THE GOVERNMENT

2. PLAIN LANGUAGE
Perhaps the most important aspect of government writing is the need for plain language. Much like government
itself, the use of language must be geared toward providing information in a way that can be easily understood.
In the same way that government extends basic services to the people, language used by government must be
accessible. Simply put: Government writing should be easy to read and easy to understand.
Plain language is not a “dumbing down” of language. Rather, it operates on this principle, popularly attributed
to Albert Einstein: “If you can’t explain it simply, you don’t understand it well enough.” It is smart writing
if it ensures that the written material will be understood by as many people as possible, regardless of their
background.
The same applies to the different documents you may write, be it a press release or memorandum.
All recommendations for writing for government fall under this general rule. What follows are some basic
guidelines on the use of plain language. We will go over specific issues that can prevent ideas from being
understood, such as vocabulary and word choice; and some habits to avoid, such as the excessive use of
acronyms and bureaucratese.
Use simple vocabulary
Word choice is essential to plain language. Remember: Words do not simply mean, they also imply a world
view. This double function can be observed when you isolate and single out the differences of words that would
otherwise mean the same thing. For example, when you use the word “inhabit,” we get the image of a population
of an animal species (birds, mammals, etc.). Such as in the statement: The monkey-eating eagle inhabits the
northern jungles of the Philippines. Compare this to the word “live,” as in, The President of the Philippines lives
in Bahay Pangarap. : To interchange the usage of the two words—though grammatical—would be wrong due to
the (inappropriate) implications carried over by using the other word. If anything, the sentence The President
inhabits Bahay Pangarap sounds off.
Given then the choice between two words, pick the familiar word over the more obscure. Keep foreign words and
phrases out of your writing unless they are unavoidable. An abundance of this kind of language can alienate your
reader.
Usually, the simpler the word, the clearer the idea. Just because a word is longer, or more complex, does not
mean it is more meaningful. For example, use the word “store” or “office” over “establishment,” “place” over
“location,” “buy” over “purchase.” Instead of “utilize,” choose “use.” “Instrumentalities” can be replaced by
“ways” or “means.” “Actuations” are “acts” or “deeds.” “Cognizant” is “aware.”
Use simple words or terms throughout a document unless the use of complex words or terms is unavoidable.
Although synonyms and paraphrasing can make your writing more interesting, your foremost goal should be to
communicate.
Consider the reader’s point of view
Always consider who your reader is and what they need from the piece you are writing. Ask yourself: How will
the document be used? How much information will be needed? Will the reader prefer a quick summary or a
STYLE GUIDE FOR THE GOVERNMENT
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