Plain language guidelines

Plain language is communication your audience can understand the first time they read or hear it.

What is plain language?

Simple words, easy to follow, that's plain language. It helps everyone understand the information on your CT.gov website.

We write for everyone in Connecticut, so aim for a 6th grade reading level. This ensures everyone can find and understand the important information you share.

Avoid confusing language, government jargon, and long sentences. Learn more about plain language and how you can use it.

Three objectives of plain language 

If your content meets these three objectives, you have likely written in plain language. Nice work!

• Objective #1: Help the user find what they need. “Visit the DMV website to learn how to register your vehicle.”
• Objective #2: Help them understand what they find. “Here, on the DMV Vehicle Registration page, you can pay your registration fees.”
• Objective #3: Help them use what they find to meet their needs. “Have your driver’s license and vehicle registration number handy when you’re ready to fill out the online form.”

Four steps to writing plainly 

CT.gov best practices suggest writing for a 6th grade readability level or below.

Step 1: Keep it simple

• Clarity is an ethical imperative and people deserve to understand what their government is telling them. Give users content that’s concise and clear.
• For tips on how to set up your page for the best user experience, visit On-page Content Structure.
• Want an easy way to make sure your content reads at an 6th Grade reading level? Use the Hemingway Editor.

Step 2: Avoid complex words

• Use common simple words instead of unusual or complex ones. Check out this table of alternatives for complicated words and phrases.
• If you feel it’s important for the reader to understand a jargon-y or complex term, then just explain it.

Step 3 Write like you talk

• When creating content, write like you’d talk to a regular person.
• Use everyday language, like “help” and “use,” instead of “assist” and “utilize.”
• Address the reader as “you” and refer to your agency as “we.”
• Use contractions like “you’ll” and “can’t.”

Step 4: Write in active voice

• Always use active voice in your writing to enact “writing like you talk.” Active sentences are stronger, clearer, more trustworthy, and usually shorter.
• According to Mary Dash, “Active voice clearly identifies the action and who is performing that action. Unfortunately, much of government writing is in the passive voice, giving documents a wordy, bureaucratic tone.”

Example 1:

• Correct: [Active] Applicants can file an appeal if they disagree.
• Incorrect: [Passive] An appeal can be filed by an applicant if they disagree.

Example 2:

• Correct: [Active] The usher told us where our seats were.
• Incorrect: [Passive] We were told by the usher where our seats were.