Some corporate texts are written in a more complex way than necessary, and the reader has to read the sentence a second time in order to understand it. Plain language aims to remove this burden. However, in translation simplification runs up against the limit of fidelity to the source.
Definition
Plain language is the approach that aims for the reader to understand the text at first reading. The criterion is the reader. The approach concerns writing.
It does not remove information
Simplifying does not mean removing information. The same information is given more understandably. The distinction is fundamental.
Sentence structure
Long and nested structures are split. Each sentence carries one single idea. The reading load decreases.
Word choice
Common equivalents are used instead of needlessly ornate words. Technical terms are preserved. The distinction is observed.
Reducing the passive
It becomes clear who performs the action. The passive can hide responsibility. The active is preferred.
Order of information
The information that the reader needs first is brought forward. The order speeds up understanding. The structure is planned.
Use of headings and lists
Long paragraphs are divided with headings and lists. The text becomes scannable. Format supports content.
Reader focus
The text is built from the reader's point of view, not the organisation's. In-house jargon is explained. The perspective changes.
Use in public sector texts
In texts addressed to citizens, plain language is increasingly expected. In some countries it has been made subject to regulation. The trend is growing stronger.
Use in consumer texts
In pre-contractual information, comprehensibility is mandatory. A complex text may not meet the obligation. The practice is spreading.
Its limit in translation
If the source text is complex, the translation cannot simplify it. Simplification is an intervention in the source. Authority is needed.
Obtaining authority
If simplification has been requested, this is stated in writing. Otherwise a faithful translation is made. The scope is defined.
The risk in legal texts
In sentences that create obligations, simplification can narrow the meaning. It is not applied to these texts. The limit is strict.
The balance in technical texts
The language can be simplified while technical accuracy is preserved. The terms do not change. The structure changes.
How it differs from controlled language
Controlled language focuses on the rule, plain language on the reader. The two may overlap. Their purposes are different.
Its measurability
There are readability measures, but they are not enough on their own. The measure points the way. The decision belongs to a human.
Fit with the corporate voice
Plainness must not weaken the corporate voice. The two are designed together. The guide defines this.
Suggestions for the source text
Complex structures noticed during translation can be reported to the client. This feedback improves the original text too. The contribution is constructive.
The corporate gain
Texts written plainly produce fewer queries and reduce the load on customer service. The gain is seen not only in translation but in use as well. The effect is broad.
What it is confused with
Plain language is often taken to mean dumbing down and removing content. Yet its purpose is not to reduce the information but to make the same information understandable at first reading; a text with content removed is not plain, it is incomplete.