Plain Language and Why it Matters for Web Accessibility

Many of you know by now that for us at ArcStone, we believe that accessibility is not just a feature—it’s a fundamental aspect of good design and communication. While many aspects of web accessibility involve technical considerations, such as screen reader compatibility or keyboard navigation, one of the most impactful yet often overlooked elements is using plain language. Writing in plain language ensures that your content is clear, easy to understand, and accessible to the widest possible audience.

What Is Plain Language?

Plain language is communication that users can understand the first time they read or hear it. It prioritizes clarity and simplicity, focusing on presenting information in a way that eliminates unnecessary complexity. Plain language isn’t a new thing. The Plain Writing Act dates back to 2010, and with the push towards creating a better, more inclusive web for everyone, is gaining more traction.This practice benefits everyone, but it’s especially critical for:

• People with cognitive disabilities: Plain language reduces barriers to understanding by removing jargon and simplifying sentence structures.
• Non-native speakers: Clear, straightforward writing makes content more accessible to those for whom English (or the site’s language) is not their first language.
• Busy users: Even users without disabilities appreciate content they can quickly comprehend and act on.
• Screen reader users: Complex phrasing and convoluted language can be harder to interpret when read aloud by assistive technologies.

By adopting plain language, you’re creating a more inclusive experience for all users.

Best Practices for Writing in Plain Language

Here are some actionable steps to incorporate plain language into your web content:

1. Know Your Audience

• Identify who will be using your website. What level of expertise or familiarity do they have with the topic?
• Use language that aligns with their knowledge and needs.

2. Use Simple Words and Phrases

• Replace jargon and technical terms with everyday words whenever possible. For example:
  • Instead of “utilize,” write “use.”
  • Instead of “initiate,” write “start.”
• Avoid idioms or culturally specific expressions that might confuse non-native speakers or those unfamiliar with the context. A few years ago, I recall using the phrase, “jumped the shark” in our daily huddle. It turned out that about half of our team didn’t know what that meant. Keep it simple!

3. Write Short Sentences

• Aim for an average sentence length of 15-20 words.
• Break long, complex sentences into smaller ones for better readability.

4. Organize Content Logically

• Use headings and subheadings to break up text and guide users through your content.
• Arrange information in a logical order, starting with the most important points.
• Use bullet points or numbered lists to simplify detailed instructions or ideas.

5. Be Direct and Concise

• Eliminate filler words and redundant phrases. For example:
  • Instead of “In order to,” write “To.”
  • Instead of “Due to the fact that,” write “Because.”

6. Provide Clear Calls to Action

• Use direct, action-oriented language for buttons and links. For instance:
  • Instead of “Click here for more information,” write “Learn more about accessibility.”
• Make it clear what users can expect when they click a link or complete an action.

7. Test for Readability

• Aim for a reading level appropriate for your audience, typically around 6th to 8th grade for general content.
• Use tools like the Flesch-Kincaid readability test or Hemingway Editor to assess and refine your text. If you use Yoast SEO, the readability is bundled in the plugin. 

8. Test with Real Users

• Include people with diverse abilities in your usability testing to ensure your content is understandable to all.
• Ask for feedback on clarity and adjust your content based on their input.

The Benefits of Plain Language

• Improved User Experience: All users benefit from clear, concise content that is easy to navigate and understand.
• Better SEO: Search engines favor content that is straightforward and relevant to user queries.
• Compliance with Accessibility Standards: Plain language supports WCAG (Web Content Accessibility Guidelines) criteria for accessibility, including guidelines for readable and understandable content.
• Greater Engagement: Users are more likely to stay on your site and take desired actions if they don’t have to struggle to understand your message.

Final Thoughts

Plain language is more than just a writing style—it’s a cornerstone of accessible and user-friendly design. By simplifying your language, you make your content inclusive and effective for a diverse audience, including those with disabilities. At ArcStone, we’re committed to creating web experiences that are accessible to all, and adopting plain language is a key step in achieving that goal.

Are you ready to make your content more accessible? Contact ArcStone to learn how we can help improve your website’s usability and accessibility.