In a world where communication is omnipresent, language plays a central role. Language is our means of sharing information, exchanging ideas and expanding our knowledge. However, not everyone has the same language skills or the same ability to understand complex texts. This is where the term "simple language" comes into play.
What is plain language?
Simple language, also known as "easy language", is a simplified form of standard language. Its aim is to make texts as comprehensible as possible. This involves not only the choice of words, but also the structure of the sentences, the structure of the texts and the visual presentation. Plain language is particularly aimed at people who have difficulty understanding complex texts, for example due to learning difficulties, a low level of education or a lack of language skills.
Plain language is often associated with inclusion and accessibility, as it makes it easier for many people to access information. This includes people with disabilities, older people, people with a migration background and also people who simply have little time and want to grasp texts quickly.
Principles of simple language
Simple language follows certain principles that help to convey information clearly and comprehensibly:
- Short sentences: Long and convoluted sentences make it difficult to understand. In simple language, sentences are often no longer than 15 words. Each statement should be formulated clearly and in one sentence.
- Simple vocabulary: Technical terms, foreign words or long and rare terms should be avoided. Instead, simple and common words should be used. Technical terms that are necessary should be explained.
- Active language: The use of verbs in the active form is usually easier to understand than the passive form. A sentence such as "The dog bites the man" is easier to understand than "The man is bitten by the dog".
- Clear structure: A text in plain language is clearly structured. Paragraphs are short and each new piece of information is dealt with in a separate paragraph. Headings help to organize the content.
- Visual support: Pictures and symbols can clarify the content of a text and make it easier to understand. Illustrations are often used in Plain Language texts to underline what is written.
- Avoid unnecessary information: Trivialities, embellishments or metaphors can make it difficult to read. Simple language is limited to the essentials and conveys the core message without detours.
For whom is plain language important?
Plain language is an important part of accessible communication. It is primarily aimed at people who have difficulty reading and understanding standard texts. These may be people with intellectual disabilities, learning difficulties, dementia or little knowledge of German.
There are also many everyday situations in which plain language is helpful:
- Letters from the authorities: Letters from authorities are often difficult to understand. Simple language can help to make bureaucratic information accessible.
- Instructions for use: In the case of technical products or medicines, the instructions are often worded in a complicated way. Simple language can ensure that the instructions are correctly understood and followed.
- Medical information: Particularly in the medical field, it is important that patients understand exactly what action to take. Simple language can help to ensure that diagnoses and treatment recommendations are communicated clearly and unambiguously.
- Education and learning: In schools and further education institutions, plain language can help to convey complex issues in an understandable way and facilitate the learning process.
Why plain language is becoming increasingly important
Social diversity is increasing, and with it the need for information to be accessible to all. Due to migration, an ageing population and a growing awareness of inclusion, plain language is becoming increasingly important. Providing information in a language that everyone can understand is a step towards equal opportunities.
In addition, digitalization shows that people are increasingly skimming or skimming texts. Short, concise sentences and easy-to-understand formulations fit in with the trend of information overload, as they can be grasped quickly.
Simple language vs. easy language - differences between "simple language" and "easy language"
Although the terms are often used interchangeably, there are differences between "simple language" and "easy language". Easy Language is an even more simplified form of language that was developed primarily for people with very serious comprehension difficulties. There are strict rules on how texts must be written in plain language that go beyond the principles of plain language.
Easy-to-read language often works with additional visual aids and very short, often very simplified sentences. An example of a sentence in plain language could be: "This is a dog. The dog is brown. The dog barks."
Plain language and simple language are both designed to improve the comprehensibility of texts, but are aimed at different target groups and are subject to different rules. Here are the most important differences:
1st target group
- Easy language:
- Especially for people with cognitive impairments, learning difficulties or language barriers (e.g. people with little education or German learners).
- Often used to enable people with disabilities or learning difficulties to participate on an equal footing.
- Simple language:
- For a wide audience who may have difficulty understanding complex texts (e.g. older people, people with lower reading skills).
- Also useful for people who are under time pressure or want to find their bearings quickly.
2. rules and structure
- Easy language:
- Has stricter and clearly defined rules.
- Short, clear sentences (usually only one thought per sentence).
- Simple words, often without technical terms, foreign words or complicated sentence structures.
- Support with pictures, symbols or pictograms to facilitate understanding.
- Texts in plain language are often tested by special examiners (e.g. people with learning disabilities).
- Simple language:
- More flexible in application and less strictly regulated.
- The sentences are shorter and clearer than in complex technical language, but not as strictly structured as in plain language.
- Occasionally uses technical terms, but these are explained.
- Not necessarily supported by images.
3. linguistic features
- Easy language:
- Main clauses, no subordinate clauses.
- Do not use passive sentences.
- Every word is taken very literally, so abstract terms are avoided.
- Texts are often written in the present tense.
- Numbers and quantities are often written out in full, e.g. "two" instead of "2".
- Simple language:
- May contain longer sentences, but they remain clear and concise.
- Subordinate clauses are permitted, but should be used sparingly.
- Technical terms or foreign words can be used if they are briefly explained.
