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Link to Plain Language Initiative
Introduction Guidelines Training and Resources Coordinating Committee Awards
What is Plain Language? Why Should You Use Plain Language? Where Do You Start?
Engage Your Readers Write Clearly Display Material Clearly Evaluate Your Document
Engage Your Readers

First, consider who your reader is. Often, there is more than one reader. For example,

Members of Congress often forward copies of letters from their constituents; both will read your response. Next, consider what the reader needs to know and organize your document to answer the reader's questions.

You should also write to the appropriate reading level. The NIH Plain Language Coordinating Committee recommends:
Recommended Reading Level Type of Information
4th-8th grade public information materials and public notices
8th grade and higher technical and legal information, such as grant applications and information for medical students
higher reading levels acceptable technical and medical research information and internal documents

Note: You can use the Simple Measure of Gobbledygook (SMOG) Readability Index to determine the grade level of your text. You can find tools in your word processing program to assist you in counting words and sentences and finding the average length of sentences and paragraphs.
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NIH Staff Interaction with the Executive Secretariat Help with Writing Official Correspondence The Plain Language Initiative Reports & Meetings NIH Key Staff Lists About the Executive Secretariat
Last updated: August 19, 2002