How to Apply Plain Language Techniques in Technical Documents

Table of contents

  1. How to Apply Plain Language Techniques in Technical Documents
    1. 1. Organize to serve the reader
    2. 2. Use headings to break up text into logical chunks
    3. 3. Use lists
    4. 4. Use tables
    5. Activity 4: Organize into a list or table:

1. Organize to serve the reader

  • Anticipate questions an informed reader is likely to ask.
  • Organize your writing to answer questions in the order the reader will ask them.

2. Use headings to break up text into logical chunks

  • Make your content scannable, allowing readers to quickly find relevant information.
  • Break up the information into sections.
  • Increase blank space to enhance readability.
  • Informative headings help the reader navigate the document.
  • Use question headings to address readers’ questions and facilitate their understanding.

3. Use lists

  • Make it easier for the reader to grasp all items or steps in a process.
  • Add blank space for easy reading and visual separation.
  • Lists help readers see the structure of your document.
  • Make lists shorter, as long lists can be challenging to navigate.
  • Consider grouping items into subgroups or organizing them alphabetically.

4. Use tables

  • Tables help save words, make finding specific information more accessible, and establish connections.
  • Tables can present provisions, facilities, services, amenities, resources, equipment, arrangements, solutions, means, offerings, funds, benefits, and assistance.
  • Tables make it easy to glance at complex material and clarify your logic and structure.
  • Note: Online behavior, such as scanning for answers, also applies in offline contexts.

Tip: Use ChatGPT to assist you. For the best results, open a new chat for each task. Keep your text short.

Prompts:

  • outline this text using headers and body copy: [YOUR TEXT]
  • put this information into a table:

Activity 4: Organize into a list or table:

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