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Plain Language

Plain language means writing and speaking in a way that people can understand the first time they read or hear it. WNESU aims for a 6th–8th grade reading level for most district and school communications. Plain language does not mean “dumbing things down”—it means being clear and direct.

Plain language helps families and staff:

  • Find what they need
  • Understand what they find
  • Use it to take action

Before you write

Ask yourself:

  • Who is this for (families, students, staff)?
  • What do they need to know or do?
  • What is the one main message?
  • What’s the deadline or next step (if any)?

Organize for easy reading

  • Put the most important information first (what this is, who it affects, and what to do next).
  • Use short sections with clear headings.
  • Use bullet lists for key details.
  • Use numbered steps for a process (Step 1, Step 2, Step 3).
  • Aim for short paragraphs (1–3 sentences when possible).

Use active voice

Active voice is clearer because it says who does what.

  • Active: “Please return the form by Friday.”
  • Passive: “The form must be returned by Friday.”

Use everyday words

Use simple words without losing accuracy. Clear writing also makes translation easier. If you must use a technical term, define it the first time you use it.

Examples:

  • “use” instead of “utilize”
  • “start” instead of “commence”
  • “follow” instead of “comply”
  • “help” instead of “provide assistance”
  • “because” instead of “due to the fact that”

Speak directly to the reader

Use “you” and “we” when it makes the message clearer.

Example:

  • Instead of: “Students are required to submit…”
  • Try: “Please submit…” or “Your student must submit…”

Family-facing examples:

  • Main message first: “Dismissal is changing today. Students will be dismissed from the gym at 2:45 PM.”
  • Clear steps: “To update your contact info: 1) Log in to PowerSchool 2) Click Forms 3) Update your phone/email 4) Click Submit.”
  • Clear deadline: “Please complete the form by Friday, March 6. If you need help, call the school office.”