Write using plain English (plain language)

Use plain English so people can quickly understand what to do and take action.

Write so people can act

People usually come to our website to do something. If they cannot quickly understand what to do, they will get stuck or contact us for help.

Write content for people, not services. Help people understand and act the first time they read your content.

Before you write, ask yourself:

What do people need to do?
What is the quickest way to say this?
What could confuse someone seeing this for the first time?
Can someone act on this immediately?

For example:

“Submit your housing application online according to the council’s eligibility criteria and ensure that all required supporting documentation is provided. We will check that all required information is present and contact you if we require further details. Once your application is reviewed, we will contact you with the next steps in the process.”

This may seem clear, but it's written from the service’s point of view, not the reader’s.

It doesn't clearly show what to do, how to do it, or what happens next.

Plain English version (clear and actionable):

"Apply for housing using the online form. Check if you meet the criteria and include all supporting documents when you apply. We will then review your application and contact you with the next steps."

This is now people-centred, not service-centred content.

What plain English is

Plain English is clear, everyday language that gets to the point. It helps people understand content quickly.

It's especially helpful for people who:

read on small screens or are in a hurry
have lower literacy or cognitive impairments
use assistive technology, such as screen readers

Even specialist readers prefer it because it makes complex information easier to understand.

Features of plain English include:

short sentences and paragraphs
simple, everyday words
avoiding jargon, or explaining it the first time you use it
explaining technical terms or acronyms clearly when needed

How to write in plain English

People don't read everything you write. They scan to find what they need.

Write clearly and structure your content so people can quickly understand what to do.

Focus on what people need to know or do.
Use simple, everyday words (for example, use “about” instead of “approximately”).
Explain technical terms or acronyms the first time.
Write short, clear sentences (aim for 15 to 20 words, 25 max).
Keep paragraphs short (1 idea per paragraph, 3 to 5 sentences).
Use headings and lists to break up content (aim for 6 to 7 items per list, split longer lists where needed).

Avoid:

unexplained technical terms or abbreviations
jargon (words your service uses that most people would not understand), unless your audience expects and understands it
long or complex sentences (over 25 words or multiple ideas)
words on the GOV.UK words to avoid list

Using tools to support your writing

Many tools, including Microsoft Word or Copilot, can help you to improve your writing.

They can help you:

write shorter sentences
replace complex words with simpler alternatives
spot long or complex wording
improve structure and flow
catch spelling and punctuation errors

Use these tools to support your writing. Do not rely on them to make decisions for you.

You are responsible for the accuracy and suitability of any content you produce using these tools.

They may suggest content that is wrong or unsuitable for your audience.

When using writing tools, you should:

use council-approved tools, such as Microsoft Copilot
set them to UK English (spelling, terms and dates)
make sure the content follows our council style guide and standards

Checking your content (required)

You must review your content yourself before publishing. Test content with real people where possible.

Make sure it's:

clear
accurate
appropriate for your audience
meets accessibility requirements
consistent with our council style guide and standards

A good suggestion or score from a writing tool does not guarantee your content is clear or correct. You are responsible for checking it before publishing.

Readability scores (optional)

Readability tools help you spot content that may be hard to read. You can use them to find issues, but you must decide what to change.

For example, longer words can lower readability scores.

In content with the phrase “special educational needs and disabilities (SEND)”, words like “educational” and “disabilities” would lower a readability score.

If you know your audience will understand these words, do not remove them just to increase a score.

Instead, simplify the surrounding text.

The same meaning can be written in different ways.

Difficult: “An Abyssinian cat positioned itself upon the burgundy doormat.”
Plain English: “An Abyssinian cat sat on the burgundy doormat.”
Easier plain English: “An Abyssinian cat sat on the dark red mat.”
Easy Read: “A cat sat on a red mat.”

If a word like “Abyssinian” is needed for meaning, keep it. Make the rest of the sentence simpler.

Flesch-Kincaid Reading Ease score

The Flesch‑Kincaid Reading Ease score shows how easy text is to read. Higher scores mean easier text.

As a guide:

Above 90 – very easy (Easy Read)
60 to 70 – easy (plain English)
0 to 30 – very difficult (academic or technical writing)

Aim for content most people can understand (around 60 or higher).

The score depends largely on syllables per word. For example, “water” has two syllables and “door” has one.

Do not remove necessary or well-known terms just to improve a score.

Use tools to support your writing, but use your judgement based on your audience and the content.

Plain English and Easy Read language

Plain English is not the same as Easy Read language. Both aim to make content easier to understand, but they are used for different needs.

Plain English is used for most website content and reaches the widest audience.
Easy Read is for people with learning disabilities or significant cognitive impairments.

Easy Read uses: