using plain language. 



To Recap: Plain Language 

Plain language is for everyone! 

Write for your average audience of survivors. Don’t write to 
impress your imaginary English teacher. 
Keep it conversational. Use active voice; short sentences with 
one idea per sentence; and common words and phrases. 
Avoid jargon and figures of speech. 
You can check for readability in your Word documents 
The Plain Language Action and Information Network offer 
more guidance on plain language. 



Thank you! 

For more information and videos about accessible 
content, visit: www.endabusepwd.org 

Ending abuse of people with disabilities is a team effort. 
Contact us for support: 

End Abuse Email Address: cvs@vera.org 
End Abuse Phone Number: (212) 376-3096 
End Abuse Toll Free Phone Number: (855) 274-8222