All content on nsw.gov.au should be written as clearly and concisely as possible, aiming for a reading level of grade 8-9 (14 years of age).
What Plain English is
Plain English is clear, concise, well-organised and straightforward writing that uses only as many words as are necessary. It avoids obscure, uncommon vocabulary and confusing sentence structure. It is simple and direct, but not simplistic or patronising.
You can still express complex ideas, but you should do so with words that readers can understand quickly and also clarify any expressions and concepts that readers might be unfamiliar with.
To find out what reading level your writing is, you can use the free Hemingway app. This will check your sentence length, use of passive voice and word choice, and provide suggestions for improvement. You may still reach a high readability score even if your sentences are short and use minimal passive voice due to the number of syllables also.
Meeting these benchmarks can sometimes be an issue due to the way plain English is measured, but the main priority is that the content makes sense and can be understood by your readers.
How to check for plain English
If you meet the following you are showing you've made your best effort to create plain English content, according to government standards.
Average sentence length of 20 words or less
Check in Microsoft Word by following the instructions for checking readability levels. Other techniques you can try include:
- if your sentence uses more than one 'and', split it into two separate sentences.
- if you have lots of commas in your sentence, create a bulleted list so it's easier to scan the content.
Less than 10% passive language
If you can add ‘…by my mum’ to the end of your sentence and it still makes sense, then you may be using passive voice sentences. For example: A decision has been made to close your account...by my mum.
You can also check this in Microsoft Word by following the instructions for checking readability levels. The Hemingway app will highlight passive language too.
To fix passive language:
- Use 'we' and 'us' instead of 'he', 'she', 'it' and 'they'.
- Structure your sentence as subject–verb–object. This means start with who did the action. For example, 'The committee (subject) campaigned (verb) to lower diabetes (object)'.
Use plain English words and terms
Make sure you choose plain English words, terms and inclusive language.
Use words that are searched for in Google
If people are searching for your words it means they are using them in real life and your content will be discoverable. Use Google Trends to check what keywords people use. If nothing comes up for your search, check the bottom of the search results page for alternative searches related to ones you've typed for what people are looking for.
If people are looking for the meaning of your word that means it is not understood and you must change it. For example: 'What is probity?' or 'Probity definition'. Look at a dictionary or synonym definition and find an alternative word to use that makes sense.
When it is okay to break the rules
Examples of content that may not meet plain English benchmarks include:
- quotes that are interesting and have emotional value but don't follow 'the rules'
- historical content where past tense is used because it's talking about the past
- names (proper nouns), indigenous languages and official language used have multiple syllables and can't be changed (for example: 'multicultural')
- where the common use is a more complex word as shown through Google or other research. For example, 'ancestral remains' instead of 'old bones'.
Most government content is published because we want everyone to understand it. Keep that as your guiding rule of thumb.
Content types that are exempt
Exemptions where you may not be able to write in plain English:
- legislation, including standing and ministerial directions
- historical information that needs to be provided but is no longer used for anything other than a record e.g. royal commissions, annual reports.
More information on digital accessibility
More information on writing in plain English can be found on the Digital NSW website. To learn more about digital accessibility, visit the NSW Government Digital Accessibility and Inclusion Toolkit.
Need any more help?
If you have any questions, or require assistance with anything mentioned on this article, submit a request via the webform.