How Plain Language Reduces Hidden Barriers
Why Plain Language Is Essential
“Everyone deserves a fair and equal chance to succeed and access the information they need, no matter their background or circumstances.” – Patty Hajdu, Government of Canada.
Think about the last time you opened a form, an email, or a webpage and felt unsure what to do next.
You reread the same sentence more than once.
You paused to interpret a phrase that sounded official but unclear.
You wondered if you were missing something important.
This experience is more common than we admit.
For many people, unclear information creates hesitation. For others, it creates real barriers. When language is difficult to follow, people can miss deadlines, misunderstand services, or disengage altogether. The problem often lies in how the information is written.
That is why, in 2025, the Government of Canada published its first National Standard on plain language (you can also view the summary of the National Standard). The standard was created to reduce communication barriers and make sure information can be understood the first time it is read.
Accessibility does not always begin with a ramp, a door opener, or a piece of technology. Accessibility begins much earlier. It starts with how information is written, organized, and shared.
When language is clear, people can participate with confidence. When it is not, barriers appear quietly and often go unnoticed. Using plain language helps remove those barriers.
What Plain Language Means
Plain language is about making information usable for the people who need it. It does not mean simplifying ideas or removing important details.
According to the National Standard of Canada, information is in plain language when its wording, structure, and design are so clear that the intended audience can:
- find what they need,
- understand what they find, and
- use the information.
Plain language also includes how information is organized, how instructions are presented, and how readers are guided from one idea to the next.
When information is written in plain language, readers do not have to guess what something means or what action is expected. The message should be clear, direct, and respectful of people’s time, attention, and lived experience.
Why Plain Language Improves Access
Plain language supports inclusion as it reduces unnecessary obstacles. It helps people move through systems, services, and decisions without added confusion.
Plane language builds trust, reduces misunderstandings, and supports independence.
Plain language benefits everyone, including people with disabilities, people who use assistive technology, people reading in a second language, people under stress, and those navigating complex systems for the first time.
When information is clear, people are better able to take action and make informed choices.
How to Use Plain Language in Practice
You do not need to read the full National Standard to begin using plain language in your communications. Small, intentional changes can improve clarity.
Here are practical steps you can apply right away:
- Say the main point early so readers know what the information is about.
- Use short paragraphs and clear headings to guide readers.
- Choose familiar words over technical or formal language when possible.
- Remove extra words that do not add meaning.
- Use lists to break down steps or requirements.
- Read your writing out loud to check how it flows.
- Ask someone else if the message is clear and easy to follow.
These steps reflect the core principles of the National Standard; helping people find information, understand it, and use it without extra effort.
Moving Toward Clearer Communication
Plain language is a key part of accessible communication.
By writing clearly, organizations improve understanding and create more equal access to information.
Using plain language supports participation and inclusion.
Everyone deserves information they can understand.
