What is Plain Language Alternatives?
Plain-language alternatives replace unnecessarily formal, abstract, bureaucratic, or indirect expressions with familiar words and direct sentence structures while preserving the original meaning and necessary precision.
What good plain language alternatives looks like
Good plain language reduces decoding effort without oversimplifying the subject, deleting required legal or technical detail, or changing the level of certainty and obligation in the original statement.
- Prefer common verbs over noun-heavy phrases.
- Put the actor before the action when responsibility matters.
- Replace long stock phrases with shorter equivalents.
- Keep technical terms when they are necessary, then define them once in accessible language.
A practical structure to follow
Use these elements as a decision checklist, not as a rigid formula. The exact wording should still fit the reader, context, and purpose.
- Prefer common verbs over noun-heavy phrases.
- Put the actor before the action when responsibility matters.
- Replace long stock phrases with shorter equivalents.
- Keep technical terms when they are necessary, then define them once in accessible language.
How to write plain language alternatives step by step
- 1Highlight long or abstract phrases.
- 2Write what the sentence means in ordinary speech.
- 3Restore any technical distinction, requirement, or exception that the simple version lost.
- 4Use active voice where it clarifies responsibility.
- 5Test the revised sentence with the intended audience.
8 Plain Language Alternatives examples
Read the examples for structure and choices rather than copying surface wording. Notice what stays consistent and what changes with audience or purpose.
Instead of “utilize,” use “use” when no technical distinction is intended.
Instead of “prior to,” use “before.”
Instead of “in the event that,” use “if.”
Instead of “at this point in time,” use “now.”
Instead of “make a determination,” use “decide.”
Instead of “provide assistance to,” use “help.”
Plain Language Alternatives templates
Replace every bracketed field with situation-specific information. A template is a starting structure, not finished copy.
Phrase swap: “in order to” → “to”; “with regard to” → “about”; “a large number of” → “many.”
Noun-to-verb: “conduct an evaluation of [X]” → “evaluate [X].”
Passive-to-active: “[Action] must be completed by [actor]” → “[Actor] must [action].”
Common mistakes to avoid
- Simplifying away a legal or technical distinction that matters.
- Assuming short words are always clearer regardless of audience.
- Keeping passive constructions that hide responsibility when the actor is known.
- Replacing one bureaucratic phrase with another equally abstract phrase.
Final revision checklist
- Does the opening make the purpose clear quickly?
- Is every important claim, detail, or example doing a distinct job?
- Could a reader misunderstand any pronoun, transition, time reference, or instruction?
- Is the tone appropriate for the relationship and situation?
- Can you remove repetition without removing necessary context?
- If the writing contains factual claims, names, dates, quotations, or citations, have you verified them independently?
Questions about Plain Language Alternatives
What is Plain Language Alternatives?
Plain-language alternatives replace unnecessarily formal, abstract, bureaucratic, or indirect expressions with familiar words and direct sentence structures while preserving the original meaning and necessary precision.
What makes Plain Language Alternatives effective?
Good plain language reduces decoding effort without oversimplifying the subject, deleting required legal or technical detail, or changing the level of certainty and obligation in the original statement.
How do I write Plain Language Alternatives?
Start with the purpose and reader, then work through the structure in order. Draft for meaning first, check the examples for pattern, and do a final revision for clarity, accuracy, tone, and unnecessary repetition.
What should I avoid when writing Plain Language Alternatives?
Simplifying away a legal or technical distinction that matters. Assuming short words are always clearer regardless of audience. Keeping passive constructions that hide responsibility when the actor is known.