What are the key principles of plain language and why are they important for user documentation?

1 Know your audience

The first principle of plain language is to know your audience and tailor your content to their needs, goals, and preferences. You should consider who your users are, what they want to achieve, what they already know, and what they might struggle with. You should also use appropriate terminology, tone, and examples that match your audience's level of expertise, familiarity, and interest. Knowing your audience will help you write user documentation that is relevant, useful, and engaging.

2 Organize your content

The second principle of plain language is to organize your content in a logical and coherent way. You should structure your user documentation according to the user's tasks, not the product's features. You should also use clear headings, subheadings, and labels that indicate what each section or topic covers. You should also provide an overview or summary of the main points, and use transitions and signposts to guide the user through the content. Organizing your content will help you write user documentation that is easy to navigate, scan, and follow.

3 Write clear sentences

The third principle of plain language is to write clear sentences that convey your meaning precisely and directly. You should use simple and familiar words, avoid jargon and acronyms, and explain any technical terms or concepts. You should also use active voice, avoid passive voice, and choose strong verbs over weak nouns. You should also keep your sentences short and vary their length and structure. Writing clear sentences will help you write user documentation that is readable, understandable, and actionable.

4 Use effective design

The fourth principle of plain language is to use effective design elements that enhance your content and support your user's comprehension. You should use fonts, colors, and white space that are consistent, legible, and appealing. You should also use lists, tables, charts, and diagrams to present information visually and highlight key points. You should also use images, screenshots, videos, and animations to illustrate steps, processes, or results. Using effective design will help you write user documentation that is attractive, informative, and memorable.

5 Test and revise

The fifth principle of plain language is to test and revise your content based on feedback from your users and stakeholders. You should conduct usability tests, surveys, interviews, or reviews to evaluate how well your user documentation meets the user's needs, expectations, and satisfaction. You should also check your content for accuracy, clarity, consistency, and completeness. You should also edit and proofread your content for grammar, spelling, punctuation, and style. Testing and revising your content will help you write user documentation that is reliable, polished, and effective.

6 Follow best practices

The sixth principle of plain language is to follow best practices and standards that are relevant for your product, industry, or domain. You should consult guidelines, templates, or examples that provide recommendations and examples for writing user documentation. You should also adhere to any legal, ethical, or regulatory requirements that apply to your content. You should also update your content regularly to reflect any changes or improvements in your product or service. Following best practices will help you write user documentation that is compliant, consistent, and current.

7 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?