When users visit your website, read your documentation, or follow your instructions, they want clarity, not confusion. If your content makes them pause and reread sentences, you've lost part of their attention (and possibly their trust).
That's why plain language writing is one of the most powerful tools for improving user experience (UX). It helps readers find what they need, understand it the first time, and use it successfully, all without unnecessary friction.
In this post, we'll explore what plain language really means, why it's essential for user experience, and how to apply it in your content.
What Is Plain Language?
Plain language means writing so your audience can easily:
- Find what they need
- Understand what they read
- Use that information correctly
It's not about dumbing content down — it's about making it clear. Plain language aims to communicate ideas as directly as possible, regardless of the reader's background or expertise.
Here's a quick example:
❌ Before (complex) :
"Prior to the initiation of the onboarding process, users are required to complete a preliminary verification form."
✅ After (plain) :
"Before starting onboarding, fill out the verification form."
The meaning is identical, but the plain version is faster, friendlier, and easier to act on.
Why Plain Language Improves User Experience
Plain language and UX design share the same goal: helping users succeed. When content is clear, users spend less time decoding and more time doing.
Here's how it strengthens UX:
1. Reduces Cognitive Load
Users shouldn't have to work hard to understand instructions or concepts. Simple sentences and familiar words make information easier to process — reducing frustration and mental effort.
2. Builds Trust
Clarity builds confidence. When users understand your product or service immediately, they perceive your brand as transparent and reliable.
3. Increases Accessibility
Plain language benefits everyone, especially non-native speakers, people with cognitive disabilities, or readers scanning on mobile devices.
4. Improves Task Completion
Whether it's following an installation guide or filling out a form, plain writing helps users complete tasks faster and with fewer errors.
5. Boosts SEO and Readability
Search engines favor content that's easy to read. Using plain language improves your Flesch-Kincaid readability score — making your content more discoverable and user-friendly.
Key Principles of Plain Language Writing
If you want to make your writing more user-centered, start with these principles:
1. Use Common, Everyday Words
Prefer familiar terms over complex ones.
- Use "start" instead of "commence."
- Use "use" instead of "utilize."
- Use "help" instead of "assist."
2. Write Short Sentences and Paragraphs
Aim for sentences under 20 words. Keep paragraphs focused on one idea to make scanning easier.
3. Use the Active Voice
Active voice clarifies who's doing what.
- Active: "The system sends an email."
- Passive: "An email is sent by the system."
Active voice is clearer, faster, and more natural.
4. Organize Information Logically
Put the most important information first, users often scan for key details before deciding whether to keep reading.
5. Use Lists and Headings
Break up text with:
- Bullet points
- Numbered steps
- Descriptive subheadings
These make content easier to skim and retain.
6. Be Direct and Specific
Avoid vague language. Instead of "make sure everything works," say "test the connection by opening the app and logging in."
Applying Plain Language to Different Content Types
Plain writing looks different depending on what you're creating. Here's how to adapt it:
1. Technical Documentation
- Replace jargon with simple terms (unless it's necessary).
- Explain new terms once before using them.
- Focus on actions — what the user needs to do next.
Example:
"Click Save Settings to apply your changes."
2. UX Microcopy
Short UI texts, like buttons, tooltips, and error messages, need to be ultra clear.
- Use verbs for actions: "Send," "Try again," "Add item."
- Avoid technical language: use "password" instead of "credential."
- Keep tone friendly but concise.
Example:
❌ "Authentication credentials invalid."
✅ "Your password is incorrect. Try again."
3. Help and Support Articles
Users come to support pages in moments of frustration. Make instructions clear, empathetic, and scannable.
- Use headings for each task.
- Provide short, numbered steps.
- Include examples and visuals when possible.
Example:
To reset your password:
1. Click Forgot Password.
2. Enter your email address.
3. Check your inbox for a reset link.
Tools for Writing in Plain Language
Several tools can help you check readability and clarity:
- Hemingway Editor: Highlights complex sentences and passive voice.
- Grammarly: Flags unclear or wordy phrases.
- Readable: Analyzes readability and offers Flesch-Kincaid scores.
- Vale: A linting tool for enforcing plain language in documentation.
Use these to refine your drafts and maintain consistent quality across teams.
Measuring the Impact of Plain Language
You can track the effectiveness of plain writing through:
- Task success rate: Are users completing steps faster?
- Support tickets: Are users asking fewer clarifying questions?
- Readability scores: Are your texts reaching your target grade level (e.g., Grade 8-10)?
- User feedback: Are readers describing your docs as "clear" or "easy to follow"?
The results often speak for themselves: clearer writing leads to happier users and more efficient communication.
Conclusion
Plain language isn't just a writing style, it's a user experience strategy. It bridges the gap between what you mean and what users understand.
By simplifying your words, shortening your sentences, and structuring your information logically, you:
- Reduce confusion
- Build trust
- Help users succeed
Ultimately, writing in plain language isn't about saying less — it's about saying exactly what users need to hear.
