Plain language without losing the condition

Learning outcome: Simplify wording while preserving the decision.

Plain-language editing aims to make information easier to use. It should preserve conditions, exceptions and uncertainty. Short sentences are useful only if the reader can still determine what applies to them and what they need to do.

Identify the purpose and necessary action before editing. Explain unfamiliar terms near their first use and organise the information around the reader's task. Check the revised version against the source clause by clause. A readability score can be a rough signal, but it cannot tell you whether a deadline changed or a qualification disappeared. Ask intended readers where they still hesitate.

Worked example

A fictional policy says “Requests received by 16:00 on a working day will be reviewed the next working day, subject to complete documentation.” An oversimplified version says “We approve requests tomorrow.” It changes review into approval and removes both conditions. A clearer version retains the cut-off, working-day rule and document requirement.

Try it yourself

Rewrite the policy in two short sentences. Then list every condition that must survive the rewrite.

You can do this exercise on paper. If using an assistant, keep to the fictional material and an approved tool.

Check your understanding

Which simplification changes the policy meaning?

1. Replacing “review” with “approve”
2. Splitting one long sentence into two
3. Explaining “complete documentation” with a checked list

Workbook

Download the course workbook to record your answer and compare it after the knowledge check.

Further reading

• W3C: images
• W3C: complex images
• W3C: accessible media