A Plain-Language Checklist for Creating and
Reviewing Your Documents
1. Do I need to create new materials?
Check for existing materials.
Contact the Community Education Program for help with finding patient materials that are easy to read.
2. Do I know my audience?
Consider your potential readers.
Who are your readers exactly? What are their beliefs and preferences? What challenges do they face?
Remember, there is no “general public.”
Evaluate the needs of your readers.
What do they want to know? How much detail do they need? What is the right tone for these readers? What
action do you want them to take?
Engage your readers.
Use style, word choice, voice, organization and visuals to draw your readers into your message.
3. Did I organize my document for my reader?
Provide a clear take-away message.
Your document should have a clear, specific message, such as, “What to Do on the Day of Your Surgery.”
Put your main message first.
Readers appreciate documents that begin with the main point.
Answer their questions.
Before writing your document, write down the questions your readers have about your topic. Make sure each
section or paragraph of your document answers a reader’s question.
4. Have I used an easy-to-read style?
Use a conversational tone when appropriate.
Using the pronouns I, you and we make your document more conversational and help your reader focus on
your message.
Use familiar, concrete, non-technical words.
Avoid medical jargon.
Consider whether each adjective and adverb adds meaning.
Avoid padding your writing with words like very, really, actually or carefully.
Use the active voice whenever possible.
The active voice makes it clear who or what (the subject) is doing the action (the verb). Passive sentences
often do not clearly identify who is performing the action.
Click here for before and after examples of plain-language documents.