In Europe, many official documents are often written at level C1, an advanced language level. However, the majority of European citizens only reach B1 level, which corresponds to an intermediate level. This creates a gap between the complexity of texts and the comprehension skills of readers, limiting access to information. To overcome this, the use of new tools such as the Easy-to-read method or plain language is becoming essential to make documents accessible to a wider audience.
The importance of plain language
Plain language is based on simple principles:
- Avoid jargon;
- Identify your audience and write in a way that meets their needs;
- Using the active voice ;
- Break down complex information into smaller, more manageable sections;
- Present complex information in the form of lists or tables to make it easier to assimilate;
- Formulate sentences in a positive way ;
- Pay attention to pronouns;
- Instructions must be precise and direct.
This style of writing enables everyone, whatever their level of education, to understand a text on first reading. For example, instead of using complex technical or legal terms, it is advisable to use everyday words and direct formulations. This avoids misunderstandings and ensures that information is conveyed more effectively. The use of short, precise sentences captures the reader’s attention and saves time, a valuable asset in a professional context, for example, where efficiency is important.
Example of adapted sentences in plain language
- Here is a first example of a ‘complex’ sentence:
‘Employees are encouraged to consult the intranet regularly to keep abreast of updates to internal policies.
In plain language, this sentence would become :
‘We recommend that you check the intranet often to see new information about our policies.’
- Here is a second example of a ‘complex’ sentence:
‘The deadlines for submitting holiday requests must be strictly adhered to.
In plain language, this sentence would become :
‘You must respect the deadlines for sending in your holiday requests.
In the examples above, we have :
- used ‘we’ and ‘you’ rather than the impersonal form;
- used common, accessible words;
- remove descriptive adjectives ;
- reduces the number of words in sentences.
The two adapted and simplified sentences are therefore more concise and easier to digest.
A tool for equal opportunities
Accessibility of the written word is also a question of equal opportunities. A text that is difficult to understand can exclude certain learners or workers, particularly those with reading difficulties, cognitive difficulties or whose mother tongue is not French. By making documents accessible to all, we enable everyone to understand the information without outside help, thereby encouraging their independence and inclusion.
The use of plain language is not limited to administrative documents, but can also apply to training manuals, safety instructions or internal communications. Making these documents accessible to all employees in an organisation not only reduces errors, but also ensures better integration and more active participation by employees.
The Text it easy project to encourage plain language in the workplace
The European project Text it Easy, funded by the Erasmus+ programme, aims to promote the use of plain language in all professional sectors. To achieve this, it is using tools based on artificial intelligence. The aim of these tools is to help, for example, to assess the readability of a text, identify complex passages more quickly or help to rewrite a text. The main aim is to improve access to information and communication for all citizens, thereby promoting their inclusion in society.
The vocational education and training sector is very important because it helps people to learn throughout their lives. By integrating practices to make information accessible to all, the project meets two objectives:
- Better integration of students with reading or writing difficulties into vocational training courses.
- To raise awareness among future professionals of the importance of making their writing practices and communications more accessible and inclusive.
To find out more, visit the Text it easy project website
Sources :
- “Écrire pour être lu” – Fédération Wallonie-Bruxelles Culture (2009)
- “Écrire pour être lu” – Association Jet d’encre (2018)
- “L’information pour tous – Règles européennes pour une information facile à lire et à comprendre” – UNAPEI Association Nous aussi (2015)
- “Comprehensive User Guide for ERASMUS+ Inter-institutional Agreements” by European Commision
- “Langage clair pour la construction” – ConstruForce Canada
