Using Plain Language to Improve Accessibility

What is plain language?

Using plain language is about making communication easy and accessible to the reader. This helps you to be more inclusive and engage with a diverse range of people.

Whether you are writing a position description or sharing information, considerations include:

• Know your audience: Adjust your language to suit the people you're communicating with. Consider a range of backgrounds, education, and familiarity with the topic. The current average reading level in Australia is around school years 7-8 (or 12-14 years of age).
• Avoid jargon: Use everyday language and expand abbreviations the first time you use them. For example, Inclusive Volunteering Program (IVP).
• Use short sentences: Keep sentences short and to the point. Avoid using unnecessary information or words.
• Use an active voice: Use an ‘active’ voice to make sentences direct, with a focus on the person and actions. For example, "The volunteer cleans up the venue after the event" instead of "The venue is cleaned up by the volunteer after the event”.
• Be clear: Write a clear title. Be specific in your writing and use examples where possible.
• Use headings and bullet-points: Break up information with headings and bullet points. This format is easier on the eyes and helps to organize thoughts.
• Define terms: If you use technical terms, provide simple definitions.
• Seek feedback: Ask someone else to read what you’ve written and provide you with feedback. There is also an Accessibility Checker in the Microsoft Word toolbar for documents, that may identify any potential accessibility issues.

For more detailed information on creating clear content see:

• Australian Government Style Manual https://www.stylemanual.gov.au/. This has detailed guides including using plain language and easy read formats.
• Best practice standards for written and web-based content. ISO 24495-1:2023 - Plain language — Part 1; and Web Content Accessibility Guidelines (WCAG). https://www.w3.org/WAI/standards-guidelines/wcag/
• Centre for accessibility Australia https://www.accessibility.org.au/