- There is no unnecessary complexity, but the language remains more "normal" than in plain language.
4. areas of use
- Easy language:
- Often in areas of inclusion, e.g. authorities, social services, associations, websites for people with disabilities, laws and brochures.
- Important for accessibility to make information understandable for people with cognitive impairments.
- Simple language:
- Used in public information such as brochures, websites, instructions, reports aimed at a general audience.
- Useful for making information in complex subject areas accessible to a wide audience (e.g. health, administration, politics).
Example:
- Easy language:
- "I'm going into town now. I'm going to buy an apple."
- Simple language:
- "I'm going into town now to buy an apple."
To summarize: Plain language is stricter and intended for specific target groups, while simple language is a general simplification of language that is used more widely.
Simple language in practice
One example of the successful use of plain language is the digitalization of administrative processes. Many offices and authorities now offer information and forms in Plain Language to make it easier for all citizens to access administrative services.
Plain language is also increasingly being used in the media. News portals and TV stations often offer special news formats in plain language to appeal to a broader target group.
Simple language, easy language and web design
In web design, simple language and plain language play a central role in making websites accessible to as many people as possible. Here are the most important aspects of the two language forms in connection with web design:
1. simple / easy language in web design
Target group:
- People with cognitive impairments, learning difficulties, poor language skills or older people who have difficulty understanding complex texts.
Important principles for web design with plain language:
- Short and clear sentences: All texts on the website should be formulated in short, concise main sentences.
- Simple words: Avoid technical terms, foreign words or abstract concepts. If they are unavoidable, they should be explained immediately.
- Supporting images: Pictograms, symbols or simple images support the text to make content easier to understand.
- Clear structure: A website in plain language should have simple navigation, with clear menus and few distractions. The menu items should be named in plain language (e.g. "Contact" instead of "Contact us").
- Readability: Large, easy-to-read fonts, sufficient contrast between text and background and simple colors make reading easier. No complicated layouts should be used.
- Checking by target group: Websites in plain language should be checked by people with learning difficulties to ensure that they are really easy to understand.
Examples of web design with plain language:
- Government websites: Many government websites offer plain language versions to make legal and social information accessible to all.
- Inclusion pages: Organizations that advocate for the rights of people with disabilities often offer content in plain language.
2. simple language in web design
Target group:
- People who generally have difficulty understanding complex texts, such as people with poor reading or language skills, older people or people with limited time.
Important principles for web design with simple language:
- Shorter and more comprehensible texts: Content in Plain Language is formulated more simply than complicated specialist texts, but not as strictly as in Easy Language.
- Introduction and explanations: Technical terms or complex concepts can be used, but they should be explained. For example, a tooltip or an info box can be added to explain terms.
- Clear navigation: The menus and navigation points should also be clear and well structured on websites with simple language.
- Understandable instructions: Forms, instructions and interactive elements should be clearly understandable, with simple descriptions and clear instructions for action.
- Readability and design: The font size should be sufficiently large and easy to read. Simple, clear layouts are also important to facilitate user guidance.
Examples of web design with simple language:
- Information websites: Websites aimed at the general public (e.g. health portals, advice centers) often use simple language to present complex topics in an understandable way.
- Consumer websites: Online stores or service websites often offer simple descriptions and instructions to make the purchasing process easier to understand for everyone.
3. combination of plain and simple language in web design
In some cases, websites are offered in both plain language and simple language in order to reach different target groups. For example, a public authority could operate a main website in plain language to communicate in a generally understandable way and also offer a page in plain language that is specially designed for people with cognitive impairments.
4. accessibility in web design (WCAG guidelines)
The WCAG (Web Content Accessibility Guidelines) are an international standard for web accessibility. They cover not only the physical accessibility of websites (e.g. for blind or visually impaired people), but also cognitive accessibility, which is supported by simple and easy language.
Important points from the WCAG for simple and easy language in web design:
- Texts must be understandable: The website should be designed in such a way that all users can read and understand the content.
- Adaptability: The website should be designed flexibly so that users with different needs (e.g. reading aids or language output) can use the site without any problems.
- Alternatives to text: For people who have difficulty reading, alternative formats such as audio or video should be offered.
Why plain language is important on the Internet
The internet is a diverse space that is used by people of all ages, educational levels and backgrounds. Much of the content on the internet, such as official information, medical texts or technical instructions, is often written in complicated, specialist language. This poses a challenge for many users who have difficulty understanding such texts.
Simple language on the Internet is important because it:
- breaks down barriers: The internet can be a challenge for people with reading difficulties or language barriers. Content in plain language helps to overcome these barriers and make information accessible.
- Promotes inclusion: By designing texts so that they can be understood by everyone, participation in social life is made easier. Everyone should be able to understand important information such as news, official letters or health information.
- Creates trust: Simple language conveys transparency and honesty. Users feel that they are taken seriously when they can understand information quickly and clearly without being confused or overwhelmed.
- Legal requirements fulfilled: In some countries, there are legal requirements for accessible communication. For example, public bodies must design their websites in such a way that they are accessible to people with disabilities. Plain language is an important part of this accessibility.
