# Plain Language Review: [document or page name]

> Plain language review record for public-facing text such as letters,
> notices, forms, web pages and instructions: readers and their task,
> a checklist organised by the four governing principles of ISO
> 24495-1:2023, Plain language, Part 1 (relevant, findable,
> understandable, usable), before and after measurements, a rewrite log,
> reader testing and accuracy sign-off. The standard is cited, not
> reproduced: every check below is original wording. Where a law requires
> plain writing, section 9 lists dated EU, UK and US examples. Replace
> every `[bracketed]` value and every row marked *Example*. This is a
> documentation format, not legal advice.

<!--
Guidance: How to use this template
- Use one copy per document or page under review. A series of letters
  that share wording can share one copy if you list each in section 1.
- Fill section 1 (readers and task) before anyone edits a word. Plain
  language is judged against a specific reader doing a specific task,
  not against a generic "average reader".
- Work through the checklist in section 3, log every change in section 5
  and keep the original text, so legal and subject reviewers can see
  that meaning did not change.
- Test with real readers (section 6) whenever the text affects money,
  rights, health or safety. Readability scores are a hint, not a test.
- The worked example (fictional "Ferncliff Water Authority" late payment
  notice) is marked *Example*; replace it.
- Related templates: Editorial Style Guide (`writing/style-guide`),
  Editorial Review Checklist (`writing/editorial-review-checklist`),
  Technical Style Guide (`docs/style-guide-technical`), UX Writing Guide
  (`docs/ux-writing-guide`), Content Audit (`docs/content-audit`).
-->

## Document control

<!-- Guidance: Record which version of the text was reviewed. A review of an old draft is worthless once the text changes. -->

| Field | Value |
|-------|-------|
| Review ID | [PLR-NNN] |
| Document reviewed | [name, version or URL] |
| Document owner | [@owner] |
| Plain language reviewer | [@reviewer] |
| Subject matter or legal reviewer | [@reviewer] |
| Status | [Draft / In review / Approved / Published] |
| Last updated | YYYY-MM-DD |
| Next review | YYYY-MM-DD or [when the underlying rule changes] |

### Revision history

| Version | Date | Change | By |
|---------|------|--------|----|
| 0.1 | YYYY-MM-DD | Review started, readers and task defined | [@reviewer] |
| 1.0 | YYYY-MM-DD | Rewrite approved after reader testing | [@owner] |

## 1. Readers, task and context

<!-- Guidance: Name the primary readers, what they must do after reading, and where and how they read. A notice read on a phone in a queue needs a different structure from a report read at a desk. Pitfall: listing "the public" as the reader. -->

| Item | Answer |
|------|--------|
| Primary readers | [who, including language, literacy and access needs] |
| Secondary readers | [advisers, carers, translators, staff who answer calls] |
| Reader's task | [what the reader must know or do after reading] |
| Context of use | [device, place, time pressure, emotional state] |
| Consequence of misunderstanding | [missed payment, lost benefit, safety risk] |
| Channel and format | [letter, email, web page, form, SMS] |
| Languages and translation | [source language, target languages] |

*Example:* Ferncliff Water Authority (fictional) sends a late payment
notice to household customers. Primary readers are account holders,
including people who read English as a second language and people in
financial difficulty. The task is to pay by the due date or call before
it to arrange a payment plan. Misunderstanding can lead to a fee and a
supply restriction, so the notice is tested with readers (section 6).

## 2. Review method

<!-- Guidance: Agree the order of work so that structure is fixed before sentences are polished. Rewriting sentences in a document with the wrong structure wastes effort. -->

1. Confirm readers and task (section 1) with the document owner.
2. Check relevance and structure first (principles 1 and 2).
3. Rewrite sentences and words (principle 3), logging each change.
4. Check usability: actions, layout and accessibility (principle 4).
5. Measure before and after (section 4).
6. Test with readers (section 6) and revise.
7. Obtain accuracy and legal sign-off (section 7), then publish.

```mermaid
flowchart LR
  A["Define readers and task"] --> B["Relevant and findable checks"]
  B --> C["Understandable rewrite"]
  C --> D["Usable checks"]
  D --> E["Measure before and after"]
  E --> F["Reader testing"]
  F -->|"Readers fail a task"| C
  F -->|"Readers succeed"| G["Accuracy and legal sign-off"]
  G --> H["Publish and log"]
```

## 3. Checklist by principle

<!-- Guidance: Mark each check Pass, Fail or N/A with a note. A Fail becomes at least one row in the rewrite log (section 5). The four groups follow the four governing principles of ISO 24495-1:2023, described here in original words. -->

### 3.1 Relevant: readers get what they need

| ID | Check | Result | Note |
|----|-------|--------|------|
| PL-R-01 | The purpose of the document is clear in the first two sentences | [Pass / Fail / N/A] | |
| PL-R-02 | Everything the reader needs for the task is included | | |
| PL-R-03 | Content the reader does not need is removed or moved to an annex | | |
| PL-R-04 | The document type suits the task (letter, form, guide, FAQ) | | |
| PL-R-05 | The tone suits the reader's situation and the relationship | | |

