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I recently got an unexpected request from someone in Japan. According to the sender, they had come across one of my articles on Microcopy and thought it would be great for their website audience. They wanted to translate the article into Japanese and needed my permission. After I checked their website (the English version, of course) and saw how they’re championing great Microcopy in Japan, I was more than happy to grant their request.

But it got me thinking about the power of writing.

I remain in awe of how far our words can travel, defying borders to connect people, regardless of cultural and linguistic differences. Knowing that our content can reach various corners of the earth makes it even more important to write with diversity in mind.

Think about it: once your content is out in the wild, anyone can access it. Among those accessing your content, you might have:

• Native English speakers
• Non-native English speakers
• Non-English speakers (who’ll be accessing the translated version of your content)

Every one of these groups matters. And more so, their needs are different. It would be a shame if your content, which has a significant impact on native English speakers, doesn’t have the same effect when translated into another language.

The challenge, therefore, is finding a common ground for communicating with these diverse groups.

The best way to achieve a common ground is to write in plain language.

What is plain language?

Plain language is a clear and straightforward writing style that prioritizes simplicity, clarity, and ease of understanding for a wider audience.

Your content is in plain language if your users can easily:

• Find what they need
• Understand what they find
• Act on what they find

Simply put, plain language prioritizes comprehension over colorful writing. And just in case you’re wondering why you should write in “black and white,” here’s why:

Why write in plain language?

• For non-English speakers, plain language helps to ensure the version they get is as close as possible to the source content. As the language is straightforward, there is no room for misunderstanding or discrepancies during translation.
• For non-native English speakers, it aids comprehension without dumbing down the content.
• Native English speakers might not necessarily need plain language to understand your content, but they won’t mind the extra help. “This text is so easy to read, I feel insulted,” said no one ever.

Basically, plain language helps everyone.

So, now that we’ve explored the “why,” let’s shift our focus to the “how.” It’s time to look at some tips and strategies to help ensure that your content is in plain language.

How to write in plain language

1. Use simple, everyday words: Always use the simplest, most familiar words to convey your message. For example, use ‘start’ instead of ‘initialize’, ‘long’ instead of ‘protracted’, and ‘get’ instead of ‘obtain’.
2. Omit needless words: Make your expressions as concise as possible. For example, use ‘now’ instead of ‘at this point in time’.
3. Use consistent terminology: Use the same word to describe the same action. For example, don’t use ‘delete’ in one part of your text and ‘remove’ in another.
4. Prefer shorter sentences: Short sentences improve readability, which is especially helpful when writing for readers who are already tasked with reading a language that’s not their native one.
5. Avoid ambiguous words: Whenever possible, replace terms with multiple meanings with those with only one or a few meanings. This reduces the risk of confusion during translation. For example, use ‘difficult’ in place of ‘hard’.
6. Use active rather than passive voice: Active voice is typically clearer and more direct. By clearly indicating who is performing the action, readers are more likely to understand what you’re saying. For example, ‘click this button’ is clearer than ‘this button should be clicked on’.
7. Keep the subject, verb, and object close together: Inserting modifiers, phrases, and clauses between these core elements can hinder comprehension. For example: “If an employee wishes to take a loan, the company, at the discretion of the board, and after completing the necessary credit checks, may grant the employee’s request.” Can be rewritten as:“The company may grant an employee’s loan request, subject to board discretion and required credit checks.”
8. Use nouns instead of pronouns where possible: Pronouns can be ambiguous, especially when the noun they refer to isn’t specified. For example, instead of ‘it was cozy,’ write, ‘the room was cozy.’
9. Avoid nominalizations: Nominalization turns verbs or adjectives into nouns, resulting in weaker, convoluted expressions. This adds unnecessary complexity for an international reader. For example, use ‘adjust’ instead of ‘make an adjustment’.
10. Avoid slang and idioms: Slang often relies on cultural references to convey meaning. And when there is no shared culture, confusion can arise. With figurative writing like idioms, English learners are more likely to interpret them literally, which can result in unintended interpretations.
11. Avoid phrasal verbs (use direct verbs instead): Phrasal verbs can be difficult for non-native English speakers because their meaning is not immediately apparent based on the individual words. To add to this complexity, they can also have multiple meanings. For example, ‘turn up’ can mean to increase the intensity of something and can also mean to arrive somewhere. Such ambiguity can pose challenges for both translation and comprehension.
12. Avoid sarcasm or irony: More often than not, sarcasm and irony rely on cultural contexts. When there is no shared culture, the chance of misinterpretation becomes significantly higher.
13. If you must use technical terms, explain them in the first reference: Content meant for a global audience should typically include a glossary of all new, coined, technical, or otherwise unfamiliar terms. However, it’s best to define these terms when they first appear in the text. Thereafter, readers can be expected to rely on the glossary.
14. Aim for 7th-grade reading level (or below): International readers have different educational backgrounds. Simpler language can help bridge cultural and linguistic gaps.
15. Test your content: It is necessary to test your content with members of your target audience. But if that’s not feasible, at the very least, get someone (preferably a non-native English speaker) to proofread your work.

And, whatever you do, please don’t use seasons to indicate time (e.g. This summer…), as seasons vary in different regions.

There you have it! Some tips and strategies for creating that can transcend borders. This is by no means an exhaustive list. In fact, inclusive writing is a never-ending journey involving a lot of learning and unlearning.

So the next time you’re working on a writing project — content writing, technical writing, or UX writing — keep these tips in mind. Who knows what part of the world your words might get to?