How can you test whether a document is in plain language? Writing guidelines proliferate like mayflies. They vary from five dot points to 112 pages or more.
Plain language devotees generally agree on principles and practices that make a document easy for the intended reader to read, understand and use. Guidelines express those principles and practices in different ways, that’s all.
You know there’s a damn good reason for writing business documents that your readers can understand! But how to you show unconvinced clients or colleagues that their beloved document still needs work?
We’ve drawn up a 10-point objective test for plain language based on guidelines that are supported by research. You can share this list freely with anyone, and use it to test compliance. (Just acknowledge that Contented.com created this test.)
Contented Plain Language Objective Test (PLOT)
- The main message and purpose of the document are obvious at the beginning. (Test this with five outsiders.)
- The structure of the document is obvious, for example through an informative title, headlines and table of contents. (Test this with five outsiders.)
- Necessity rules. The document contains no unnecessary words, sentences, paragraphs or facts—and all necessary ones.
- All paragraphs have one topic, which is obvious from the first sentence. Most paragraphs are shorter than 100 words.
- Most sentences are short (21 words maximum) and simple (subjects near verbs). Count a capitalised title as a single word.
- Most words are familiar to the intended reader and most nouns are concrete.
- Most verbs are active, short, and uncomplicated.
- An accessible, easy-to-read template is used correctly. Headings and sub-headings are styled Heading 1 and Heading 2.
- The document follows a style guide and uses correct spelling, punctuation and grammar.
- The Flesch Reading Ease test gives the document a score of at least 60. This score shows that 60% of adults can easily read and understand the document.
Use the Contented PLOT as a quick and easy Yes/No test: is a document in plain language or not? Our more detailed Plain English Quality Assurance tool (now under development) gives exact criteria for scoring any document or web content out of 100, so you can compare documents and track progress.
And when your evangelism succeeds and your colleagues and clients want to improve their own writing, just point them to the Contented courses. Sweet!