By Crystal Bruce, Health Communication Specialist
Many have heard of the Plain Writing Act of 2010, the law that requires federal agencies to use clear and understandable language in their communication with the public. You may not know that in 2022 a new bill was introduced in the U.S. Senate that would update that existing law. The Clear and Concise Content Act of 2022 aims to strengthen the use of plain language in all federal communications to ensure clarity and ease of understanding for citizens. Though the bill is still under review and has not yet reached the U.S. House of Representatives, it represents an important step forward in promoting transparency, efficiency, and accessibility in government.
What is the Clear and Concise Content Act of 2022?
The Clear and Concise Content Act of 2022 builds on the Plain Writing Act of 2010, which already requires federal agencies to use clear, concise, and well-organized language in their communication with the public. The 2022 bill aims to expand these requirements, making sure that all government documents and resources are easy to read and understand. This includes everything from legal forms to government websites, policy announcements, and public service documents.
The bill also proposes greater accountability. If passed, agencies will be required to appoint a “plain language officer” to oversee communication standards and ensure compliance with the act. In addition, federal agencies would need to submit annual reports on their plain language efforts, which could include assessments of the readability of their documents.
Why is plain language important?
The recent COVID-19 pandemic emphasized that clear and straightforward communication is more critical than ever. Plain language makes certain that citizens can access and understand essential information without the barrier of overly complex or technical language. When the government communicates clearly, it improves transparency, builds trust, and increases public engagement.
Consider how often citizens interact with government documents: tax forms, healthcare policies, voting information, and legal notices. These materials need to be accessible to everyone, regardless of educational background. When language is clear and direct, citizens can better understand their rights, obligations, and the resources available to them.
Plain language also saves time and resources. Misunderstood communication leads to errors, confusion, and follow-up questions, costing the government and individuals time and money. The Clear and Concise Content Act of 2022 aims to reduce these inefficiencies by making government documents easier to understand.
How are we using plain language at Karna?
At Karna, we prioritize clear, concise communication in every aspect of our work. Whether we’re drafting proposals, communicating with clients, or writing emails to coworkers, we understand the importance of clarity and professionalism. We have developed an internal style guide for Karna staff that helps us apply these principles. The guide is based on the American Psychological Association’s style guide and includes Karna-specific sections. This commitment to well-written communication not only strengthens our credibility but also builds trust with our clients, improving collaboration and efficiency across projects.
How can you improve your writing?
Whether you’re working in government, the private sector, or simply writing for personal use, the principles of plain language can benefit everyone. Here’s a refresher on what plain language looks like in practice:
- Use short sentences. The key to good writing is editing. Remove unnecessary words and use shorter sentences. Long sentences are harder to follow. Break up complex thoughts into shorter, more digestible sentences. Aim for an average of 15-20 words per sentence.
- Avoid jargon. Technical terms and industry jargon can alienate readers who aren’t familiar with them, but precision should be a primary consideration. Always choose simpler, more universally understood words when possible. If technical terms are necessary, provide explanations.
- Keep it conversational. Communicating with the public means speaking their language. Use active voice, contractions, and the present tense—everything you would do if you were having an actual conversation with a person. Writing should feel natural as you’re doing it, and sound natural to someone when they read it.
- Focus on structure. This advice, of course, applies to all writing—there should be a clear topic, and relevant information should be featured prominently. One of the keys to achieving this can be the appropriate use of an organizational framework or markers so that readers can quickly see where to find the information they are looking for. For example, you might consider using bold headlines or a larger font size.
- Design for reading. Large, unbroken blocks of text can be intimidating and off-putting. Use subheadings to break up writing into clearly labeled sections or lists to make things more appealing and easier to read.
- Be ruthless when you edit. Once you’ve finished writing, go back and remove any unnecessary words or phrases. Ask yourself: “Is there a simpler way to say this?” Every word should have a purpose.
- Write for your audience. Plain language doesn’t mean overly simple or basic writing. What’s important to consider is who will be reading the content. What questions might they have? What information do they need? Tailoring your writing to your readers helps ensure they stay engaged and understand the message.
Conclusion
Good writing benefits everyone, whether in government, business, or daily life. Keep an eye on the progress of this act, as it could shape how federal agencies communicate with the public for years to come.