### 3.2 Findable: readers can easily find what they need

| ID | Check | Result | Note |
|----|-------|--------|------|
| PL-F-01 | The most important information comes first | | |
| PL-F-02 | Headings are informative (say what the section tells or asks) | | |
| PL-F-03 | Related information is grouped; one topic per section | | |
| PL-F-04 | Deadlines, amounts and contact details stand out visually | | |
| PL-F-05 | Long documents have a contents list or summary | | |

### 3.3 Understandable: readers can easily understand it

| ID | Check | Result | Note |
|----|-------|--------|------|
| PL-U-01 | Words are familiar to the readers; technical terms are explained on first use | | |
| PL-U-02 | Sentences are short and carry one main idea | | |
| PL-U-03 | Active voice names who does what, unless the actor is unknown | | |
| PL-U-04 | The reader is addressed as "you" and the organisation as "we" | | |
| PL-U-05 | One term is used for one thing throughout | | |
| PL-U-06 | Numbers, dates and amounts are written in a consistent, unambiguous form | | |
| PL-U-07 | Abbreviations are spelled out on first use or avoided | | |

### 3.4 Usable: readers can easily use it

| ID | Check | Result | Note |
|----|-------|--------|------|
| PL-S-01 | Actions are stated as instructions, in the order the reader does them | | |
| PL-S-02 | The reader knows what happens next and who to contact | | |
| PL-S-03 | Layout, font size and contrast support reading (WCAG 2.2 SC 1.4.3 for web text) | | |
| PL-S-04 | Headings and lists use real structure, not visual formatting only (WCAG 2.2 SC 1.3.1) | | |
| PL-S-05 | Link text says where the link goes (WCAG 2.2 SC 2.4.4) | | |
| PL-S-06 | Readers have tested the document and succeeded at the task (section 6) | | |

## 4. Before and after measurements

<!-- Guidance: Measure the same passage before and after. Use simple counts you can recompute; treat readability formulas as a rough signal only, because they ignore structure, layout and the reader's knowledge. -->

| Measure | Before | After | Note |
|---------|--------|-------|------|
| Words in passage | [N] | [N] | |
| Sentences | [N] | [N] | |
| Average words per sentence | [N.N] | [N.N] | |
| Longest sentence (words) | [N] | [N] | |
| Passive constructions | [N] | [N] | |
| Undefined technical terms | [N] | [N] | |
| [Readability score, tool and version] | [score] | [score] | [indicative only] |

*Example:* The payment paragraph of the Ferncliff notice.

| Measure | Before | After |
|---------|--------|-------|
| Words in passage | 87 | 68 |
| Sentences | 3 | 6 |
| Average words per sentence | 29.0 | 11.3 |
| Longest sentence (words) | 42 | 19 |
| Passive constructions | 4 | 0 |

The rewrite is 22% shorter (19 fewer words out of 87), and the average
sentence length fell from 29.0 to 11.3 words.

## 5. Rewrite log

<!-- Guidance: One row per change. Quote the original exactly, give the new text and name the check it fixes. This log is what legal and subject reviewers use to confirm that meaning has not changed. -->

| ID | Location | Before | After | Check | Reason |
|----|----------|--------|-------|-------|--------|
| [RW-NNN] | [section, paragraph] | [original text] | [new text] | [PL-x-NN] | [why] |
| RW-001 *(Example)* | Payment paragraph, sentence 1 | "Please be advised that in accordance with the provisions of the Customer Charter, failure to remit the outstanding balance indicated above within the period specified herein may result in the imposition of a late payment fee and the possible suspension of service." | "Please pay 84.20 by 15 March. If you pay late, we will add a late fee of 5.00 and we may stop your water supply." | PL-F-01, PL-U-02, PL-U-03 | Action and deadline first; one idea per sentence |
| RW-002 *(Example)* | Payment paragraph, sentence 2 | "Customers who are experiencing financial hardship are encouraged to make contact with the Authority prior to the due date in order that consideration may be given to the establishment of an alternative payment arrangement." | "If you cannot pay in full, call us on 0100 555 0199 before 15 March. We can set up a payment plan." | PL-U-03, PL-U-04, PL-S-02 | Speak to the reader; say who acts and how to get help |
| RW-003 *(Example)* | Payment paragraph, sentence 3 | "Payments may be made by any of the methods listed overleaf." | "You can pay online, by phone or at our office. The ways to pay are on the back of this letter." | PL-U-01, PL-U-03 | "Overleaf" is unfamiliar to many readers; name the methods |
| RW-004 *(Example)* | Heading | "Notice of Arrears" | "You have a bill to pay by 15 March" | PL-F-02 | Heading states the message, not the document type |

