You know your work inside out. You’ve built programs, written reports, and analyzed data that show real impact. But when it’s time to explain that work to funders, partners, or the public, it can feel like you’re starting from scratch.

That’s not a writing flaw—it’s a translation challenge. That’s what plain language writing is for.

While reporting in the Canadian Arctic, I spent a considerable amount of time speaking with researchers and attending long environmental hearings. I learned there that simple language is always better. One trick I still use when someone isn’t speaking clearly is simply to ask again: “What do you mean?” or even, “Can you say that again?”

Plain language is a skill every communicator can practice, especially if you already understand your subject deeply. People who can write using simple language have the ability to turn complex information into sharable content that others can grasp, remember, and use.

How to Get Started Writing in Plain Language

If you can explain your work out loud in a meeting, you can write it in plain language. To start, pull the essentials, add context, and write the way you would actually speak when explaining your work in person. Used in the right contexts simplicity doesn’t reduce professionalism, instead it increases effectiveness and clarity.

Step 1: Pull the Essentials

Every complex document—a multi-year report, financial plan, or research summary—can be distilled to three essentials.

• The headline fact: what happened or changed
• The reason it matters: why it affects people
• The outcome: a result and what’s next

You already have this information in your data tables, summaries, and stories. Your job is to pull it forward.

Here’s one example of how to change language from report style writing into a more readable summary. 

Before:

“The initiative aimed to assess local engagement and wellness outcomes across four priority areas, measuring self-reported quality-of-life indicators and program satisfaction metrics.”

After:

“More than 80 per cent of participants said they feel more connected to their community after participating in our wellness sessions. Many of these users said the biggest change was having a local space to visit regularly, not just for exercise, but for company.”

Both statements are true. Only one makes readers care enough to keep going.

Step 2: Contextualize all Stats

Plain language doesn’t stop at short sentences. It gives data a frame. Use these quick tools to make information feel real:

Comparisons: “That’s 200 more families than last year.”
Human details: “Most said the hardest part was finding time.”
Direct outcomes: “Now, almost all participants say they’d recommend the program to others.”

Each detail helps readers see why your data matters without needing to read the full report.

Step 3: Write for Real People

Write speaking points and summaries like an elevator pitch for someone outside your field: short, factual, and human.

Example:

“This year, our team helped 1,200 households across the region access affordable food. That’s roughly one in ten local families who now have steady access to fresh produce through new farm partnerships. This small change has a real impact on nutrition while building community and reducing stigma around food insecurity.”

That paragraph could open a funder proposal, a website update, or a media quote. It’s accurate, brief, and human—the exact mix plain language delivers.

Where Plain Language Works Best

• Annual reports and funder updates
• Websites and newsletters
• Media releases and Q&A briefs
• Onboarding guides and public FAQs

Final Word

Plain language isn’t about over-simplifying your ideas—it’s about making your work accessible. When you can pull a full story from a spreadsheet, transcript, or report, you can bring larger audiences into your sphere of influence.