PCO Plain Language Standard
We use our Plain Language Standard for everything from emails to legislation. We use it when writing, peer-reviewing, editing, or proofreading.
We all need to communicate effectively whenever we write.
This Standard is designed to support good writing. The PCO expects all its staff to apply the Standard with common sense and good judgement.
Big picture elements
1. The purpose of the document is clear.
2. The whole document supports the purpose.
3. The structure and layout of the document is clear and logical.
4. Headings are useful and aid navigation.
5. The tone is consistent and supports the purpose.
Sentences
6. Sentences are short, simple, and precise.
7. Sentences focus on one topic.
Words
8. The words are precise and familiar.
Accuracy
Plain language
- Plain Language Standard
- Checklist for Standard
- Supporting documents
- 3.4A Legislation: Using paragraphs to enhance readability and clarity
- 3.4B Using paragraphs to enhance readability and clarity
- 3.5 Ensure that each section has no more than 5 subsections
- 3.8 Use bold, italics, and underlining sparingly and consistently
- 3.10 Link to detailed information
- 4.1 Place key words early in the heading
- 4.2 Headings clearly indicate specific topics or summarise main messages
- 4.3 Headings work well together
- 4.4 Headings appear frequently enough
- 4.5 Headings are reasonably brief
- 4.6 Headings have a clear and consistent hierarchy
- 5.1 Avoid emotive words, jargon, and policy-speak
- 6.2 Make your writing active wherever possible
- 6.3 Sentences are phrased positively
- 6.4 Use narrative style and avoid excessive cross-referencing
- 6.6 Don't split verb forms unnecessarily
- 6.7 Sentences use present tense
- 6.8 Use punctuation appropriately and consistently
- 7.3 Relative clauses
- 8.2 Gender-neutral language
- 8.5 Definitions that are helpful and are not contrived to create artificial concepts
- 8.6 Use modifiers close to words they modify: Mismatched sentence parts
- 8.8 Avoid over-use of noun strings
- 8.10 Avoid archaic language
- Principles of clear drafting