## 6. Reader testing

<!-- Guidance: Ask readers to do the task, not to say whether they like the text. Five to eight participants per round usually reveal the main problems; recruit people who match section 1, including people with access needs. -->

| Item | Plan |
|------|------|
| Method | [task-based interview / paraphrase test / remote unmoderated test] |
| Participants | [N, recruited how, matching which reader profile] |
| Tasks | [find the amount, find the deadline, say what happens if late, say how to get help] |
| Success criterion | [*Example:* at least 5 of 6 participants complete each task without help] |
| Accessibility | [screen reader users, large print, translated version] |
| Consent and privacy | [consent form, no personal data in notes] |

| Task | Round 1 result | Problem seen | Change | Round 2 result |
|------|----------------|--------------|--------|----------------|
| [task] | [N of N succeeded] | [what went wrong] | [RW-NNN] | [N of N] |
| *Example:* Say what happens if you pay late | 3 of 6 | Readers did not link "suspension of service" to their water supply | RW-001 | 6 of 6 |

## 7. Accuracy, legal and accessibility sign-off

<!-- Guidance: Plain language must not change the legal or technical meaning. Ask the subject or legal reviewer to read the rewrite log, not only the final text. -->

- [ ] Meaning of every changed passage confirmed by the subject expert
- [ ] Legal or policy reviewer confirms obligations, rights and deadlines
      are unchanged
- [ ] Amounts, dates, phone numbers and links checked against the source
- [ ] Accessible version checked (structure, alt text, contrast, PDF tags)
- [ ] Translations commissioned from the approved text, not the old one
- [ ] Templates and systems that generate the text updated

| Role | Name | Decision | Date |
|------|------|----------|------|
| Subject expert | [name] | [Approved / Changes needed] | YYYY-MM-DD |
| Legal or policy reviewer | [name] | | YYYY-MM-DD |
| Document owner | [name] | | YYYY-MM-DD |

## 8. Findings summary and follow-up

<!-- Guidance: Summarise for the owner: what changed, what testing showed and what is left. Open items get an owner and a date. -->

| Item | Detail |
|------|--------|
| Checks failed before rewrite | [N of N] |
| Checks failed after rewrite | [N of N] |
| Reader testing outcome | [summary] |
| Open items | [item, owner, due date] |
| Lessons for the style guide | [rule to add to `writing/style-guide`] |

## 9. Legal requirements: dated examples

<!-- Guidance: Plain language is a legal duty for some organisations. Confirm which rules apply to you with your legal team; the rows below are examples checked in October 2026, not a complete list. -->

| Jurisdiction | Instrument or guidance | What it covers | Official source |
|--------------|------------------------|----------------|-----------------|
| United States | Plain Writing Act of 2010, Public Law 111-274 (approved 13 October 2010) | Federal executive agencies must use plain writing in covered documents (documents needed to obtain a federal benefit or service or file taxes, that explain such benefits, or that explain how to comply with a federal requirement; regulations are excluded). Section 6 states the Act is not subject to judicial review. | https://www.govinfo.gov/app/details/PLAW-111publ274 |
| United Kingdom | GOV.UK content and publishing guidance, writing guidelines (Government Digital Service) | Writing standards for content published on GOV.UK; guidance rather than statute | https://guidance.publishing.service.gov.uk/writing-to-gov-uk-standards/writing-guidelines/ |
| European Union | How to write clearly, European Commission Directorate-General for Translation (2011) | Guidance for Commission staff; some EU laws separately require information to be clear and intelligible, so check the specific instrument | https://op.europa.eu/en/publication-detail/-/publication/c2dab20c-0414-408d-87b5-dd3c6e5dd9a5 |

Check the current official text and ask a qualified professional before
relying on any row for compliance. This is not legal advice.

## 10. References

<!-- Guidance: Keep editions and access dates, so a later reviewer knows which version you applied. -->

- ISO 24495-1:2023, Plain language, Part 1: Governing principles and
  guidelines (first edition, 2023). Official text: ISO, purchase or
  licensed access: https://www.iso.org/standard/78907.html. This
  template names its four governing principles and does not reproduce
  its text or guidelines.
- W3C, Web Content Accessibility Guidelines (WCAG) 2.2, W3C
  Recommendation, 12 December 2024: https://www.w3.org/TR/WCAG22/
  (success criteria 1.3.1, 1.4.3, 2.4.4; 3.1.5 Reading Level is Level
  AAA).
- Plain Writing Act of 2010, Public Law 111-274:
  https://www.govinfo.gov/app/details/PLAW-111publ274

## Standard and licence note

Structure aligned with the four governing principles of ISO 24495-1:2023
(relevant, findable, understandable, usable), which are named and
paraphrased only; the checklist, method and examples are original
wording. Legal examples are based on the Plain Writing Act of 2010 and
public government guidance as checked in October 2026. Check the current
official versions before relying on them. This is not legal advice.
Template licence: MIT.