The definition of plain language
What does it mean if a document has been written in ‘plain language’ or ‘plain English’?
To understand this definition, it’s worth comparing the South African definition which was drafted in 2008 as part of the Consumer Act, with the international definition (drafted by the International Plain Language Foundation, IPLF) and lastly looking at the recently published ISO 24495-1 guideline.
1. The South African legal definition: SA Consumer Protection Act 68 of 2008
The South African Consumer Protection Act, 68 of 2008, not only regulates the use of plain language, but also defines the concept for a South African context:
Right to information in plain and understandable language
(1) The producer of a notice, document or visual representation that is required, in terms of this Act or any other law, to be produced, provided or displayed to a consumer must produce, provide or display that notice, document or visual representation—
(a) in the form prescribed in terms of this Act or any other legislation, if any, for that notice, document or visual representation; or
(b) in plain language, if no form has been prescribed for that notice, document or visual representation.
(2) For the purposes of this Act, a notice, document or visual representation is in plain language if it is reasonable to conclude that an ordinary consumer of the class of persons for whom the notice, document or visual representation is intended, with average literacy skills and minimal experience as a consumer of the relevant goods or services, could be expected to understand the content, significance, and import of the notice, document or visual representation without undue effort, having regard to -
(a) the context, comprehensiveness and consistency of the notice, document or visual representation;
(b) the organisation, form and style of the notice, document or visual representation;
(c) the vocabulary, usage and sentence structure of the notice, document or visual representation; and
(d) the use of any illustrations, examples, headings, or other aids to reading and understanding.
In summary, a document is in plain language if, and only if, it is clear and understandable for the target audience.
For businesses, the legal definition translates as follows: If your CUSTOMERS experience your communication as clear, relevant, informative, or “exactly what I need”, it is in plain language.”
To read more on this act, go to Consumer Protection Act 68 of 2008 | South African Government (www.gov.za).
2. ISO 24495-1 definition (June 2023)
On 20 June 2023, the International Standards Organisation (ISO) released the first plain language draft to steer people from far and wide towards a common way of writing in plain language. It is currently a guidance, but a team of professionals is preparing for it to be passed as a certifiable standard. This means that as an organisation, you can apply for this accreditation by meeting certain criteria. This will give the reader confidence in knowing that the documentation has been written with them in mind.
The definition is the same as the IPLF, see 3. below. However, the definition is broken down into four principles for the user:
Relevant – they can get the info they need
Findable – they can easily find what they need
Understandable – they can understand what they find
Useable – they can easily use the info.
For more info on this guideline, go to ISO 24495-1:2023(en), Plain language — Part 1: Governing principles and guidelines.
3. International definition of Plain Language
According to the International Plain Language Foundation (IPLF):
A communication is in plain language if its wording, structure, and design are so clear that the intended readers can easily find what they need, understand what they find, and use that information. Plain Language - International Plain Language Federation (iplfederation.org)
The common thread that runs through these three definitions is reader-centric, clear and understandable.
