Business Communication & Digital Workplace · Beginner level

Beginner level · Module 1: Professional Email and Presentations · Lesson 2 of 3

Plain Language and Tone

Write so readers understand the first time.

In this lesson you will

  • Apply plain language principles
  • Choose an appropriate tone

Key concepts

familiar wordsactive voiceshort sentencespolite, neutral tone

The lesson

Plain language means writing clearly for your specific audience: familiar words, short sentences and active voice, which makes clear who should do what.

Avoid jargon and long phrases: 'use' rather than 'utilise', 'by Friday' rather than 'at your earliest convenience'.

Keep a polite, neutral tone; avoid capitals, many exclamation marks and emotional language.

Step by step

  1. Underline jargon in a sample.
  2. Replace it with familiar words.
  3. Change passive to active voice.
  4. Check tone.

Practice activity

Edit a sample memo into plain language.

Expected result: A clearer, friendlier memo.

Check your understanding

  1. Why use active voice?

    Show answer

    It makes clear who should do what.

  2. Give a plain alternative to 'utilise'.

    Show answer

    Use.

Taught live by an instructor — online or in person. Free course lessons are for self-study and do not lead to a certificate — see registration options.