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Random freezes, missing sound and display glitches usually trace back to one bad driver. Find and replace yours safely.Free scan · under a minuteWrite for the person who will return to your document later—or read it without you there to explain it. Put the answer or next action first, organize details so they are easy to find, and make clear who needs to do what. This guide calls that future or unaccompanied reader “the second reader”; it is a useful framing, not a formally defined writing term.
Start by identifying the reader and the task
Before drafting, write down who will use the document, what they need to understand or do, what they are likely to know already, and the main question they will bring to it. A document is easier to use when its detail and terminology fit its audience rather than an imagined general reader.
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If different audiences need substantially different explanations or actions, consider separating the material instead of asking one document to serve everyone. To learn what readers actually need, Digital.gov recommends listening to their questions and using user research and search phrases as clues—not assuming you already know what they will ask.
Put the useful point first
State the main answer, purpose, or next action near the beginning. Readers may be scanning, interrupted, or unable to reach the end; they should not have to work through background before discovering why the document matters or what to do next. Add context and supporting detail after the point, in the order readers need it.
#1 Best Overall
The National Archives describes plain language as “clear, concise, organized, and appropriate for the intended audience.” That is a useful test for both the opening and the document as a whole.
Give the document a route readers can scan
Use headings that tell readers what information is in each section, not vague labels that could fit anywhere. Keep sections focused, paragraphs centered on one main idea, and the order of information predictable. A reader coming back to check one detail should be able to scan the page and land near it.
Choose lists or tables when they make structure easier to see: use a list for related requirements or ordered steps, and a table when readers need to compare items across the same attributes. Formatting should reveal relationships in the content, not decorate it.
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Use language that preserves meaning
Prefer familiar words and explain necessary technical terms when they first appear. Use the same label for the same thing throughout; switching between near-synonyms can leave readers wondering whether the terms mean different things. Simplifying is useful only when it preserves distinctions, conditions, and qualifications the reader needs.
Rank #3
When responsibility matters, name the actor and the action. “The administrator approves the request” is more informative than “the request is approved” if the reader needs to know who must act. Active voice often makes responsibility clearer, but it is not a rule to apply mechanically: passive voice can be more accurate or useful when the actor is unknown, irrelevant, or less important than the action. The goal is clarity without changing the meaning.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Revise for clarity and retrieval
Review the document as someone who does not have the writer beside them. Check whether they can identify the audience, find the main point, follow the headings, understand the terms, and tell what actions are required. The National Archives’ checklist covers audience, logical organization, main point first, consistent headings, everyday words, active voice, short sentences, and readable formatting.
Proofread for errors, then, when possible, ask a colleague or intended reader to use the document. They can expose assumptions or missing steps that feel obvious to the writer but are not visible on the page.
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Clear out junk files and repair common Windows errorsFree Scan →Fix the driver behind crashes, sound loss and screen glitchesFind Drivers →Readability software can offer a rough signal about text complexity and suggest simpler alternatives, but its score cannot establish that a reader understands the material or can act on it. Treat the result as a prompt to inspect the wording, not a pass-or-fail verdict.
Quick Recap
A practical drafting sequence
- Define the reader: note the intended audience, their task, likely prior knowledge, and the question the document must answer.
- Draft the opening: state the answer, purpose, or next action before the supporting explanation.
- Arrange the route: put details in the order readers need them; add descriptive headings and break up long blocks.
- Clarify the language: replace unnecessary jargon, define essential terms, keep labels consistent, and make responsibility explicit where it matters.
- Check the form: use lists for steps or related items and tables for genuine comparisons; make formatting easy to scan.
- Test the draft: proofread, apply a plain-writing checklist, and ask another person to find an answer or complete the intended task.
- Use scores cautiously: if you use readability software, treat its output as one rough indicator alongside human review.
Sources and further guidance
- National Archives: Top 10 Principles for Plain Language (reviewed December 3, 2025).
- Digital.gov: Write for the reader.
- Digital.gov: Writing for understanding.
- General Services Administration/plainlanguage.gov archive: Write for your audience.
- Australian Government Style Manual: Quick guide to plain language.
- National Archives: Principles of Clear Writing (reviewed March 1, 2022).
- National Archives: Plain Writing Checklist.
- Digital.gov: Plain language guide series.
- Government of Canada: Canada.ca Content Style Guide.
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