Plain and inclusive language

Use plain English

Plain English is direct, clear, everyday language. We need to write simply, ensuring all users can find and understand information—regardless of ability, age, language, location or device. Users want content that is easy and quick to understand. Don’t assume users know technical terms or acronyms. The easier content is to understand the less queries and complaints you will receive!

When using technical language, aim for a reading age of 12 to 14. This is consistent with WCAG 2.2 best practice. Consider also using supplemental diagrams for complex information to increase the user's understanding. Visit literacy and access to learn more about Australian reading levels.

Inclusive language

Inclusive language promotes respect, empathy, and equity. It recognises and values diversity, helping create a more inclusive and welcoming environment for all, regardless of background, identity, or experience.

If you are unsure about wording, ask for clarification. Aim to use language that respects individuals and includes all.

Tips for writing inclusive and clear content

• Write with intention
• Use gender-neutral terminology
• Do not use harmful or problematic language
• Avoid idioms
• Avoid language that assumes all personal relationships are heterosexual
• Be concise
• Use short words and sentences
• Keep tone in an active voice, not passive
• Write the way you would speak
• Use contractions
• Minimise capital letters
• Avoid slang, clichés or metaphors
• Use 'you' when talking about your reader, and 'we' or ‘the department’ when talking about your agency
• Read your content out loud. If it sounds unnatural, go back and simplify it

The Australian Government Style Manual provides a comprehensive guide to inclusive language.

How to test readability

You should include readability testing in your content workflow process – from creation through to review and publishing. Microsoft Word's readability checking tool can help you include readability testing throughout your daily workflows.

This feature helps evaluate factors like sentence length, word complexity, and overall readability score to provide feedback on how accessible the text is to readers. By highlighting areas that might be difficult to comprehend, such as long sentences or complex words, this helps improve the readability of documents, making them easier for users to understand.

When you're using Word for Microsoft 365, you can quickly see readability statistics for your document.

• Open your Word document.
• Select the Home tab.
• Choose Editor, and then go to Document stats.
• A dialog box will appear letting you know Word is calculating your document stats. Choose OK.
• Word will open a window that shows you information about the statistics and reading level of your document.

Visit get your document's readability and level statistics for more information.

Web Content Accessibility Guidelines success criteria

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