One of the best ways to understand plain language is to see it in action. While the principles of plain language may sound simple, applying them consistently takes practice. Professional editors look for opportunities to make writing clearer, more direct, and easier to understand without changing its meaning.
The goal is not to remove important information.
It’s to help readers understand that information the first time they read it.
Below are several examples of how editing can transform complicated writing into clear, reader-friendly communication.
Example 1: Replace Unnecessary Formal Language
Before
Prior to submitting your application, applicants are encouraged to review all applicable eligibility requirements in order to determine whether they qualify for participation in the program.
After
Before you submit your application, review the eligibility requirements to make sure you qualify for the program.
The revised version uses familiar words, removes unnecessary phrases, and speaks directly to the reader.
Example 2: Use Active Voice
Before
The proposal will be reviewed by the evaluation committee after all required documentation has been received.
After
The evaluation committee will review your proposal after it receives all required documents.
Active voice clearly identifies who is performing the action, making the sentence easier to understand.
Example 3: Shorten Long Sentences
Before
Organizations that wish to receive funding must complete the required application forms, submit all supporting documentation, provide financial statements, and demonstrate that program objectives align with the funding priorities established by the grant provider.
After
To apply for funding, complete the application and submit all required documents. Include your financial statements and explain how your program supports the funder’s priorities.
Breaking one long sentence into two shorter ones makes the information easier to follow.
Example 4: Remove Wordy Phrases
Many professional documents include phrases that add length without adding meaning.
Before
Due to the fact that funding is limited, applications will be reviewed on a competitive basis.
After
Because funding is limited, applications will be reviewed competitively.
Removing unnecessary words creates stronger, more direct writing.
Example 5: Replace Vague Language
Readers should never have to guess what you mean.
Before
Applications should be submitted as soon as possible.
After
Submit your application by October 15.
Specific instructions are easier to understand and easier to follow.
Example 6: Explain Technical Terms
Some technical language is necessary, but readers should understand what it means.
Before
Applicants must comply with all indirect cost allocation requirements.
After
Applicants must follow the grant’s indirect cost allocation requirements, which explain how certain shared expenses can be included in the project budget.
The revised version keeps the technical term while providing enough context for readers who may be unfamiliar with it.
Example 7: Break Up Dense Paragraphs
Large blocks of text can overwhelm readers, even when the information is accurate.
Before
The organization provides workforce training services, career counseling, employment placement assistance, resume development workshops, interview preparation sessions, financial literacy education, and partnerships with local employers to support participants throughout the employment process.
After
The organization helps people prepare for employment by offering:
- Workforce training
- Career counseling
- Resume workshops
- Interview preparation
- Financial literacy education
- Job placement assistance
- Connections with local employers
Using a list makes the information easier to scan and remember.
Example 8: Focus on the Main Idea
Readers understand information more quickly when the main point comes first.
Before
Following a comprehensive review of community feedback and available financial resources, the organization decided to expand its youth mentoring program.
After
The organization decided to expand its youth mentoring program after reviewing community feedback and available funding.
Leading with the decision helps readers understand the sentence immediately.
Example 9: Eliminate Repetition
Repeated ideas make documents longer without making them clearer.
Before
The purpose of this report is to provide information regarding the organization’s activities and accomplishments during the reporting period. This report also provides information about the organization’s financial performance during the reporting period.
After
This report summarizes the organization’s activities, accomplishments, and financial performance during the reporting period.
The revised version communicates the same information in fewer words.
Example 10: Write for the Reader
Plain language focuses on what readers need to know.
Before
Individuals seeking additional information regarding available services may contact the organization using the information provided below.
After
Contact us if you have questions about our services.
The revised version is shorter, friendlier, and more direct.
What These Examples Have in Common
Although each example addresses a different issue, they all follow the same plain language principles.
The edits:
- Use familiar words.
- Keep sentences concise.
- Remove unnecessary repetition.
- Organize information clearly.
- Replace passive voice with active voice when appropriate.
- Explain technical terms.
- Put the reader’s needs first.
Together, these changes make documents easier to read without changing their meaning.
Related: What Is Plain Language?
Plain Language Does Not Mean Less Professional
Some organizations worry that simpler writing will make them sound less knowledgeable. In reality, the opposite is often true.
Clear writing demonstrates confidence. It allows readers to understand your message without struggling through unnecessary complexity.
Professional organizations are judged by the quality of their communication as much as the quality of their work. Documents that are clear, organized, and easy to understand help build trust with donors, employees, customers, government agencies, investors, and the public.
Related: Plain Language Principles Every Organization Should Know
How Professional Editing Makes the Difference
Many writers know what they want to say but find it difficult to recognize where their writing has become too complex. A professional editor reviews the document from the reader’s perspective, identifying opportunities to improve clarity while preserving the writer’s intent.
At SP Editing, we help organizations transform complicated writing into clear, professional communication. We edit annual reports, grant proposals, policy manuals, websites, employee handbooks, public notices, and other organizational documents using proven plain language principles.
Whether your document needs minor improvements or a complete readability review, SP Editing can help you communicate with clarity, confidence, and purpose through professional plain language editing.
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