Using Plain Language to Improve Web Accessibility
The primary goal of web accessibility is to ensure that online content is usable and understandable for everyone, regardless of their abilities. One of the most effective ways to achieve this is by using plain language—clear, concise communication that allows users to easily understand and engage with content. Plain language benefits everyone, but it is particularly essential for individuals with cognitive disabilities, non-native speakers, and those with limited literacy skills.
In this article, we’ll explore what plain language is, why it’s crucial for web accessibility, and how you can implement it on your website to create a more inclusive user experience.
1. What is Plain Language?
Plain language is the practice of writing and designing content in a way that is easy for users to understand. It avoids technical jargon, overly complex sentences, and ambiguous wording. Instead, plain language focuses on delivering clear information that can be easily grasped on the first read.
Key characteristics of plain language include:
- Simple vocabulary: Using everyday words and avoiding industry-specific jargon.
- Clear sentence structure: Writing short, straightforward sentences that communicate a single idea.
- Logical organization: Presenting information in a clear and intuitive order, often starting with the most important point.
- Visual clarity: Using headings, bullet points, and white space to make content easy to scan.
The aim is not to “dumb down” content, but to make it accessible to as many people as possible.
2. Why Plain Language Matters for Accessibility
While web accessibility often focuses on technical aspects like screen reader compatibility or color contrast, content itself must also be accessible. Plain language plays a critical role in improving the user experience for several groups of people:
a. People with Cognitive Disabilities
Individuals with cognitive disabilities, such as ADHD, dyslexia, or intellectual disabilities, may struggle with complex language and information overload. Plain language helps them process and understand content more easily by breaking down information into manageable pieces.
b. Non-Native Speakers
For users who speak a different language or have limited proficiency in the language used on your website, plain language can make a significant difference. Simple vocabulary and clear sentence structures allow these users to grasp the meaning without getting lost in translation.
c. Individuals with Low Literacy Skills
Plain language ensures that users with varying literacy levels can still comprehend the content. According to the World Literacy Foundation, over 750 million adults worldwide are functionally illiterate. By using plain language, websites become more accessible to individuals who may struggle with reading or interpreting complex texts.
d. Improving Usability for Everyone
Even users without disabilities or language barriers benefit from plain language. In a fast-paced digital world, users prefer to quickly find and understand the information they’re seeking. Clear, concise writing leads to a more efficient and satisfying user experience.
3. Principles of Plain Language for Web Accessibility
To make your website more accessible through plain language, follow these key principles:
a. Use Simple and Familiar Words
Whenever possible, choose common words over complex or technical ones. Avoid jargon, industry-specific terminology, or phrases that may confuse readers. For example, instead of saying “utilize,” simply say “use.” Similarly, replace terms like “commence” with “start.”
b. Write Short, Direct Sentences
Long, complex sentences can be difficult to follow, especially for users with cognitive disabilities. Break long sentences into shorter ones that focus on one idea at a time. Avoid excessive use of commas, subordinate clauses, or parentheses, which can make content harder to read.
Example:
- Complex: “In the event that you encounter an issue with your device, please contact our customer support team immediately to resolve the problem.”
- Plain language: “If you have a problem with your device, contact our support team right away.”
c. Organize Content Logically
Organizing your content in a logical and intuitive way helps users quickly find what they need. Start with the most important information and break up content into digestible sections. Use clear headings, subheadings, and bullet points to guide users through the content.
- Headings: Use descriptive headings that summarize the content of the section. This helps users scan the page and find the relevant information quickly.
- Bullet Points: Break up long paragraphs by using bullet points for lists or key points, making the content easier to skim.
d. Be Concise
Focus on delivering the essential information without unnecessary details. Avoid filler words or redundant phrases. Users should be able to extract the main message quickly.
For example, instead of writing, “We are currently in the process of updating our website to include new features,” you could simply write, “We are updating our website with new features.”
e. Use Active Voice
Active voice makes sentences clearer and more direct. In active voice, the subject of the sentence performs the action, which is easier to understand than passive constructions.
- Passive: “The instructions were followed by the users.”
- Active: “The users followed the instructions.”
Active voice also makes your writing more engaging and conversational, which helps keep users interested.
f. Provide Clear Instructions
When giving instructions or guiding users through a process, be as clear and specific as possible. Use numbered steps when appropriate, and avoid vague language that could lead to confusion.
Example:
- Confusing: “You may want to consider submitting a request form.”
- Clear: “To request support, fill out the online form by clicking the ‘Submit Request’ button.”
g. Test Readability
Various tools are available to test the readability of your content. These tools score your text based on factors like sentence length, word difficulty, and complexity. Tools like the Flesch-Kincaid Grade Level or Hemingway Editor can help you assess whether your content is appropriate for a general audience. Aim for a reading level that corresponds to 6th to 8th grade, which ensures that the content is understandable for a broad range of users.
4. Making Plain Language Work with Visual Design
Plain language doesn’t stop at writing—it extends to how your content is presented visually. The design and structure of your web pages play a key role in accessibility.
a. Use Adequate White Space
White space (the empty areas between text, images, and other content) makes reading easier by reducing clutter. It helps users focus on the information without feeling overwhelmed by dense text.
b. Choose Readable Fonts and Sizes
Ensure that your text is easy to read by using a clear, sans-serif font and a legible font size (typically at least 16px for body text). Avoid overly decorative fonts that can be difficult for some users to read.
c. Use Descriptive Links
When including links, make sure the link text describes the destination clearly. Instead of generic phrases like “click here,” use descriptive phrases such as “download the user guide” or “read more about accessibility.”
5. Testing and Feedback for Accessible Content
To ensure that your plain language content is effective, it’s important to test it with real users, especially those with disabilities. Gathering feedback from diverse users helps identify areas where your content might still be confusing or overly complex.
- User Testing: Conduct usability tests with individuals who have cognitive disabilities, visual impairments, or other accessibility needs to ensure that your content is easy to understand.
- Accessibility Audits: Regularly audit your website for both technical and content accessibility. Accessibility tools such as WAVE or Axe can identify areas where improvements are needed.
Incorporating user feedback into your design process is essential to creating truly accessible content.
Conclusion
Plain language is a vital tool in improving web accessibility, making content understandable for all users, regardless of their abilities. By following best practices such as using clear language, structuring content logically, and providing concise instructions, you can make your website more inclusive and user-friendly. Not only does plain language benefit people with disabilities, but it also enhances the overall experience for every visitor to your website. Implementing these strategies will ensure that your content is accessible, engaging, and effective for a diverse audience.