Using plain language on the Internet
1. websites of authorities and institutions
Government websites often contain complex information that is difficult for citizens to understand. Simple language can help to convey legal or administrative content in a way that is also understood by non-experts. Many authorities now offer content in plain language or offer special menu items where citizens can find easy-to-understand information.
Example:
- Instead of "The application is submitted via an online form, which is checked by the competent authority after submission", you could write: "You can submit the application online. We will check your application."
2. health information
Medical texts are often full of technical terms and complicated explanations. For people without prior medical knowledge, such texts are often incomprehensible. Websites that provide health information should therefore make greater use of plain language to ensure that readers actually understand the information.
Example:
- Instead of "This vaccine is contraindicated in patients with an allergic reaction to the active ingredient", you could write: "People who have an allergic reaction to the vaccine must not be vaccinated."
3. education and e-learning
The internet offers countless opportunities for learning and further education. Here too, plain language plays a major role in ensuring that learning content is accessible to people with different learning levels and literacy skills. Platforms that specialize in e-learning and online courses should use simple and clear explanations to convey learning content effectively.
4. commercial websites and online stores
Plain language is also important in the commercial world. Online stores that describe their products in clear, understandable language increase the likelihood that potential customers will be able to go through the purchasing process smoothly. Product descriptions, purchase instructions or terms and conditions should be written in a way that anyone can understand.
5. social networks
Many people consume news and information via social networks. Texts there are often short, concise and should be easy to understand. Companies that communicate via social networks benefit from writing their messages in plain language, as this allows them to reach a larger target group.
Further examples of simple language
Here are some examples of how you can rephrase complicated standard sentences into simple language:
Example 1:
Complicated language: "We would like to inform you that your application for financial support has been rejected."
Simple language: "Your application for money has been rejected."
Example 2:
Complicated language: "The event will take place on September 15, barring unforeseen circumstances."
Simple language: "The event is on September 15, if nothing comes up."
Example 3:
Complicated language: "Please note that the use of this service is subject to certain conditions that must be met."
Simple language: "You must follow rules when using this service."
Example 4:
Complicated language: "It is necessary that you register by September 30th in order to participate in the event."
Simple language: "You have to register by September 30 to take part."
Example 5:
Complicated language: "Processing your application will take longer due to the high number of requests."
Simple language: "We need longer to process your application because there are so many applications."
These simplified sentences are shorter, clearer and use everyday words to make communication easier to understand.
Advantages of plain language on the Internet
- Better user experience: Texts in plain language improve the user experience because they are easily accessible and quick to understand. Users do not have to think long and hard about what is meant, but can grasp content quickly.
- Search engine optimization (SEO): Texts in plain language are often also better optimized for search engines. Search engines such as Google rate pages positively that are formulated clearly and comprehensibly. This allows websites to appear higher up in the search results.
- Increased reach: Websites that use plain language appeal to a broader target group. People with different backgrounds, language abilities and reading skills can understand and use the content more easily.
- More trust and interaction: Simple language creates clarity and trust. People are more inclined to trust a website that presents its content in an understandable and transparent way. In addition, clear and simple texts increase the likelihood that visitors will interact with the website, whether through purchases, inquiries or sharing content.
Simple language and accessibility on the Internet
Plain language is an essential component of digital accessibility. Many international and national guidelines require information on the internet to be made accessible. This includes designing websites in such a way that they can be used by people with disabilities - and plain language helps people with learning difficulties or limited language skills to understand the content.
Example: Web Content Accessibility Guidelines (WCAG)
The Web Content Accessibility Guidelines (WCAG) are international guidelines that define the requirements for accessible content on the web. Plain language fulfills many of the WCAG criteria, particularly with regard to the comprehensibility of texts. According to these guidelines, content should be as clear as possible so that it can be understood by the largest possible target group.
Plain language in connection with the Accessibility Strengthening Act
The Accessibility Reinforcement Act (BFSG) ensures that products and services are accessible to all people, including people with disabilities. It stipulates that certain things such as websites, vending machines, computer programs and banking services must be easier to use for people with disabilities.
References for plain language
- Plain language - Federal Government
- An overview and information on easy language on the official website of the Federal Government.
- https://www.bundesregierung.de/breg-de/service/leichte-sprache
- Inclusion Europe
- This page provides information and guidelines on easy language and its use in Europe.
- https://www.inclusion-europe.eu/easy-to-read/
- Easy Language Network
- A network that specializes in the dissemination and promotion of easy language. Information, rules and training courses are available here.
- https://www.leichte-sprache.org/
- Communicate barrier-free!
- This page provides examples and tips for accessible communication, including the use of plain language.
- https://www.barrierefrei-kommunizieren.de/
- Inclusion in working life
- A site with lots of information about inclusion and accessibility, also in simple language.
- https://www.leichte-sprache.info/
Conclusion
Plain language is an important tool for making information accessible to everyone. It promotes inclusion and helps to ensure that everyone can participate in society, regardless of their language skills or level of education. In an increasingly complex world, plain language is a way to create clarity and improve communication for everyone.