FAQs

1. What exactly does a plain language writer do, and how does it differ from standard editing or copywriting?
 

Plain language focuses entirely on the intended audience for the information. It ensures that the audience can achieve three specific goals:

• Find the information they need.

• Understand that information.

• Use that information effectively.
   

Only the intended audience can determine whether a document is truly plain to them. Because of this, a major part of plain language writing involves active audience engagement. Plain language consultants gather as much insight as possible from and about their target audience before a project begins and collaborate with them throughout its creation. At a minimum, a consultant will test the finished draft of a communication project with representatives of that intended audience.
 

2. How do you simplify highly technical, legal, or financial information without losing its legal validity or core meaning?
 

Plain language is about delivering accuracy and precision in a way that the intended audience can easily navigate, comprehend, and apply. A plain language consultant works closely with your subject matter experts to ensure that all information provided remains legally valid, precise, and completely accurate.
 

3. What is your process for analysing our target audience to ensure the rewritten material matches their literacy level?
 

We do not simply "analyse" the intended audience; we work alongside them and listen to them. We intentionally use the vocabulary we know they already understand and use, and we ask them directly to tell us whether the communication is plain to them.
 

Furthermore, we employ a variety of tests to evaluate whether people can comprehend and use a communication. Plain language goes far beyond mere literacy levels; it takes into consideration the specific context in which a person will receive the information. For example, is it a high-stress situation? Is the information brand new to them? People process information differently depending on their circumstances.
 

4. Is "plain language" just dumbing down our content, or will it still sound professional to our peers?
 

Plain language is definitely not about dumbing down content. It is about being accurate, precise, and clear. Everyone benefits from clear communication. In fact, studies show that professionals prefer plain language because it allows them to do their jobs more efficiently.
 

5. How do you measure the success or readability of the content you rewrite?
 

Success and readability are measured through direct engagement with the intended audience. While readability formulas are a useful tool to check if a draft is on the right track, they should never be relied upon exclusively. Formulas merely count characters and syllables; they cannot tell you if your meaning is clear. Only your audience can do that.
 

To achieve this, we engage with your audience using a variety of methods, including:

• Co-creation sessions

• Focus groups

• One-on-one testing

• Interviews

• Usability tasks
   

6. Can you show us examples of complex documents you have successfully translated into plain language?
 

Because I work with clients who retain the copyright to my work, I cannot share proprietary before-and-after examples. However, I am happy to provide links to successfully completed documents that are publicly available online.
 

7. How do you handle industry-specific jargon or acronyms that we are legally required to include?
 

When unfamiliar words or phrases must be included for legal or technical reasons, I define or explain them using plain language. For longer documents, I will include a comprehensive glossary of terms. In shorter documents, I may place definitions in a dedicated text box or utilize other visual design features to draw the reader's attention to the meaning of the unfamiliar term.
 

8. What is your typical timeline and fee structure for auditing and rewriting a large set of corporate documents or a website?
 

There is no "typical" timeline or flat rate. Much depends on the current state of the original files and your ultimate goals for the content. Documents range from straightforward text to highly complex materials, and target audiences vary just as widely. I would be delighted to discuss the specific scope of your project with you to provide an accurate estimate.
 

9. Do you have experience ensuring content complies with government accessibility standards or plain writing acts?
 

Yes. I was a member of the Technical Committee for Plain Language that developed Canada’s first accessible plain language standard: CAN-ASC-3.1:2025 – Plain Language. As a result, I am uniquely positioned to ensure your content fully complies with modern government accessibility standards and plain writing legislation. Canada’s plain language standard is currently the most comprehensive of its kind in the world.
 

10. How much time will our subject matter experts need to spend working with you during the rewriting process?
 

That depends entirely on the complexity, readability, and usability of the initial document. A great way to gauge this is to test the initial draft with your intended audience to see exactly what they need to understand. In my experience, subject matter experts rarely need to dedicate a significant amount of time to the communications I work on. They simply need to be available to answer occasional technical questions and trust the feedback of their intended audience.

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