Information Access: Clear/Plain Language Examples
Examples
- Choose Common Words
- Define Complex Concepts
- Use Active Voice
- Be Straightforward and Avoid Unclear Pronouns
- Write Shorter Sentences or Reduce Number of Ideas Per Sentence
- Use Whole Numbers
- Write at 5th-8th Grade Reading Level (or Lower)
Choose Common Words
| BEFORE | AFTER |
|---|---|
| The U.S. Census Bureau’s 2021 American Community Survey indicates that 21.5 percent of people in the United States speak a language other than English at home. Of those, 8.2 percent speak English less than very well and therefore meet the definition of limited English proficient. Source: U.S. Department of Health & Human Servies 2023 Language Access Plan | The U.S. Census Bureau’s 2021 American Community Survey shows that 21.5 percent of people in the United States speak a language other than English at home. Of those, 8.2 percent speak English less than very well and therefore meet the definition of limited English proficient. |
| Recipients of federal funds must comply with federal civil rights laws and provide written notice of their legal obligation and compliance with regulations as they relate to language access…Complaints should be addressed in a timely and reasonable manner. Source: U.S. Department of Health & Human Services 2023 Language Access Plan | Agencies that receive federal funds must follow federal civil rights laws and put in writing that they will do their legal duties and follow rules that relate to language access. Complaints should be dealt with as quickly as possible. |
Define Complex Concepts
| BEFORE | AFTER |
|---|---|
| The U.S. Census Bureau’s 2021 American Community Survey shows that 21.5 percent of people in the United States speak a language other than English at home. Of those, 8.2 percent speak English less than very well and therefore meet the definition of limited English proficient. | The U.S. Census Bureau’s 2021 American Community Survey shows that 21.5 percent of people in the United States speak a language other than English at home. Of those, 8.2 percent speak English less than very well and therefore meet the definition of limited English proficient. A person who is limited English proficient does not speak, read, write or understand English well. This person usually speaks in a language other than English. |
| Agencies that receive federal funds must follow federal civil rights laws and put in writing that they will do their legal duties and follow rules that relate to language access. Complaints should be dealt with as quickly as possible. | Agencies that receive federal funds must follow federal civil rights laws and put in writing that they will do their legal duties and follow rules that relate to language access. Language access is when a person gets information in the language that they know best. Complaints should be dealt with as quickly as possible. |
Use Active Voice
| BEFORE | AFTER |
|---|---|
| Agencies that receive federal funds must follow federal civil rights laws and put in writing that they will do their legal duties and follow rules that relate to language access. Language access is when a person gets information in the language that they know best. Complaints should be dealt with as quickly as possible. | Agencies that receive federal funds must follow federal civil rights laws and put in writing that they will do their legal duties and follow rules that relate to language access. Language access is when a person gets information in the language that they know best. Agencies should deal with complaints as quickly as possible. |
Be Straightforward and Avoid Unclear Pronouns
| BEFORE | AFTER |
|---|---|
| The U.S. Census Bureau’s 2021 American Community Survey shows that 21.5 percent of people in the United States speak a language other than English at home. Of those, 8.2 percent speak English less than very well and therefore meet the definition of limited English proficient. A person who is limited English proficient does not speak, read, write or understand English well. This person usually speaks in a language other than English. | The U.S. Census Bureau’s 2021 American Community Survey shows that 21.5 percent of people in the United States speak a language other than English at home. From the group of people that speak a language other than English at home, 8.2 percent speak English less than very well and therefore meet the definition of limited English proficient. A person who is limited English proficient does not speak, read, write or understand English well. This person usually speaks in a language other than English. |
| Agencies that receive federal funds must follow federal civil rights laws and put in writing that they will do their legal duties and follow rules that relate to language access. Language access is when a person gets information in the language that they know best. Agencies should deal with complaints as quickly as possible. | Agencies that receive federal funds must follow federal civil rights laws and put in writing that the agencies will do their legal duties and follow rules that relate to language access. Language access is when a person gets information in the language that the person knows best. Agencies should deal with complaints as quickly as possible. |
Write Shorter Sentences or Reduce Number of Ideas Per Sentence
| BEFORE | AFTER |
|---|---|
| Idea 1: The U.S. Census Bureau’s 2021 American Community Survey shows that Idea 2: 21.5 percent of people in the United States speak a language other than English at home. Idea 3: Of those, 8.2 percent speak English less than very well Idea 4: and therefore meet the definition of limited English proficient. Idea 5: A person who is limited English proficient does not speak, read, write or understand English well. Idea 6: This person usually speaks in a language other than English. | Idea 1: The U.S. Census Bureau’s 2021 American Community Survey shows data about people in the United States. Idea 2: 21.5 percent of people speak a language other than English at home. Idea 3: From that group of people, 8.2 percent speak English less than very well. Idea 4: People who speak English less than very well meet the definition of limited English proficient. Idea 5: A person who is limited English proficient does not speak, read, write or understand English well. Idea 6: This person usually speaks in a language other than English. |
| Idea 1: Agencies that receive federal funds must follow federal civil rights laws Idea 2: and put in writing that the agencies will do their legal duties Idea 3: and follow rules that relate to language access. Idea 4: Language access is when a person gets information in the language that the person knows best. Idea 5: Agencies should deal with complaints as quickly as possible. | Idea 1: Agencies that receive federal funds must follow federal civil rights laws. Idea 2: These agencies must put in writing that the agencies will do their legal duties. Idea 3: The agencies must also follow rules that relate to language access. Idea 4: Language access is when a person gets information in the language that the person knows best. Idea 5: Agencies should deal with complaints as quickly as possible. |
Use Whole Numbers
| BEFORE | AFTER |
|---|---|
| The U.S. Census Bureau’s 2021 American Community Survey shows data about people in the United States. 21.5 percent of people speak a language other than English at home. From that group of people, 8.2 percent speak English less than very well. People who speak English less than very well meet the definition of limited English proficient. A person who is limited English proficient does not speak, read, write or understand English well. This person usually speaks in a language other than English. | The U.S. Census Bureau’s 2021 American Community Survey shows data about people in the United States. 2 out of 10 people speak a language other than English at home. From that group of people, 8 out of 10 people speak English less than very well. People who speak English less than very well meet the definition of limited English proficient. A person who is limited English proficient does not speak, read, write or understand English well. This person usually speaks in a language other than English. |
Write at 5th-8th Grade Reading Level (or Lower)
| BEFORE | AFTER |
|---|---|
| The U.S. Census Bureau’s 2021 American Community Survey shows data about people in the United States. 2 out of 10 people speak a language other than English at home. From that group of people, 8 out of 10 people speak English less than very well. People who speak English less than very well meet the definition of limited English proficient. A person who is limited English proficient does not speak, read, write or understand English well. This person usually speaks in a language other than English. Reading level 9.0 | The U.S. Census Bureau’s 2021 American Community Survey shows data about people in the United States. 2 out of 10 people speak a language other than English at home. From that group of people, 8 out of 10 people speak English less than very well. People who speak English less than very well are limited English proficient (LEP). A person who is LEP does not speak, read, write or understand English well. This person usually speaks in a language other than English. Reading level 8.0 |
| Recipients of federal funds must comply with federal civil rights laws and provide written notice of their legal obligation and compliance with regulations as they relate to language access…Complaints should be addressed in a timely and reasonable manner. Reading level 20.4 | Agencies that receive federal funds must follow federal civil rights laws. These agencies must put in writing that the agencies will do their legal duties. The agencies must also follow rules that relate to language access. Language access is when a person gets information in the language that the person knows best. Agencies should deal with complaints as quickly as possible. Reading level 8.1 |