Plain Language and Technical Writing

Introduction

Plain language and technical writing are two important ways of communicating information clearly. Both are used to make complex information easy to understand. While plain language focuses on making content simple and readable, technical writing ensures that specialized information is conveyed accurately. Using both approaches can help reach a wide audience and improve communication.

What is Plain Language?

Plain language is writing that is easy to read and understand. It avoids complicated words, long sentences, and technical jargon. The goal of plain language is to make information accessible to everyone, including people who may not be experts in the subject (Plain Language Action and Information Network [PLAIN], 2023).

Plain language uses simple words, short sentences, and clear formatting. For example, instead of saying, “utilize,” a plain language document would say “use.” Instead of writing long paragraphs, plain language writing breaks information into bullet points or sections to improve readability.

What is Technical Writing?

Technical writing is used to explain complex topics in a clear and structured way. It is often used in industries like engineering, medicine, and IT (Gerson & Gerson, 2020). Technical writers create manuals, instructions, reports, and guides. Their goal is to help users understand and use technical information correctly.

Technical writing follows a logical order and uses precise language. It may include diagrams, charts, and tables to help readers grasp difficult concepts. Unlike plain language, technical writing often includes specialized terms, but it ensures these terms are well-defined for the target audience.

The Relationship Between Plain Language and Technical Writing

Plain language and technical writing are connected. While technical writing often deals with complex topics, it can benefit from plain language principles. For example, a user manual should explain technical details but still be easy to read. If the language is too complex, users may not understand the instructions (Redish, 2012).

Using plain language in technical writing helps ensure that documents are clear and accessible. For example, legal contracts and government policies often use technical writing, but plain language can make them easier for the public to understand.

Benefits of Using Plain Language in Technical Writing

There are several advantages to using plain language in technical writing:

• Readers can quickly understand the content without confusion.
• Clear instructions reduce the need for extra explanations or support.
• A wider audience, including non-experts, can use the information effectively.
• Easy-to-follow instructions help prevent mistakes in using a product or service.

Conclusion

Plain language and technical writing are both essential for clear communication. Technical writing provides structured and accurate information, while plain language ensures it is easy to understand. Combining both approaches can improve readability and make complex information accessible to more people.

References

Gerson, S. J., & Gerson, S. M. (2020). Technical writing: Process and product (9th ed.). Pearson. Retrieved from https://www.pearson.com/us/higher-education/program/Gerson-Technical-Writing-Process-and-Product-9th-Edition/PGM2188679.html

Plain Language Action and Information Network. (2023). What is plain language? Retrieved from https://www.plainlanguage.gov/about/definitions/

Redish, J. (2012). Letting go of the words: Writing web content that works (2nd ed.). Morgan Kaufmann. Retrieved from https://www.elsevier.com/books/letting-go-of-the-words/redish/978-0-12-385930-3