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How can you make financial documents more accessible using plain language?

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Financial documents are often full of jargon, numbers, and complex concepts that can be hard to understand for many readers. Whether you are writing a report, a proposal, a budget, or a statement, you want to make sure your message is clear, accurate, and engaging. Plain language is a way of writing that simplifies your content without losing its meaning or quality. It helps you communicate effectively with your audience, avoid confusion and errors, and improve your credibility and trust. In this article, you will learn how to make financial documents more accessible using plain language.

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1 Identify your purpose and audience

Before you start writing, you need to have a clear idea of what you want to achieve and who you are writing for. What is the main goal of your document? What are the key points you want to convey? Who are your readers and what do they need to know? How familiar are they with the topic and the terminology? How will they use your document? Answering these questions will help you tailor your content to suit your purpose and audience.

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Lahaga Aondowase

Founder & CEO at AI Video Tools Pro ?? ? | Your go-to platform for high-quality tailored AI video tools for your content creation.
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You can make financial documents more readable by following a few plain language guidelines. First, use common words rather than specialized jargon. For example, say "at the end" instead of "upon termination." Also avoid long, convoluted sentences. Break up complex ideas into shorter statements. Additionally, organize the information logically and highlight key points. Use headings and bullet points to draw attention to important sections. Include examples and explanations for specialized terms. Don't just define vocab - illustrate what it means. Most importantly, put yourself in the reader's shoes. Ask - would a typical customer understand this? If not, rewrite it until the message is crystal clear.

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Aartii Amit

Accelerating Growth with Strategic Digital Marketing & Marketing Operations | SFMC & Marketing Automation Expert | Analytics Guru | International Marketing Strategist | Growth Hacking Enthusiast | Speaker & Coach
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To enhance the accessibility of financial documents, it's crucial to avoid complex language that may confuse readers. Instead, opt for clear, simple terms that everyone can grasp. When you encounter intricate terms, explain them plainly and ensure consistency in their explanations throughout the documents. This straightforward approach fosters accessibility and understanding for all readers, including those with disabilities that affect their reading and comprehension abilities.

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2 Use simple and precise words

One of the most important aspects of plain language is choosing the right words. Avoid using jargon, slang, acronyms, or technical terms that your readers may not understand. If you have to use them, explain them clearly and consistently. Use simple and common words that convey your meaning without ambiguity or confusion. For example, instead of saying "utilize", say "use"; instead of saying "disburse", say "pay". Be precise and specific when you refer to numbers, dates, amounts, or percentages. Don't use vague or general words like "some", "many", or "a lot".

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3 Organize your content logically

Another key element of plain language is creating a logical and coherent structure for your content. Organize your information into sections, headings, subheadings, paragraphs, and sentences that follow a clear and logical order. Use transitions and connectors to link your ideas and guide your readers. Start with the most important or relevant information and then provide more details or explanations. Use summaries, bullet points, tables, charts, or graphs to highlight key points or simplify complex data. Break up long blocks of text into shorter and easier-to-read chunks.

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Leah Presser

Freelance Legal Tech Marketing Content Writer | Thought-Leadership Ghostwriter | Turning your legal tech insights into industry-leading narratives | | Articles, Case Studies, Blogs, White Papers, Emails & More
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When you initially organize a piece of content, scan it from beginning to end, reading only the headings and subheadings. Do you hear a logical narrative? When an article is organized coherently, the headings often read like a brief summary. Busy site visitors will initially scan headings before committing to reading in detail, so create headings that evoke curiosity. Upon reading the headings, are there places where the logic leaps too quickly ahead? Add the needed information to bring the reader along. Go on to eliminate redundancy and cut extraneous details. Reorganize any sections that feel out of place until you have a concise, coherent, and totally irresistible content piece.

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4 Write in an active and personal voice

Plain language also involves writing in a way that engages and connects with your readers. Use an active voice instead of a passive voice to make your sentences more direct and clear. For example, instead of saying "The budget was prepared by the finance team", say "The finance team prepared the budget". Use a personal voice instead of an impersonal one to make your content more relatable and friendly. Address your readers directly using "you" and "your" and use "we" and "our" when you refer to yourself or your organization.

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5 Review and revise your content

The final step of plain language is reviewing and revising your content to make sure it is clear, accurate, and error-free. Read your document aloud and check if it sounds natural and flows well. Ask yourself if you have used the simplest and most precise words, if you have organized your content logically, if you have written in an active and personal voice, and if you have achieved your purpose and audience. Use tools like spell checkers, grammar checkers, readability checkers, or plain language checkers to identify and correct any mistakes or issues. Ask someone else to read your document and give you feedback on how to improve it.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you make financial documents more accessible using plain language?

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3

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1 Identify your purpose and audience

2 Use simple and precise words

3 Organize your content logically

4 Write in an active and personal voice

5 Review and revise your content

6 Here’s what else to consider

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