Accessibility: Plain Language and Clear Communication

Why Is This Important?

Plain language ensures that content is understandable, usable and accessible 鈥 especially for individuals with cognitive disabilities, English language learners and anyone unfamiliar with academic or technical jargon.

When To Use It

Anytime you are creating written or spoken content for public or internal audiences, including emails, websites, instructions, policies, presentations and help materials.

How To Use It
  • Use simple, everyday words your audience should be familiar with.
  • Write short and clear sentences.
  • Organize information so the most important points come first.
  • Use headings, lists and white space to break up text and make it easier to scan.
  • Explain any necessary technical terms or acronyms the first time you use them.

Best Practices for Plain Language

  • Use everyday words. Choose familiar terms over complex or specialized vocabulary.
  • Be concise. Short sentences and paragraphs improve comprehension and reduce cognitive load.
  • Use active voice. Active instructions are clearer and more direct (e.g., 鈥淪ubmit the form.鈥 vs. 鈥淭he form should be submitted.鈥).
  • Organize content logically. Group related ideas together, and use headings to guide readers.
  • Define acronyms and abbreviations. Spell out terms on first use and provide context.
  • Avoid jargon. If technical terms are necessary, explain them in plain language.
  • Use lists and formatting. Bulleted or numbered lists help break up information and make scanning easier.

Readability and legibility are essential for a successful user experience, and proper reading order is critical for users relying on assistive technologies like screen readers.

Best Practices for Readability

  • Use visual and semantic spacing. Space helps users visually group related content and separate unrelated elements. For nonvisual users, semantic HTML (like headings, paragraphs and lists) provides structure and clarity.
  • Maintain appropriate line spacing.
  • Stick to clean, consistent typography.
  • Avoid all caps. All-uppercase text reduces readability because it removes the unique shapes of words, making scanning and recognition harder.
  • Reserve underlining for links. Underlined nonlink text can confuse users, especially those with cognitive disabilities or screen reader users.
  • Use left-aligned text. A consistent left margin supports easier reading and better flow.
  • Ensure logical reading order. Use proper heading structure (e.g., H1, H2, H3) to guide screen readers through content in a meaningful sequence.
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