Reaching all Minnesotans: Plain language benefits everyone
Most times when I get something through the U.S. mail, it’s a bill. Therefore, when I open mail from my insurance provider, it’s good to see the simple, straightforward words “This is not a bill.” Right away, I know I do not owe them money. I’ve gotten the most important information already, and now I can focus on the rest of the letter.
This is just one example of how I’ve benefited from plain language. Plain language is a way to communicate a message as simply and quickly as possible. It uses common words and simple sentences, and it breaks up text with short paragraphs, bullet points and headings.
“Plain language ensures content is understandable,” said Scott Theisen, the Department of Public Safety’s digital accessibility coordinator. “A document or webpage filled with jargon is inaccessible to the person trying to read it.”
No one should have to call in an expert to help them understand a government letter, handout or website. Busy readers want to find the information that applies to them. When communication is well organized with labeled sections, readers are able to scan it for the information they’re looking for.
How plain language helps
“Dealing with government can be tricky and sometimes even scary,” said Anbar Ahmed, a communications supervisor in DPS’ Office of Communications. “The best thing we can do as government officials and public safety professionals is to be clear, and plain language is a tool to help us do just that.”
DPS strives to serve all Minnesotans by using plain language in their communications. For example, the State Fire Marshal division does not use the words flammable or inflammable on their cooking fire tips webpage. (Fun fact: Did you know both words mean the same thing?) The phrase “that can burn” is used instead to avoid confusion and make sure everyone understands the message.
Keep things that can burn — oven mitts, towels, and wooden spoons — three feet from the stove.
When it comes to keeping people safe, the message has to be right the first time.
Why plain language is important
Every Oct. 13 is International Plain Language Day. It’s a reminder that plain language is also the law. It’s important for the public to understand what government is saying, especially if next steps need to be taken. All government employees have a duty to communicate clearly.
“Plain language in government communications is required by a governor executive order and by law for specific subject areas such as the driver’s manual, pensions and social service benefits,” said Ian Lewenstein, administrative and legislative drafting program manager at DPS.
To use plain language, start with the basics:
- Lead with what the reader needs to know.
- Use short sentences and simple words.
- Break up text with descriptive headings and bullet points.
- Write directly to your reader.
“Our messages keep people safe,” Ahmed said. “We need people to understand them. Plain language makes what you need to do easy to find, easy to understand and easy to act upon.”
Next time you open a piece of mail, pay attention to how it’s written. Is it full of business jargon — words that probably mean something to someone but nothing to you — or do you know exactly why you received it and what to do next?
If you can understand it, you can thank plain language.
Learn more about what plain language is and how it benefits everyone.
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