Plain language

Using plain language helps people quickly understand and use your information. Plain language is a requirement for the NZ government, but the approach is helpful for everyone.

What is plain language

Plain language means writing so people can easily understand your message. It should be:

  • clear — the meaning is easy to understand and is without jargon or long sentences
  • concise — it only includes the words and information people need
  • well organised — ideas are presented in a logical order
  • audience-focused — it’s written for real people, not institutions (human-centred).

It does not mean dumbing things down. It’s about explaining complex information in a way that respects the reader’s needs, time and abilities.

Why plain language is important

Literacy skills in New Zealand

Literacy is the ability to read, write, understand, and communicate information in everyday life.

In New Zealand:

  • 26% of adults have low literacy skills — these people can usually understand short, simple texts or lists when the important information is clear.
  • only 13% of adults have high literacy skills — these people can read and understand long, detailed texts and make sense of complex information.

Survey of Adults Skills 2023: New Zealand — Organisation for Economic Co-operation and Development (OECD)

Benefits of using plain language

Plain language helps with:

  • access and fairness — people with different literacy skills, thinking abilities or language backgrounds can understand the information
  • trust and transparency — clear writing builds confidence in public institutions because it does not hide information behind jargon
  • customer satisfaction — users have a positive experience when information is easy to find and follow
  • efficiency — clear information reduces questions, feedback or complaints about confusing content or a frustrating process.

Clear writing saves time, reduces confusion and helps people make informed decisions.

Plain language benefits everyone. It's a commitment to putting people first.

Plain Language Act

Writing plainly also aligns with the Plain Language Act , which requires public service agencies and Crown organisation to communicate clearly in certain documents.

Plain Language Act

How to put plain language into practice

Plain language is a writing approach you can apply every day. Here are some ways to use it.

Know your audience

Write for the reader. Ask yourself:

  • who is it for?
  • what do they already know?
  • what do they need to do after reading this?

Use everyday words

  • Prefer common, familiar words.
  • Identify words that can be difficult or confusing and make them understandable.
  • Use the expanded form or meaning of abbreviations and acronyms the first time you use them.

Words to avoid and specialist words

Keep sentences and paragraphs short

  • Aim for one idea per sentence.
  • Break long paragraphs into smaller chunks.
  • Use bullet points to make information easier to scan.

Be direct and specific

Tell people exactly what they need to do.

  • Use active voice (“We will contact you”).
  • Avoid vague phrases like “as appropriate” or “where necessary”.

Use a clear structure

  • Put the most important information first.
  • Use descriptive headings.
  • Group related information together.

Findable content — use keywords and structure

Test your writing

Before publishing, ask yourself:

  • can someone unfamiliar with this topic understand it?
  • could this be read quickly on a phone?
  • is anything unclear, repetitive or unnecessary?

If possible, get a peer-review and test the content with real users.

Related guidance

Utility links and page information

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