Plain English: 20 Before and After Rewrites from Government Documents

September 16, 2026

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Plain English: 20 Before and After Rewrites from Government Documents

Wednesday, 16 September 2026

Key takeaways

Plain English means writing that the intended reader can understand the first time they read it. In government, the intended reader is usually a member of the public
Complex language does not signal expertise. It signals that the writer has not done the work of making the message clear
The Australian Government Style Manual recommends short sentences, active voice, everyday words and a structure that puts the most important information first
Research consistently shows that plain language improves comprehension, reduces errors, increases compliance and saves time for both readers and organisations
Plain English writing is a learnable skill that professionals can develop through deliberate practice and structured training

Plain English is writing that the intended reader can understand the first time they read it, without needing to re-read sentences, look up jargon or guess what the writer meant. In government, the intended reader is usually a citizen who needs to understand their rights, obligations or entitlements. The Australian Government Style Manual recommends clear language that is accurate, unambiguous and free of jargon. The goal is not to simplify the content. It is to simplify the expression so that the content can be understood. Here are twenty before and after rewrites that show what that looks like in practice.

Rewrites 1 to 5: replacing passive voice with active

Before: “It is required that the form be submitted by the applicant prior to the closing date.” After: “Submit your form before the closing date.” The first version hides who needs to act. The second tells the reader directly. Before: “The decision was made to discontinue the program.” After: “The department discontinued the program.” The Centre for Plain Language identifies passive voice as one of the most common barriers to comprehension in government writing because it obscures who is responsible for the action.

Before: “Consideration will be given to applications received after the deadline.” After: “We may consider late applications.” Before: “Payment is to be made within 30 days of receipt of invoice.” After: “Pay within 30 days of receiving the invoice.” Before: “It has been determined that your application does not meet the eligibility criteria.” After: “Your application does not meet the eligibility criteria because [reason].” Each rewrite makes the actor visible and the instruction actionable.

Rewrites 6 to 10: cutting unnecessary words

Before: “In the event that you are unable to attend the scheduled appointment, please contact our office at your earliest convenience.” After: “If you cannot attend your appointment, contact us.” The Queensland Government writing style guide recommends short sentences of 15 to 20 words where possible. The original contained 23 words. The rewrite contains 10.

Before: “For the purpose of ensuring compliance with the relevant legislative requirements.” After: “To comply with the law.” Before: “At this point in time we are not in a position to provide an update.” After: “We cannot provide an update yet.” Before: “The department will undertake a review of the current arrangements.” After: “The department will review the current arrangements.” Before: “Due to the fact that funding has been exhausted.” After: “Because funding has run out.” Every rewrite removes words that add length without adding meaning.

Rewrites 11 to 15: replacing jargon with everyday words

Before: “Stakeholders are invited to provide input into the consultation process.” After: “We want to hear your views.” The Digital Transformation Agency’s content design guidance recommends using words your audience uses. Most citizens do not call themselves stakeholders.

Before: “The deliverables will be scoped during the inception phase.” After: “We will agree on what the project will produce at the start.” Before: “Leverage existing capabilities to drive outcomes.” After: “Use what we already have to get results.” Before: “The remediation of identified deficiencies will be prioritised.” After: “We will fix the problems we found, starting with the most urgent.” Before: “Facilitate the operationalisation of the strategic framework.” After: “Put the plan into action.” The Plain Language Action and Information Network (PLAIN) notes that using everyday words does not mean oversimplifying. It means choosing the word that communicates most clearly.

Rewrites 16 to 20: restructuring for clarity

Before: “Notwithstanding the provisions of clause 14.2(b), where the contractor has provided notice in accordance with the requirements set out in schedule 3, the principal may, at its sole discretion, grant an extension of time.” After: “If the contractor gives notice as required by schedule 3, the principal may extend the deadline despite clause 14.2(b).” Complex sentences with multiple embedded clauses force the reader to hold several ideas in memory before reaching the point.

Before: “The assessment of your entitlement will take into account your income, assets, residency status and the income and assets of your partner if applicable.” After: “We assess your entitlement based on your income, assets and residency. If you have a partner, we also consider their income and assets.” Breaking one long sentence into two shorter ones improves comprehension without losing any information. Before: “Persons who fail to comply with the requirements of this notice may be subject to penalties including but not limited to fines or prosecution.” After: “If you do not comply with this notice, you may be fined or prosecuted.” Before: “The minister has the discretion to determine the quantum of assistance.” After: “The minister decides how much assistance to provide.”

How can professionals build plain English capability?

AcademyGlobal (AG), the Chartered Institute of Procurement & Supply (CIPS) Centre of Excellence for Australia, New Zealand and Southeast Asia, delivers programs that build clear communication capability. AG’s Plain English Writing with Clarity and Confidence program develops the practical skills to write clearly in professional and government settings: structuring documents for the reader, choosing words that communicate rather than impress and editing drafts for clarity without losing precision. For professionals who present as well as write, AG’s Present with Confidence program builds the verbal communication skills that complement clear writing.

Clear writing is not a natural gift. It is a discipline that improves with practice. The twenty rewrites in this article show that the principles are simple. Applying them consistently across every document, email and report is the skill that makes the difference.

Frequently asked questions

What is plain English?

Plain English is writing that the intended reader can understand the first time they read it. It uses short sentences, active voice, everyday words and a structure that puts the most important information first.

Does plain English mean dumbing down the content?

No. Plain English simplifies the expression, not the content. A complex policy can be explained in clear language. The goal is accessibility, not oversimplification.

Is plain English required in Australian government?

The Australian Government Style Manual recommends clear language across all government communications. Several state governments have specific plain language policies. The principle is that government information should be accessible to the people it affects.

What are the most common plain English mistakes?

Passive voice, unnecessary words, jargon that the reader does not share, long sentences with multiple embedded clauses and structures that bury the main point.

Where can I develop plain English writing skills?

AcademyGlobal’s Plain English Writing with Clarity and Confidence program builds practical clear writing skills for professional and government settings.