Plain Language Standards
The Maryland Plain Language Standards is a guide for all written state communication. The Standards include two parts: writing and design. When you use the Standards, you help people understand what they read the first time they read it.
Plain language means writing that is clear, concise, and well-organized. It follows other best practices appropriate to the subject matter and the people who need it.
When an agency uses plain language, more people can understand the message. Written communication in plain language reduces misunderstandings. As a result, agencies save time and respond to fewer questions.
Note: This document is the minimum standard for plain language communications.The standards are based on federal, state, and industry best practices. Updates are made each year as needed.
Part One: Write for your audience 1
Agencies must first understand the audience they serve. This means finding out who they are and what they need to know. Take into account the level of expertise for your audience and write for them.
Be Concise
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Use everyday words. Common, familiar words are better than jargon or technical terms.
Before
This form will be used by Federal agencies to obtain applicant certification that States which have established a review and comment procedure in response to Executive Order 12372 and have selected the program to be included in their process, have been given an opportunity to review the applicant’s submission.
After
If your State requires an opportunity to review your application, use this form to certify that you have done so. Include the form in your application.
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Use active voice. Active voice makes it clear who is supposed to do what.
Before
The report was completed by the committee.
After
The committee completed the report.
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Use present tense. Present tense creates a sense of immediacy.
Before
When you complete this form, you will be applying for assistance.
After
Complete this form to apply for assistance.
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Use short sentences. Break apart complex ideas so there is only one idea in each sentence to enhance understanding. Look for “and” in a sentence to see if there is an opportunity to make two sentences. Delete unnecessary text. Add details but only what the reader needs or wants to know. Limit sentences to 15-20 words.
Before
When the process of freeing a vehicle that has been stuck results in ruts or holes, the operator will fill the rut or hole created by such activity before removing the vehicle from the immediate area.
After
If you make a hole while freeing a stuck vehicle, you must fill the hole before you drive away.
Define and explain technical terms
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Use definitions. Clarify the term in the same paragraph.
Before
ARM is a type of mortgage where the interest rate may change periodically.
After
A mortgage is a loan to buy a home or borrow money using a home you already own. With an adjustable-rate mortgage (ARM), the interest rate can change over time.
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Use examples to help the reader understand.
Before
Infants and children who drink water containing lead in excess of the action level could experience delays in their physical or mental development. Children could show slight deficits in attention span and learning abilities. Adults who drink this water over many years could develop kidney problems or high blood pressure.
After
Lead in drinking water can make you sick. Here are some possible health effects of high lead levels in your drinking water:
Children:
- Delayed growth
- Learning disabilities
- Short attention span
Adults:
- Kidney problems
- High blood pressure
1 https://www.plainlanguage.gov/guidelines/audience/
Part Two: Design for reading 2
Organize Information
- Use headings and subheadings to guide readers through the document.
- Use bullet points or numbered lists for easy scanning of key information.
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Get right to the point. Start with the most important idea. Order information so your reader gets the information they need.
Before
Mitigation is the cornerstone of emergency management. It’s the ongoing effort to lessen the impact disasters have on people’s lives and property through damage prevention and flood insurance. Through measures such as, building safely within the floodplain or removing homes altogether; engineering buildings and infrastructures to withstand earthquakes: and creating and enforcing effective building codes to protect property from floods, hurricanes and other natural hazards, the impact on lives and communities is lessened.
After
Protect your community from natural disasters!
- Build safely in the flood zone, or remove buildings altogether
- Engineer buildings and infrastructure to withstand earthquakes
- Create and enforce effective building codes
Use Blank Space and Visual Elements
- Avoid clutter and enhance readability by using wide margins to create blank space.
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Convey information by using images, charts, and infographics. Each image needs an alt text description. Alt text (short for alternative text) is a short description of an image. It helps people who can’t see it understand what the image shows.
Before
This is a multipurpose passenger vehicle which will handle and maneuver differently from an ordinary passenger car, in driving conditions which may occur on streets and highways and off road. As with other vehicles of this type, if you make sharp turns or abrupt maneuvers, the vehicle may roll over or may go out of control and crash. You should read driving guidelines and instructions in the Owner’s Manual, and WEAR YOUR SEAT BELTS AT ALL TIMES.
After
Alt-Text: Image shows a warning message “high roll over risk” with a vehicle on two wheels next to a person wearing a seat belt.
Use Accessible Fonts and Colors
- Choose easy-to-read fonts size 12 pt or larger from the Maryland Web Design System.
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Use high-contrast text and background colors that avoid color blindness combinations.
Before
Mitigation is the cornerstone of emergency management. It’s the ongoing effort to lessen the impact disasters have on people’s lives and property through damage prevention and flood insurance. Through measures such as, building safely within the floodplain or removing homes altogether; engineering buildings and infrastructures to withstand earthquakes: and creating and enforcing effective building codes to protect property from floods, hurricanes and other natural hazards, the impact on lives and communities is lessened
After
Protect your community from natural disasters!
- Build safely in the flood zone, or remove buildings altogether
- Engineer buildings and infrastructure to withstand earthquakes
- Create and enforce effective building codes
2 https://www.plainlanguage.gov/guidelines/design/
Implementation
Use the Plain Language Implementation Plan at your agency today! The plan has four parts.
- Tools to help assess current content.
- Training for state staff.
- Resources to write future content in plain language
- Pilot projects with state agencies
